MIN CC 02/07/2006CITY COUNCIL MEETING FEBRUARY 7, 2006 BOOK "T"
i' MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 7TH DAY OF FEBRUARY 2006, INTHECITY j
(, 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: OFFICERS:
n J. Turner Bob Tavenner Kevin Evans, City Manager
I Mickey Evans Jim Willett Danna Welter, City Secretary ;! Judy Kayse Mac Woodward Thomas Leeper, City Attorney
Steed Smith Clarence W. Griffin
{ Jack Choate
WORK SESSION [5:00 p.m. — 5:50 p.m.]
iI a. Underserved /Underutilized Areas; and
b. Cable franchise audit.
CALL TO ORDER [6:00 p.m.]
Mayor Turner called the regular session to order.
PLEDGE OF ALLEGIANCE to US AND TEXAS FLAGS, INVOCATION
Parks and Recreation Director Ray Black led the invocation.
PRESENTATION
a. Sustainable Builders Guild presentation on Affordable Housing Project (Dan Phillips).
PUBLIC COMMENTS (Agenda Items Only)
None.
CONSENT AGENDA
a. Approve minutes of January 17, 2006.
b. Approve Ordinance 2006 -02 -07.2 ordering a municipal election to be held on the 13" day of May 2006, for the
purpose of electing four councilmembers from the respective at -large positions one, two, three and four.
Councilmember Smith made a motion to approve the consent agenda as amended and Councilmember Kayse
seconded the motion The motion passed unanimously.
STATUTORY AGENDA
a. Approve the purchase of a new Dynapac Model CP 271 Pneumatic Roller in the amount of $96,867.54 from R.B.
Everett. Co., to be purchased from budgeted funds, as presented by Bill Daugette, Public Services Operations
Manager.
The pneumatic roller will replace a 1962 Ingram Pneumatic Roller that was purchased used in 1985. Most parts
and brake system parts are no longer available. The purchase of a new roller will greatly increase the efficiency of
construction and rehabilitation of City Streets. Funding for this purchase was approved in the FY 05/06 budget.
PRICING INFORMATION:
II R.B. Everett - $ 96,867.54',
''. Dynapac Compaction - $100,995.00
Both vendors are approved vendors through purchasing cooperative programs; R.B. Everett with HGAC and
Dynapac Compaction with the Texas Local Government Buy Board. Purchasing equipment/supplies through state
contracts or purchasing cooperatives meet the State of Texas competitive bidding laws.
FISCAL IMPACT or FUNDING SOURCE:
306- 379 - 69020
$100,000.00 was budgeted for this expense in the 05/06 FY budget.
Councilmember Kayse made a motion to approve the purchase of a new Dynapac Model CP 271 Pneumatic Roller
in the amount of $96,867 54 from R.B. Everett Co to be purchased from budgeted funds and Councilmember Choate
seconded the motion The motion passed unanimously.
b. Approve the purchase of the annual maintenance agreement for Synergen at a cost not to exceed $50,000, to be
funded from budgeted funds, as presented by Chris Vasquez, IT Coordinator.
This is an annual support agreement between the City of Huntsville and Synergen, Inc., to provide software updates and
support based on 20% of the base license fee.
FISCAL IMPACT or FUNDING SOURCE:
The use of budgeted funds will be used to pay for Synergen's annual maintenance agreement.
Budgeted account number is 101- 640 -55570 (Software Annual Maintenance Agreements).
l It was noted that the Technology Committee will be looking at the Synergen software during the coming months.',
Councilmember Evans made a motion to approve the purchase of the annual maintenance agreement for Synergen l
'i at a cost not to exceed $50,000, to be funded from budgeted funds and Councilmember Smith seconded the motion.
i The motion passed unanimously.
Mayor Turner thanked Councilmember Evans for his work with the Technology Committee.
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CITY COUNCIL
FEBRUARY 0O6 BO n
Pove he creation of aPro ec Account with fundsinthhe amount of $82,500 to be transferred from the Water Fund
Reserve for Future Allocation and authorize staff to solicit bids for installation of a 12" water line under 1 -45 at Elkin 's 'I
Lake, as presented by Bill Daugette.
