MIN CC 10/07/2003CITY COUNCIL MEETING OF OCTOBER 7, 2003 BOOK "T" 71 —
CIL MEETING HELD ON THE 7TH DAY OF OCTOBER 2003 IN THE CITY IF
MINUTES OF THE HUNTSVILLE CITY COUN
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
JD Schindler, Acting - Acting City Manager
Jack Choate Bob Tavenner
Danna Welter, City Secretary
Gary Crawford Jim Willett
Vance Howard Mac Woodward
ABSENT: Paul C. Isham, Acting City Manager /City Attorney
PERSONNEL COMMITTEE MEETING [4:50 – 5:15 p.m.]
The City Council conducted a work session to discuss the proposed early retirement option and medical insurance
renewals.
EXECUTIVE SESSION [5:20 -5:30 p.m.]
The City Council conducted an executive session under Texas Government Code, Chapter 551, Section 551.074, forthe
following matter: procurement of building/land /parking lot.
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.
u
PUBLIC COMMENTS
1. John Strickland. Mr. Strickland stated the City Manager should not publicly chastise the citizens he works for, suggested
that the Council use the 'golf course slush fund' monies to enlarge the Council Chambers, and stated that the large
crowds were not at the meetings because of the Mayors urging but rather because of Council and staff actions.
2. Joyce Parker. Ms. Parker requested City support with respect to a dirt pit near her house.
3. Dorothy Shandera. Mrs. Shandera requested City support with traffic concerns in the Hickory/Normal Park/Pine
Shadows/10 et area.
4. Charles Smither, Jr. Mr. Smither spoke in opposition to the Oakwood View subdivision platting, stating that deed
restrictions needed to be formulated and completed prior to developing that area.
5. Catherine Keuffer. Ms. Kueffer spoke on behalf of the Sustainable Builders Guild regarding the proposed deed
restrictions for the Oakwood View subdivision lots.
6. Brian Woodward. Mr. Woodward offered to let Wesley UMC post their signs at Remax and Sam Houston Landmark Title
Company and spoke in opposition to the engineering contract for Industrial Drive.
CONSENT AGENDA
1. Approve Resolution 2003 - 10-07.1, authorizing Paul Isham, Acting City Manager, and Steve Ritter, Chief Accountant, as
signatories on the 2003 TDCP Main Street grant # 722162.
2. Authorize the Acting City Manager to execute the two-year extension with Brazos Transit District for transportation
services at a cost not to exceed $21,000 per year to be paid from budgeted funds.
3. Authorize the Mayor to execute the HIPAA Exemption Election Document effective for the plan year October 1, 2003,
through September 30, 2004.
4. Authorize the Acting City Manager to renew the contracts for: Stop Loss and Annual Aggregate coverage to Employers
Re- insurance Corp with a $75,000 specific deductible and a $2,000,000 lifetime maximum amount; and for employee
Basic Life, ADBD coverage and Long Term Disability with Sun Life of Canada.
5. Authorize the Acting City Manager to implement a one -time retirement option for employees currently within the 70 to 80
point range in accordance with the outlined proposal.
CITY COUNCIL MEETING OF OCTOBER 7, 2003 BOOK "T' 72
STATUTORY AGENDA
Consider and take action on Wesley Memorial United Methodist Church request to post a sign at City Hall for the
Journey through Bethlehem program for dates as specified by Council
This item was pulled from the agenda
2. Considerand take action on the second annual payment of the enterprise licensing from SHI- Government Solutions for
Microsoft products at a cost not to exceed $49,940.00 to be funded from budgeted funds.
This is the support and licensing agreement signed in 2002 for Microsoft.
3.
Consider and take action on Ordinance No. 2003 -10 -07.1, amending Section 21.01.19 'Trespass" of the Code of
Ordinances of the City of Huntsville, Subsection D, to include failure to pick up children at a school within a certain
prescribed time as a violation of the ordinance.
