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MIN CC 04/19/2005CITY COUNCIL MEETING APRIL 19, 2005 BOOK "T" 212 MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 19TH DAY OF APRIL 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: Steed Smith OFFICERS: Jack Choate Bob Tavenner Kevin Evans, City Manager Mickey Evans Jim Willett Danna Welter, City Secretary Judy Kayse Mac Woodward Thomas Leeper, City Attorney Gary Crawford j WORK SESSION [5:15 p.m. — 5:50 p.m.] City Council met in a work session on the fire station construction contract, cell phones and bank fees. CALL TO ORDER [6:00 p.m.] II Mayor Pro Tem Steed Smith called the regular session to order. i PLEDGE OF ALLEGIANCE to US AND TEXAS FLAGS, INVOCATION Ray Black, Director of Parks and Recreation, led the invocation. PUBLIC COMMENTS (Agenda Items Only) None. PRESENTATIONS a. Proclamation — Fair Housing Month. CONSENT AGENDA a. Approve the minutes of March 22, 2005 (Danna Welter). ' b. Approve Resolution 2005 -04 -19.1 appointing Rose Kader as Deputy City Secretary (Danna Welter). Item b. was pulled from the agenda. Councilmember Ka se made a motion to approve item a. of the consent agenda, and Councilmember Crawford seconded the motion. The motion Passed unanimously. STATUTORY AGENDA a. Consider budget amendments, as presented by Winston Duke, Director of Finance. Councilmember Tavenner made a motion to approve the budget amendments as presented and Councilmember !! Kayse seconded the motion. The motion Passed unanimously. b. Consider and take action to approve the Walker County Heritage Foundation's project to identify and mark the Houston Farm with signs to be attached to street signs to be funded from donated funds, as recommended by the Walker County Heritage Foundation, as presented by Glenn Isbell, Director of Public Services. Mr. Isbell presented the sample street signs to be attached to existing stop signs. The cost to produce the signs would he $25.42 per sign for single faced, and $33.93 for double faced. This cost reflects materials and labor and is based on a minimum of producing 25 signs at a time. The cost would be paid by the Walker County Heritage Foundation. Councilmember Kayse made a motion to approve the Walker Countv Heritage Foundation's Droiect to identifv and mnr4 fho Wnucfnn Fnrm urifh cinnc fn ho nfforhoH fn cfroof cinnc fn ho fiinrforf frnm rfnnnt=H fi inrie mnrf mni inferf nc Woodward abstained from voting. C. Consider authorizing the creation of a part time position of Municipal Court Prosecutor /Assistant City Attorney; authorizing the City Manager to approve budget adjustments necessary for funding this position for this fiscal year; and authorizing the City Attorney to fill this position, as presented by Stephanie Brim, Assistant to the City Manager. Currently, the City Attorney spends 25 -33% of his time in or preparing for Municipal Court duties, both for general and school matters. Given the current workload of other City matters that require his attention in addition to prosecuting, the addition of a part-time prosecutor would allow more timely processing of legal matters through his office. Salary and benefits up to thirty (30) hours per week at a cost not to exceed $41,582 annually ($3,465.17 monthly) , per a TML survey, to be paid for the remainder of FY 2004 -05 from salary savings in the Public Services Department. Salary and benefits for the City Attorney Department (115) would be increased in FY 2005 -06 and subsequent years. Councilmember Crawford made a motion to authorize the creation of a part time position of Municipal Court motion. The motion passed unanimously. d. Consider authorizing the City Manager to enter into a three year Oil, Gas and Mineral Lease contract with Prime Energy Management Corporation at an amount of $75.00 per acre with a 116 royalty, as presented C CITY COUNCIL MEETING APRIL 19, 2005 BOOK T' 213 -- '! by Glenn Isbell, Director of Public Services. Bids were opened on April 11, 2005 for an Oil, Gas and Mineral Lease on 50 acres of City property out of the Warren Birdsall Survey. Property is part of a 630 acre tract acquired from the Texas Prison Board in 1945. A single bid was received, the terms of which are tabulated as follows; 1. Years of Lease 3 2. Per Acre Bonus $75 1ac. vote on this item. e. Consider authorizing 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 Negotiation Committee for an amount of $1,150,050 and that an additional $36,385.27 be added to the project budget from unallocated reserves to cover all contract costs, as presented by Steve Stacy, City Engineer and Tom Parker, BRW Architects. 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 contingency 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. This item was presented to Council on February 25, 2005., at which time, a subcommittee was appointed by the Mayor and City Council to proceed with a "value engineering' negotiations process. On March 30, 2005, the subcommittee met with Stephens Construction. An agreement was reached with Stephens Construction. Numerous construction items were considered in the "value engineering" process. The attached value engineering sheet shows all the items considered. The second attached sheet is the recommended value engineering items that should be deleted or modified. After considerable discussion, a motion was made. MAYOR / COUNCILMEMBER / CITY MANAGER REPORT a. Update on pending or contemplated litigation. b. Update on land acquisition. !. These items were discussed in Executive Session. PUBLIC COMMENTS a. John Strickland. Mr. Strickland stated that at the meeting of 3/22/05, he spoke regarding the City illegally turning on and off sewer service; asked about the drainage damage at the golf course; commented that he felt SHSU should pay for 'h of the bunker repair at the course; and commented that he felt the City should shop local for a new Police Chief. CITY COUNCIL MEETING APRIL 19, 2005 BOOK "T" 214 None. MEDIA EXECUTIVE SESSION [6:40 p.m. — 7:10 p.m.] ADJOURNMENT [7:10 p.m.] Danna Welter, City Secretary ','.