MIN CC 11/09/20041
CITY COUNCIL MEETING OF NOVEMBER 9, 2004 BOOK "T"
175
MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 9TH DAY OF NOVEMBER 2004, 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: Steed Smith OFFICERS:
Gary Crawford Bob Tavenner Kevin Evans, City Manager
Mickey Evans Jim Willett Danna Welter, City Secretary
Judy Kayse Mac Woodward Thomas Leeper, City Attorney
Jack Choate
FINANCE COMMITTEE [4:45 p.m. — 5:12 p.m.]
The Finance Committee met and discussed:
a. FY 2004 financials;
b. budget amendments;
C. credit card policy;
d. ladder truck financing; and
e. hotel /motel tax revenue audit.
WORK SESSION [5:27 p.m. — 6:06 p.m.]
The City Council met in a Work Session to discuss the New Fire Station #1 project update by BRW; and Wynne Home
project update.
CALL TO ORDER [6:15 p.m.]
Mayor Pro Tem Steed Smith called the regular session to order.
PLEDGE OF ALLEGIANCE to US AND TEXAS FLAGS, INVOCATION
Councilmember Kayse led the invocation.
PRESENTATION
Patrick Antwi, Recreation Coordinator presented the Texas Amateur Athletic Foundation participants and awards.
The male athlete was awarded to Cody Murray and the female athlete was award to Logan Bevely.
PUBLIC COMMENTS (Agenda Items Only)
None.
CONSENTAGENDA
a. Approve Ordinance 2004 -11 -09.1 amending Title 20, Motor Vehicles and Traffic of its Code of Ordinances.
b. Approve Resolution 2004 -11 -09.1 designating the City's HGAC Representative.
C. Approve the purchase of three police vehicles, three pickups and two sport utility vehicles in the amount of $154,271.30,
to be purchased from budgeted funds.
d. Approve the purchases of an aerial fire truck from San Antonio Sales in the amount of $773,242.83 (to be financed) and
a 2005 Mack tractor truck in the amount of $74,525.00 from Dallas Mack Sales (budgeted funds).
e. Approve Resolution 2004 -11 -09.2 authorizing the City Manager and Director of Finance as a signators on the 2003
TDCP grant # 723401.
f. Approve the budget amendments as recommended to the Finance Committee.
Items a, c, d and f were pulled from the consent agenda.
Councilmember Kayse made a motion to approve items b and a of the consent agenda and Councilmember Crawford
seconded the motion The motion passed unanimously.
a. Approve Ordinance 2004 -11 -09.1 amending Title 20, Motor Vehicles and Traffic of its Code of Ordinances.
Council requested to see the amendments to Title 20 in more detail and asked that this be brought back on a future
agenda.
Councilmember Tavenner made a motion to table item a and Councilmember Woodward seconded the motion. The
motion passed unanimously.
C. Approve the purchase of three police vehicles, three pickups and two sport utility vehicles in the amount of $154,271.30,
to be purchased from budgeted funds.
In the 04/05 fiscal budget, monies were approved to purchase three police vehicles and three pickups and two, 4 door
utility vehicles for the Public Works Department. Bids were received for these items and the tabulation is below. Items
purchased from the HGAC contract meets the competitive bidding process mandated by the State of Texas.
CITY COUNCIL MEETING OF NOVEMBER 9, 2004
BOOK "T"
BID TABULATION
Vendor
Police Veh.
'/z T ext. cab
3/ T pickup
1 T w util bed
SUV
HGAC
$20,151.86
No Bid
No Bid
No Bid
$16,945.03 (Chev.)
$20,496.50 (Ford)
Henson Ford
$20,200.30
$21,500.00
$27,300.00
$26,452.66
No Bid
Bayer Motor
No Bid
$16,890.00
$16,740.00
$31,338.00
No Bid
Gunn Chev.
No Bid
$17,345.00
$16,583.00
$28,637.00
No Bid
176
It is the recommendation of staff to accept the bids as follows:
HGAC - $20,151.86 x 3 = $ 60,455.58(Philpott Motor Co. — police vehicles)
HGAC - $16,945.03 x 2 = $ 33,890.06 (Ron Carter Autoland - SUV)
Henson Ford - $26,452.66 (1 ton with utility bed)
Bayer Motor- $16,890.00 (1/2 ton ext. cab)
Gunn Chevrolet - $16,583.00 (314 ton pickup)
Total amount of vehicles to be purchased is $154,271.30
After discussion on the purchase of the vehicles and identify which division each vehicle would be required a motion was
made.