Recent incidents have demonstrated a need to address the issue of students remaining unsupervised on school 1',
property following dismissal or the conclusion of school events. Parents /guardians who fail to pickup minors within a
reasonable amount of time jeopardize the safety of the minors and place an unreasonable burden on school staff andI,
police to supervise these minors beyond normal staffing hours. There have also been incidents in which parents refuse
to pick up minor students who are suspended from school; this is also addressed in the revisions.
Councilmember Choate made a motion to table this item: and Councilmember Smith seconded the motion The
motion to table passed 9 -0
4. Considerand take action on entering into a contract with Doughtie Construction Co., Inc. in the amount of $237,773.85
from budgeted funds for the construction of collector wastewater lines to service the Majestic Forest area.
This will provide City wastewater service to the Majestic Forest area that was annexed in the City limits in 1984
and which previously could not be serviced until the Robinson Creek watershed was developed with the addition of the
Robinson Creek Wastewater Plant and Ouffall lines.
Bids were received and opened on September 17, 2003 for the Majestic Forest Collector Sewer lines with
Doughtie Construction the low bidder in the amount of $237,773.85.
Councilmember Woodward made a motion to approve entering into a contract with Doughtie Construction Co Inc
in the amount of $237,773.85 from budgeted funds for the construction of collector wastewater lines to service the 'J
Me estic Forest area' and Councilmember Kayse seconded the motion The motion passed 9 -0
5. Consider and take action on entering into a contract with firm of TAO Limited, James M. Turner— President, to design
the new fire station for the City of Huntsville at a cost not to exceed $77,500 to be funded from budgeted funds.
After many months of discussions, a Council committee composed of Mayor Davidson and Councilman Willett has
recommended to City Council the firm of TAO Limited, James M. Turner— President, to design the new fire station for
the City of Huntsville. Citystaff has negotiated a Proposal and Contract Conditions based upon that recommendation for
presentation to City Council
Councilmember Crawford made a motion to table this item� and Councilmember Smith seconded the motion. The
motion to table passed 9 -0.
6. Considerand take action on entering into engineering and surveying contracts with Gerald B. Harris Jr. and Associates,
Inc in the amount of $32,053 for the development of Industrial Boulevard with one -half of the cost funded by the
developers and one -half funded by the City of Huntsville.
On September2, 2003, the City Council authorized City participation in an amount not to exceed $137,500 forthe
extension of Industrial Drive as requested by the American Legion, Prestige Development and J &M Contracting.The
ultimate development of this proposal will provide a traffic circulation corridorfrom FM247 to FM 2821 without having to
go thru the intersection of FM 247 and FM 2821. Development potential is occurring on both ends of this proposed cross
circulation route, the American Legion and Prestige Development on the southwesterly end and the Curtis proposed 47
acre residential development on the north easterly end. Prestige Development owns the remaining land in between and
is planning a future phased development.
Considerand take action on the Oakwood View Subdivision Plat of Lots 1 -7 of the Oakwood View Subdivision, located
along Avenue H and 9' Street in the Pleasant Gray League, A -24.
The City Council first approved the purchase of these lots in January of 2002, specifically for the purpose of 1
encouraging local non -profit organizations to build affordable housing for the local workforce seeking homeownership
opportunities. In the fall of 2002, the Citys Code Enforcement Division began a neighborhood clean -up program, which
combined with City maintenance of Oakwood Cemetery, has resulted in noticeable improvement in the neighborhood.
In December of 2002, the City Council authorized the City Manager to negotiate the sale of three lots to the Sustainable
Builders Guild of Huntsville, Inc.
Councilmember W illet made a motion to approve the Oakwood View Subdivision Plat of Lots 1 -7 of the Oakwood
I
CITY COUNCIL MEETING OF OCTOBER 7, 2003 BOOK" T" 73
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View Subdivision located along Avenue H and 9" Street in the Pleasant Gray League A -24- and Councilmember
Crawford seconded the motion The motion passed7 -1 with C ouncilmember T avenner v oting a gai nst. N OTE:
Councilmember Woodward abstained from voting due to a conflict of interest.
