MIN CC 02/15/2005CITY COUNCIL MEETING FEBRUARY 15 2005 BOOK T 197
!j MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 15TH DAY OF FEBRUARY 2005, 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: Gary Crawford OFFICERS:
!. Jack Choate Bob Tavenner Kevin Evans, City Manager
Mickey Evans Jim Willett Danna Welter, City Secretary
Judy Kayse
Steed Smith
Mac Woodward
FINANCE COMMITTEE MEETING
The Finance Committee met and discussed:
a. Huntsville CVB audit;
b. budget amendments;
C. fire station funding and budget transfer;
d. monthly report;
e. organizational structure; and
e. budget software.
Thomas Leeper, City Attorney
[4:30 p.m. — 5:55 p.m.]
WORK SESSION [5:20 p.m. — 5:50 p.m.]
Presented and discussed the annual racial profiling report.
CALL TO ORDER [6:00 p.m.]
Mayor Pro Tern Steed Smith called the regular session to order.
' PLEDGE OF ALLEGIANCE to US AND TEXAS FLAGS, INVOCATION
Bradley Ellisor led the Pledge of Allegiance to the US and Texas flags and also led the invocation.
PUBLIC COMMENTS (Agenda Items Only)
Robert Macaluso, Discount Plumbing. Mr. Macaluso cautioned City Council regarding Stephens Construction
Company bid on the Fire Station, and their practices of not paying their sub - contractors in a timely manner and also of
non- payment to sub - contractors.
PRESENTATIONS
a. Proclamation 2005 -04 — Walk Across Texas
b. Proclamation 2005 -04 — Rotary Day
CONSENT AGENDA
a. Approve the minutes of February 1, 2005.
Councilmember Evans made a motion to approve the consent agenda, and Councilmember Kayse seconded the
motion. The motion passed unanimously.
STATUTORY AGENDA
a. Approve Trust Property Bids, as presented by Grover Cook, Walker County Appraisal District.
Grover Cook with Walker County Appraisal District explained to City Council the bidding process for these type trust
property bids.
b. Consider and take action to approve request for participation in the development of a water line in Timberwilde in an
amount of $42,122.50, as presented by Ben Bius, Caliber Investment Corporation.
Mr. Don Kraemer explained Mr. Bius' request for participation in the development of a waterline in the Timberwilde
subdivision and requested City participation at $42,122.50.
motion failed 4 -4.
C. Consider and take action to authorize the City Manager to enter into an agreement with The Pathfinders to perform
i� a Targeting Analysis and Workforce Assessment at a cost not to exceed $25,000, to be funded from economic
development budgeted funds, as presented by Jack Olsta, Economic Development Council Chairperson.
David Brandon of The Pathfinders presented this proposal to the Economic Development Council on November 17,
2004. The EDC recommends approval of this agreement in order to accumulate tools necessary for the EDC's success,
�j namely existing business expansion and new business recruitment. A workforce assessment is routinely- requested
information for any company considering relocation; an up -to -date assessment will enhance H untsville's efforts to expand it's
CITY COUNCIL MEETING FEBRUARY 15, 2005 BOOK "T" 198
tax base through growing businesses.
• The targeting analysis will yield a tool to identify businesses most suitable to recruit to Huntsville; and
• The workforce assessment will yield a tool to deliver up -to -date, essential workforce characteristics such as
availability, skills and costs of the local workforce, both unemployed and underemployed, to be used in business
expansion and recruitment.
passed unanimously.
d. Consider and take action to approve the asphalt surfacing of the parking and work area at the Solid Waste
Transfer facility in an amount of $23,067 to be funded from solid waste reserve for future allocation, as presented by
Cindy Blaylock, Solid Waste Superintendent.
The Solid Waste Division received City Council approval on April 20, 2004 to relocate the Solid Waste operation to the
Solid Waste Transfer Facility due to the overly crowded offices, workshops, parking and storage situation at the Service
Center Facility. The Solid Waste Superintendent's offices, refuse container maintenance workshop, refuse fleet parking and
container staging area all completed within the $100,000 approved budget.
The Solid Waste Division completed the limestone base construction of 20,000 square feet for the refuse fleet parking
area and the 13,000 square feet for the container maintenance operation area within the City Council approved construction
budget. However, to keep the limestone base from being torn up due to the weights of the refuse trucks and to avoid the
container maintenance operation working on a surface that becomes wet and gritty during rainy weather, the Solid Waste
Division is requesting additional monies to meet the cost of asphalt surfacing the entire 33,000 square feet area. Bydoing the
asphalt surface now, the city will save on material cost which will be going up approximately $3.00 perton and additional labor
cost to re -level the base if surfaced at a later date.