Councilmember Choate made a motion to approve vehicle ourchases to HGAC. Henson Ford. Baver Motor and Gunn
Chevrolet in a total amount of $154.271.30 to be funded from the vehicle replacement fund. and Councilmember Woodward
seconded the motion. The motion passed unanimousl
d. Approve the purchases of an aerial fire truck from San Antonio Sales in the amount of $773,242.83 (to be financed) and
a 2005 Mack tractor truck in the amount of $74,525.00 from Dallas Mack Sales (budgeted funds).
Funds for the purchases of the above described vehicles were approved in the 04/05 fiscal budget. Pricing has been
obtained from San Antonio Sales for the fire truck and Dallas Mack Sales for the tractor truck, both approved vendors on H-
GAC contracts. The pricing is listed below.
H -GAC Pricing
Ferrara 100' Mid Mount Platform truck - $771,242.83
H -GAC Administrative Fee - $ 2.000.00
$773,242.83
Other equipment such as radios, air packs and bottles will be bid at a later date from remaining funds.
2005 Mack CXN613 Tractor w /wet line kit - $ 77,925.00
Trade In Amount — 1994 White GMC Tractor Truck ($ 4,000.00)
HGAC Administrative Fee $ 600.00
$ 74,525.00
Items purchased from H -GAC meet the competitive bidding process mandated by the State of Texas.
There was some confusion related to the financing issue and purchase of other equipment for the ladder truck.
Consensus of Council was to bring the ladder truck back at a future meeting butte approve the tractor - trailer for the Sanitation
Department.
f. Approve the budget amendments as recommended to the Finance Committee. j
Councilmember Tavenner stated that the Finance Committee had reviewed these amendments and they are the end of
year FY 03/04 clean up.
and Councilmember Choate seconded the motion. The motion passed unanimously.
STATUTORY AGENDA
a. Consider and take action to request the Masonic Lodge to level the cornerstone at the new Fire Station.
City Manager Kevin Evans asked that this item be pulled to a future agenda.
b. Consider and take action to authorize the City Manager to enter into a contract with the low bidder of Wicker
Construction, Inc., in the amount of $340,985.00 for the construction of the McGary Creek Interceptor Sewer Project
(Phase 1) to be funded from budgeted wastewater funds.
This project is part of a multi - phased effort to divert wastewater from the McGary Creek Lift Station, and service existing
and future wastewater needs in the McGary Creek and Robinson Creek water sheds. This project is to construct a gravity
sewer line that will flow to the existing McGary Creek Lift Station and serve areas both east and west along FM 1791. Phase II
of this sewer project will consist of installing sewer lines to serve the area along Highway 30.
Bids were received and opened on October 27, 2004, and are tabulated below.
r^
Additive Alternate: For the installation of interior coating of proposed manholes
G. Consider and take action to authorize City Manager to enter into contract with Pump & Power Equipment to retro -fit Post
Office lift- station with stand by power supply at a cost of $54,275.00, to be funded from budgeted funds.
The Post Office lift- station is fitted with Gorman Rupp equipment. The "Auto Start' back up power and pump being
purchased is also a Gorman Rupp product. Pump & Power Equipment, the provider of this equipment, is the only authorized
Gorman Rupp representatives in our area, and are the only authorized bidders for the equipment. The Post Office lift- station
is one of the major stations in the Elkins's Lakes sub - division and the other lift- stations feeding this facility have stand by
power supply, when power outages occur, these overflows are on the Elkins's Lake golf course.
d. Considerand take action to authorize the City Managerto accept the matching grantfrom The Meadows Foundation in
an amount of $55,000 (one to one match) for the renovation of the Wynne Home for adaptive reuse as a cultural arts
center.
The City of Huntsville accepted the donation of the historic Wynne home at 1428 11'" Street for use as a cultural
' activities center. Mrs. Samuella Palmer individually and as Trustee of the Ruth Wynne Hollinshead estate donated the home
in memory of her parents, Gibbs Adair Wynne and Lela Brown Wynne.
The Huntsville Arts Commission applied for a grant from the Meadows Foundation for funding support for the
rehabilitation of the Wynne Home, The Meadows Foundation is a private philanthropic foundation, established in 1948 by
Algur H. and Virginia Meadows to benefit the people of Texas. The Foundation's mission is to assist the people and
institutions of Texas improve the quality and circumstances of life for themselves and future generations.
The acceptance of this grant award will result in the multiplication of dollars that are given from other sources between
September 15, 2004, and April 1, 2005, and will contribute to the establishment of an arts center to serve the needs of the
Huntsville community and visitors to the area.