8. Consider and take action on the sale of Oakwood View Subdivision Lots 1 -7 to the Sustainable Builders Guild of
Huntsville, Inc. for a total sales price of $45,500, pro-rata payment of $6,500 to be made to the City upon the sale of
each completed house.
In December of 2002, the City Council authorized the City Manager to negotiate the sale of three lots to the
Sustainable Builders Guild of Huntsville, Inc. The Guild is requesting to purchase seven lots forthe purpose of securing
interim construction financing and adding increased economy of scale in the negotiation of the construction contract with
the selected home builder.
conflict of interest.
9. Consider and take action on both the base bid and alternative bid for the construction of ADA 5 foot sidewalks and curb
and gutter sections on both sides of Martin Luther King Jr. Blvd to J & M Contracting in the amount of $91,707.75 from
the budgeted 2002 -2003 CIP Sidewalk Fund.
The extension of Martin Luther King Jr. Blvd occurred in the mid 1980's with a non curb and gutter street north from
1" Street to Fm 2821. It was planned to be expanded to a 41 foot curb and guttered street as development occurred in
the area around and including the HISD properties. Since the mid 1980's the HISD has constructed Huntsville
Elementary School and the Transportation Facility along this section of Martin Luther King Jr. Blvd. Proposed
developments such as the Boys and Girls Club would have a significant impact on the use of said street and sidewalks
in this area. Many students travel this route on a daily basis to and from the respective schools utilizing the street and
obstructing the typical flow of vehicular travel. Three Bids were received on this project with the low base bid of
' $38,524.00 and low alternative bid of $53,183.75 for a total of $91,707.75 from J & M Contracting Company, a locally
owned and operated construction company. Said project was submitted, reviewed, and approved by our independent
TDLR consultant and will be inspected in strict compliance of TDLR rules and regulations upon completion.
rn. mrilmomher Kowa mach a motion to award both the base bid and alternative bid for the construction of ADA 5
C2. Authorize the Acting City Manager to execute the two-year extension with Brazos Transit District for transportation
services at a cost not to exceed $21,000 per year to be paid from budgeted funds.
The City entered into a 2 -year contract with the Brazos Transit District ( "BTD °) to provide a public transit system in
Huntsville at a maximum City cost of $21,000 per year. The contract expires on August 31, 2003, and BTD has agreed
to extend the contract for another two-year period with no cost increase.
Councilmember Woodward made a motion to table this item: and Councilmember Crawford seconded the motion.
The motion to table passed 9-0.
C4. Authorize the Acting City Manager to renewthe contracts for: Stop Loss and Annual Aggregate coverage to Employers
Re- insurance Corp with a $75,000 specific deductible and a $2,000,000 lifetime maximum amount; and for employee
Basic Life, AD &D coverage and Long Term Disability with Sun Life of Canada.
The City of Huntsville Employee Health Plan and Trust is a self- funded, managed health care plan forthe benefit of
City employees. In addition, the City purchases stoplloss or re- insurance to cover possible catastrophic claims.
Mr. Lyndon Smith, Employer Plan Services, Inc. met with the Employees Medical Health Plan Board of Trustees to
review the proposals and specifics of coverage for Stop Loss coverage forthe City's self- funded Health Plan; the basic
life and AD &D coverage; and the employees' long term disability coverage. The Board recommends that the lifetime
maximum coverage amount remain the same at $2,000,000; the specific stopAoss remain the same at $75,000; and that
the City Council:
• Renew the Stop Loss and Annual Aggregate coverage to Employers Re- insurance Corp. with a $75,000 specific
deductible and annual lifetime maximum of $2,000,000 for an annual premium of $254,186.76. (This is a $4,646.40
decrease from the current plan with the lifetime maximum amount and specific deductible remaining the same.)
Renew the contract to Sun Life of Canada for employee Basic Life and AD &D coverage with an annual premium of
Renew the
• Renew the Long Tenn Disability contract to Sun Life of Canada for an annual premium of $39,495.11.