Councilmember Crawford made a motion to approve the asphalt surfacing of the Solid Waste facility parking /work
area in an amount of $23,067, to be funded from the Solid Waste Reserve for Future Allocation account and
Councilmember Kayse seconded the motion. The motion passed unanimously.
e. Consider and take action to authorize the City Manager to enter into a construction contract with Stephens
Construction Services to construct the proposed Fire Station No. 1, as recommended by BRW Architects and the
Selection Committee in an amount of $1,209,200, with an additional $135,536 be added to the project budget to be
funded from unallocated reserves, as presented by Steve Stacy, City Engineer.
On June 15, 2004, City Council authorized City staff to re- solicit Request for Qualifications for supplying architectural
services for the design of the proposed fire station. Request for Qualifications were received on July 28, 2004, and evaluated
by the Project Selection Team. Brown Reynolds Watford Architects, Inc. (BRW) was selected to provide architectural services
as approved by Council on September 7, 2004.
On January 19, 2005, Competitive Sealed Proposals were received by contractors for the proposed project. Ten
proposals were received. Two contractors were disqualified due to "No Bids' for additive alternate #6. The remaining eight
proposals were evaluated and the contractors were ranked as required for this method of procurement for construction
services. The contractors were ranked as shown below.
Base Bid plus Alternates #4& #6
Contractor minus $50,000 contingencv
1. Stephens Construction $1,209,200
2. Collier Construction $1,388,250
3. J &M Contracting $1,228,387.30
4. Dudley Construction $1,395,800
5. GTT, Inc. $1,400,400
6. Grisham Construction $1,589,830.29
7. Division One Construction $1,461,300
8. LDF Construction $1,345,200
9. AIA General Contractors n/a
10. Proficient Construction Services n/a
Notes:
Alternate #4: Separate Thermostat In Each Bedroom
Alternate #6: Special Concrete Floor Finishing System
The original architectural selection committee was reconvened on January 28, 2005. The selection process was
discussed in detail with the committee. The recommendation of the committee was to award the construction contract to
Stephens Construction with alternates No. 4 & 6 in the amount of $1,209, 200.
After a length discussion, Councilmember Choate recommended that this item be tabled until additional information
could be received.
Councilmember Choate made a motion to table this item and Councilmember Woodward seconded the motion.
Councilmembers Kayse Evans and Willett voted against. The motion passed 5 -3.
Consider and take action to authorize the City Manager to enter into a contract with BRW Architects to provide
architectural services to design an Aquatics Center as recommended by the Parks Advisory Board and approved by
City Council, in an amount of $130,000 from budgeted funds, as presented by Steve Stacy.
A matching grant was awarded to the City from the Texas Parks and Wildlife Department for the City to construct a new
I
CITY COUNCIL MEETING FEBRUARY 15, 2005 BOOK "T"
199
Aquatic Center and other amenities in Eastham- Thomason Park. On October 26, 2004, Request for Qualifications were
received for this project. The qualifications were evaluated and ranked by the selection committee. BRW Architects was
ranked highest and was recommended by the selection committee.
Due to funding problems, numerous meeting have been held by the Parks and Recreation Advisory Board to determine
the scope of work for this project. The Board did decide on a recommended scope of work which was presented to and
approved by Council. Based on the Board's recommendation and Council approval, the architect will design an Aquatics
Facilitywith a recreation pool, a six lane competition pool and other appurtenances. Additive alternates will be designed for an
eight lane competition pool and additional appurtenances.
Councilmember Tavenner requested that in Proposal #1, that the competition pool be at a 7' depth.
Councilmember Woodward noted that the supports for the pool project offered to help defray some of the cost for
this contract, but it was decided that those monies would be utilized during the construction phase.
RECESS [8:10 p.m. — 8:25 p.m.]
g. Consider and take action to approve the purchase of a 5,000 gallon holding tank for the Street Services department
from Duraco Industries, Inc. in an amount of $31,510.32, to be funded from budgeted funds, as presented by Debby
Mikulin, Purchasing Agent and David Welch, Street Services Superintendent.