This grant will add to the revenues collected toward the renovation of the home to be used as a community arts center;
the acceptance of the agreement does not obligate the City to any additional funds. Volunteers will continue to campaign for
the matching funds.
I
� e. Consider and take action to authorize the Vacating Plat of: Parkwood Square Lots 3 & 4; West Hill Park; and Reserve
"A ", West Hill Park Section 4, contingent upon the signing of releases from all other utilities on the property and approval
by the Planning & Zoning Commission of the Final Plat of West Hill Park, Section 5.
The property has been developed and divided overtime for many uses including commercial and multi - family. This has
created an assortment of utility easements across the property. Vacating and then Platting the property with a new
configuration will clean -up and re -route these utilities.
The result to be achieved is the redevelopment of the West Hill Park area into a more suitable commercial property in
the newly created TIRZ #1.
f. Consider and take action to approve Ordinance 2004 -11 -09.3, approving the Project Plan, Finance Plan and By Laws
'.. for the TIRZ.
Chairman of the TIRZ Board Todd Armstrong discussed the Project Plan, Finance Plan and the By Laws for the TIRZ.
Councilmember Willett made a motion to aoorove Ordinance 2004-11-09.3 approving the Pro act Plan Finance Plan
and By Laws for the TIRZ and Councilmember Crawford seconded the motion. The motion passed unanimously.
g. Consider and take action to approve Youth Advisory Board's recommendation of policies to create the Huntsville Youth
Council.
Huntsville City Council created the Youth Advisory Board in March, 2003 with the charge of:
1. The Board shall be the advocate for the community's youth.
2. The Board shall advise the City Council on the needs of youth involvement in the decision - making process and
CITY COUNCIL MEETING OF NOVEMBER 9 2004 BOOK T' 177
CONTRACTOR
BASE BID ADDITIVE ALTERNATE
Wicker Construction
$335,045.00
$340,985.00
Doughtie Construction
$340,523.00
$345,131.00
.i Grisham Construction
$341,596.38
No Bid Submitted
Duplichain Contractors
$346,535.00
$351,935.00
Dudley Construction
$385,724.60
$399,368.60
Additive Alternate: For the installation of interior coating of proposed manholes
G. Consider and take action to authorize City Manager to enter into contract with Pump & Power Equipment to retro -fit Post
Office lift- station with stand by power supply at a cost of $54,275.00, to be funded from budgeted funds.
The Post Office lift- station is fitted with Gorman Rupp equipment. The "Auto Start' back up power and pump being
purchased is also a Gorman Rupp product. Pump & Power Equipment, the provider of this equipment, is the only authorized
Gorman Rupp representatives in our area, and are the only authorized bidders for the equipment. The Post Office lift- station
is one of the major stations in the Elkins's Lakes sub - division and the other lift- stations feeding this facility have stand by
power supply, when power outages occur, these overflows are on the Elkins's Lake golf course.
d. Considerand take action to authorize the City Managerto accept the matching grantfrom The Meadows Foundation in
an amount of $55,000 (one to one match) for the renovation of the Wynne Home for adaptive reuse as a cultural arts
center.
The City of Huntsville accepted the donation of the historic Wynne home at 1428 11'" Street for use as a cultural
' activities center. Mrs. Samuella Palmer individually and as Trustee of the Ruth Wynne Hollinshead estate donated the home
in memory of her parents, Gibbs Adair Wynne and Lela Brown Wynne.
The Huntsville Arts Commission applied for a grant from the Meadows Foundation for funding support for the
rehabilitation of the Wynne Home, The Meadows Foundation is a private philanthropic foundation, established in 1948 by
Algur H. and Virginia Meadows to benefit the people of Texas. The Foundation's mission is to assist the people and
institutions of Texas improve the quality and circumstances of life for themselves and future generations.
The acceptance of this grant award will result in the multiplication of dollars that are given from other sources between
September 15, 2004, and April 1, 2005, and will contribute to the establishment of an arts center to serve the needs of the
Huntsville community and visitors to the area.
This grant will add to the revenues collected toward the renovation of the home to be used as a community arts center;
the acceptance of the agreement does not obligate the City to any additional funds. Volunteers will continue to campaign for
the matching funds.
I
� e. Consider and take action to authorize the Vacating Plat of: Parkwood Square Lots 3 & 4; West Hill Park; and Reserve
"A ", West Hill Park Section 4, contingent upon the signing of releases from all other utilities on the property and approval
by the Planning & Zoning Commission of the Final Plat of West Hill Park, Section 5.