Councilmember Crawford made a motion to authorize the Actina City Manager to renew the contracts for Stop
Loss and Annual_Agareaate coverage to Employers Re- insurance Corp with a $75,000 specific deductible and a
C5. Authorize the Acting City Manager to implement a one -time retirement option for employees currentlywithin the 70 to 80
point range in accordance with the outlined proposal.
The City has a number of employees that are between 70 points (age plus years of service) and 80 points under
CITY COUNCIL MEETING OF OCTOBER 7, 2003
BOOK "r
74
�i the Citys retirement program. The current policy allows an employee to retire with 70 points, but they must pay or l
I; reimburse the City the amount for health plan benefits if they desire to maintain such benefits. If an employee retires 11
with 80 or more points, the City pays the full cost of the health plan benefits. Most employees remain in their positions
j until they have accumulated the 80 points so that the City will pay the cost of the health plan benefits. In looking at j
options to reduce personnel costs to the City, Staff proposes to offer a one -time inducementto employees within the 70 i
to 80 point range to retire prior to reaching the 80 point level.
The proposal is to pro-rate the cost of the health plan benefits between the employee and the City prior to the employee
achieving 80 points so that the City would pay only a portion of the costs.
In addition, once the employee reached the projected 80 point level, the City would pay 100% of the health plan
�I benefits as currently set out in the Personnel Policies as if the employee had retired with 80 points. For example, if an
ij employee refired with 70 points, the City would pay 70% of the premium cost for 5 years (additional age plus projected'.
,I years of service to get to 80 points), and then, the City would pay 100% of the health benefit plan premium cost.
I� There are 36 employees that presently fall within the 70 to 80 point range. Staff has surveyed these employees
about this option, and six have indicated that they would accept the option, and 10 have indicated that they are
l undecided at the present time. If the six employees that indicated that they would accept the retirement program actually:.,
retired under the proposal, the City would realize a salary savings of approximately $21,229 IF the replacements for
these positions were hired at the beginning salary rather than the current salary. This amount does not include
additional savings for the lower benefit costs or for the period in which the positions might be vacant. If the ten
employees who are undecided all opted to take retirement, the City could realize an additional $70,673 in salary savings.'.
j, The proposed early retirement option would allow the City to save money as well as open up job opportunities for ".
li existing as well as new employees. In some cases, the vacancy may remain vacant.
If the Council approves the one -time retirement option, it is proposed that eligible employees be given notice and
the opportunity to elect such option no later than October 30, 2003. In addition, employees electing the retrement option !'
li would retire from the work force no earlier than two weeks nor later than 30 days after electing said option unless a
j different retirement date is approved by the employee's director and the city manager.
Councilmember Crawford made a motion to authorize the Acting City Manaaerto implement aone-time retirement I!
option for employees currently within the 70 to 80 Point range in accordance with the outlined Proposal: and
Councilmember Smith seconded the motion The motion passed 7 -2 with Mawr Davidson and Councilmember
Tavenner voting against.
2.
MAYOR/CITY MANAGER ACTIVITY REPORT
Mayor /City Manager /Councilmember Report.
a. City Report on TML Newly Elected Officials Seminar by Mayor Davidson.
b. Report on Annual Legislative Conference (hosted by Congressional Black Caucus Foundation) by Councilmember
Crawford.
C. Consider and take action on Resolution 2003 -10 -07.2, designating Councilmember Steed Smith as the City
Council's representative and Councilmember Judy Kayse as the alternate to the Houston - Galveston Area Council
2004 General Assembly and Board of Directors.
Future
October 21
November 11
December 16
6:00pm City Council Meeting (work session begins at 5:00pm)
6:00pm City Council Meeting (work session begins at 5:00pm)
6:00pm City Council Meeting (work session begins at 5:00pm)
ADJOURNMENT [7:50 p.m.]
Danna Welter, City Secretary
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