A 5,000 gallon asphalt emulsion storage tank was approved in the Street Services division 04105 budget in order to
economize the seal coat operations. Presently, the street department depends upon transport trucks to deliver and hold
the material while operations are performed. More often than not, demurrage of ($75.00 /hr) is paid on the transports
because it takes more than 4 hours to empty the load. By having a heated storage tank, material can be drawn out of the
tank without the concern of keeping transports too long, keep material at much longer periods of time and the tank can
be kept full all year. In the event operations are interrupted by either rain or a mechanical failure on equipment, unused
portions of the load will not have to be returned to the supplier, thus eliminating extra freight charges. If it is necessary to
empty the distributor for any reason, the material can simply be pumped into the storage tank to be used later.
Pricing has been obtained from Duraco Industries, Inc. in the amount of $31,510.32 for the purchase of a 5,000
gallon Dura Tank. This price includes delivery to the City of Huntsville Service Center yard. Duraco Industries, Inc. is a
vendor on the Texas Local Government Buy Board Cooperative. Purchasing from the Buy Board meets all competitive
bidding laws mandated by the State of Texas.
After a discussion regarding the account number, Council decided to table this item for clarification.
Councilmember Crawford made a motion to table this item for further clarification. and Councilmember Tavenner
seconded the motion. The motion passed unanimously.
h. Approve Resolution 2005 -02 -15.1 in support of the development of the Villages at Huntsville Community by discounting
water and wastewater tap and connection fees, as presented by Mark Leonard, Community Development Manager.
Essex Villages, LP proposes building The Villages at Huntsville, a low- income affordable town home and apartment
community, which will feature 76 units, 73 of which will be designated for persons at or below 60 percent of the area median
gross income.
The City of Huntsville is asked to approve a resolution discounting $73,073.00 in tap and connection fees for this
development. This figure will be used in Essex Villages' application to the Texas Department of Housing and Community
Affairs for a tax credit allocation on March 1, 2005.
i. Approve Resolution 2005 -02 -15.2 authorizing the submission of an application to the Texas Parks and Wildlife —
Community Outdoor Outreach Program grant in the amount of $30,000, committing a cash match of $5,000 to be
funded from budgeted parks and recreation program funds, and designating Patrick Antwi as the project official, as
presented by Mark Leonard and Ray Black.
The proposed grant- funded Community Outdoor Outreach Program will provide a wide variety of outdoor recreational
activities for a minimum of 250 boys age 7 to 17 and females of any age 7 and over. Activities planned include kayaking,
mountain biking, hiking, nature photography & bird watching, archery, ropes course and rock climbing, fishing, camping,
several scholarships to the "Becoming an Outdoors -Woman Program' and a year -end trip to the Texas Wildlife Expo in Austin
for an estimated twelve participants.
The City of Huntsville received a TP &W COOP $30,000 grant in 2003. This grant opportunity is only available every
j. Consider and take action to approve budget amendments, as presented by Winston Duke, Director of Finance and
Bob Tavenner, Finance Committee Chairperson.
CITY COUNCIL MEETING FEBRUARY 15, 2005 BOOK "T"
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k. Consider and take action to appoint a City of Huntsville representative to the Board of Directors of the newly formed li
non - profit organization, Walker County Healthy Initiatives, Inc.
Mayor Pro Tem Smith asked if any of the Councilmember would want to be appointed to the Board of Directors of
Walker County Healthy initiatives. Councilmember Willett volunteered. Councilmember Tavenner stated that he felt
that the representative should be a citizen of the City and not a councilmember.
Councilmember Kayse made a motion to appoint Jim Willett as a temporary representative to the Board of Directors of
the Walker County Healthy Initiatives Inc and Councilmember Choate seconded the motion The motion passed I'
unanimously.
(The following item was tabled earlier in the agenda)
g. Consider and take action to approve the purchase of a 5,000 gallon holding tank for the Street Services department
from Duraco Industries, Inc. in an amount of $31,510.32, to be funded from budgeted funds, as presented by Debby
Mikulin, Purchasing Agent and David Welch, Street Services Superintendent.
Councilmember Woodward made a motion to un -table item q. and Councilmember Crawford seconded the motion.
The motion passed unanimously.
MAYOR I COUNCILMEMBER / CITY MANAGER REPORT
a. Update on pending or contemplated litigation. '
b. Update on land acquisition.
C. Discuss personnel issue in the Administrative Services Department.
City Council recessed into executive session to discuss these issues. No action taken.
PUBLIC COMMENTS
None.
MEDIA
None.
EXECUTIVE SESSION [9:00 p.m. — 9:40 p.m.]
The City Council conducted a closed session as authorized by Texas Government Code, Chapter 551.
ADJOURNMENT [9:41 p.m.]
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�Danna Welter, City Secretary