The property has been developed and divided overtime for many uses including commercial and multi - family. This has
created an assortment of utility easements across the property. Vacating and then Platting the property with a new
configuration will clean -up and re -route these utilities.
The result to be achieved is the redevelopment of the West Hill Park area into a more suitable commercial property in
the newly created TIRZ #1.
f. Consider and take action to approve Ordinance 2004 -11 -09.3, approving the Project Plan, Finance Plan and By Laws
'.. for the TIRZ.
Chairman of the TIRZ Board Todd Armstrong discussed the Project Plan, Finance Plan and the By Laws for the TIRZ.
Councilmember Willett made a motion to aoorove Ordinance 2004-11-09.3 approving the Pro act Plan Finance Plan
and By Laws for the TIRZ and Councilmember Crawford seconded the motion. The motion passed unanimously.
g. Consider and take action to approve Youth Advisory Board's recommendation of policies to create the Huntsville Youth
Council.
Huntsville City Council created the Youth Advisory Board in March, 2003 with the charge of:
1. The Board shall be the advocate for the community's youth.
2. The Board shall advise the City Council on the needs of youth involvement in the decision - making process and
CITY COUNCIL MEETING OF NOVEMBER 9, 2004
BOOK "T"
178
make suggestions for the future involvement of the youth of Huntsville.
3. The Board is encouraged and expressly authorized to create Youth Councils to work with the City's various advisory
boards, non - profit organizations, and other governmental bodies within Walker County. Youth Councils are
envisioned to be composed of a super majority of youth, and is the point in which youth are involved in the decision -
making process.
4. The Board shall perform other duties specifically assigned to it by the City Council and will have a bearing on the
development of youth programs of the City.
The Board has been working on these policies since the appointments were finalized in March, 2004. A public hearing
was held on Wednesday, October 20 at City Hall. Input from the public hearing and from suggestions received prior to the
public hearing was considered, and amendments were made to the draft. The final draft was approved that evening and is
before Council for consideration.
The HYC will be composed of a leadership group and multiple committees. They will meet during the seminar period at
Huntsville High School. Representatives from HYC will attend City Council and other community meetings and speak
representing the HYC during the public comment period on a topic only when authorized by the HYC. The commitment from
the City would include:
1. The City Manager meeting with representatives from the HYC quarterly.
2. The HYC will make two presentations to City Council per year. One report will be given in September to discuss
goals and objectives for the upcoming year, and a second in April to discuss what was accomplished during the
year.
3. At least one representative to City Council will attend each City Council meeting and represent the Youth
Council before City Boards and Commissions when necessary.
It was noted that the policies state that one member of council will participate in the training of the youth. It was the
consensus of Council that "as appointed by the Mayor" be added to that sentence.
Councilmember Crawford made a motion to approve the Youth Advisory Board's recommendation of policies to create
the Huntsville Youth Council as amended. and Councilmember Woodward seconded the motion. The motion passed
unanimously.
MAYOR! COUNCILMEMBER / CITY MANAGER REPORT = '
a. Consider appointments to Board and Commissions:
Reappoint Nancy Powell Moore to the Cemetery Board; and
Reappoint John Bradley and Larry Graves to the Board of Adjustment- Zoning.
Councilmember Willett made a motion to approve the appointments listed for Boards and Commissions and
Councilmember Woodward seconded the motion. The motion passed unanimously.
b. Consider and take action to approve Ordinance 2004 -11 -09.2 adopting Rules and Procedures forthe City of Huntsville
City Council.
Councilmember Evans made a motion to approve Ordinance 2004 -11 -09.2 adopting Rules and Procedures for the City
of Huntsville City Council and Councilmember Choate seconded the motion. The motion passed unanimously.
PUBLIC COMMENTS
Mr. Mark Johnson. Mr. Johnson stated that he was having a problem with a pit bull in his neighborhood and the Animal
Control Officer was unable to catch the animal. He asked for additional help with the capture of the pit bull. Mr. Kevin Evans
asked that he call him and they would resolve his problem.
EXECUTIVE SESSION [8:05 p.m. - 10:16 p.m.] I!
The City Council conducted a closed session as authorized by Texas Government Code, Chapter 551, Section 551.074
-personnel matters regarding the election, appointment and/or duties of one or more officers and /or employees, including the
evaluation of the City Manager.
ADJOURNMENT [10:16 p.m.]
Danna Welter, City Secretary