The Texas Department of Transportation (TxDOT) has requested that the City of Huntsville relocate the 12" waterline
that is currently installed through the culvert under Interstate 45 North (IH 45) just north of the entrance to Elkins Lake. This
new waterline crossing must be bored under IH 45, a distance of approximately 450'. Due to the length of the bore and the !!
size of the taps to be made on each side, the project will need to be contracted out. The project has been designed by City
engineering staff and the plans approved by TxDOT.
FISCAL IMPACT or FUNDING SOURCE:
j Approximate cost is $82,500, to be funded from Water Fund Reserve for Future Allocation (220- 1220 - 99100) which has a
j balance of $150,000. Upon completion of the project, any excess funds will be returned to the Water Unallocated Reserve.
d. Recommend the creation of a Project Account and funding in the amount of $71,500 to be transferred from Project
#71130 (various) for the installation of a new sewer line under Interstate 45 North, as presented by Bill Daugette.
Due to deposits that have built up in the line restricting the flow, the 8" sewer line crossing Interstate 45 (IH 45) north of
the Timbers Apartments needs to be replaced. Numerous attempts to clean the line have been attempted with no success.
With the projected growth in the area this line will be required to handle larger Flows in the future, something it cannot do in its
current condition.
FISCAL IMPACT or FUNDING SOURCE:
Funding for this project is available via transfer of excess funds from project # 71130 "Robinson Creek at 1 -45 Wastewater,"
which is completed and has a remaining balance of $ 84,594.63. 1 have estimated the cost to complete the project to be
$71,500.00.
Budget adjustments to CIP's would be as follows:
711 - 71130 -62100 — Robinson Creek at 1 -45 Wastewater— Engineering ($18,000.00)
711- 71130- 62300 — Robinson Creek at 1 -45 Wastewater— Construction ($17,700.00)
711 - 71130- 62500— Robinson Creek at 1 -45 Wastewater— Inspection ($10,000.00)
711- 71130 -62600 — Robinson Creek at 1 -45 Wastewater - Contingency ($25,800.00)
711 - 71133 -62300 — Timbers /1 -45 Sewer Replace /Relocate — Construction $71,500.00
e. Authorize the transfer of $12,000 from Account 224 - 374 -55550 to 224 - 373 -52220 for the purchase of 16 new solid
waste eight yard containers, as presented by Bill Daugette.
Recently the Arbors Apartments replaced its compactor unit with six, eight yard containers and the need for up to eight
more will arise when the second section of the Sterling Brook Apartments is completed in the next few months. The supply of
back up eight yard containers has been depleted, and based on a review of the condition of our existing supply, there are
several requiring replacement due to deterioration of the bottoms.
FISCAL IMPACT or FUNDING SOURCE:
Division Account Increase
(Decrease)
373 52220 Commercial Containers 12,000.00
374 55550 Waste Disposal Contract $ (12,000.00)
Move funds to purchase 16 new 8 yard containers.
Councilmember Willett made a motion to authorize the transfer of $12,000 from Account 224 - 374 -55550 to 224 -373 -
52220 for the purchase of 16 new solid waste eight yard containers and Councilmember Woodward seconded the motion.
The motion passed unanimously.
Discuss and take action on easement acquisition (Tract 45, Parker W Survey, A -37, Walker County, Texas.
This item was not discussed.
MAYOR / COUNCILMEMBER / CITY MANAGER REPORT
a. Update on pending or contemplated litigation.
b. Update on land acquisition.
Items a. and b. were not discussed.
C. Authorize the Comprehensive Planning Advisory Committee (CPAC) to begin negotiations with Lane Kendig, Inc., for a
proposal for their support and assistance in developing The Huntsville Comprehensive Plan, as presented by li
Councilmember Evans.
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CITY COUNCIL MEETING FEBRUARY 7 2006 BOOK T' 287
Councilmember Evans stated that d uring the most recent FY 2006 budget planning cycle, the City Council established a
goal to develop and implement a comprehensive plan for the City of Huntsville. Furthermore, it approved $165,000 for
that purpose in the FY 2006 Annual Budget.
Subsequently, the mayor appointed an ad hoc committee composed ofthree councilmembers and two members
from the Planning and Zoning Commission: Mickey Evans, Bob Tavenner, Mac Woodward, Dave Brinson and Jack
Remeny.
Simultaneously, the City Planner, Stan Hamrick, released his Request for Qualifications— Professional Services
which produced submissions from: Lane Kendig, Inc. (Sugar Land, TX); Dunkin, Sefko & Associates, Inc. (Dallas, TX),
IPS Group (College Station, TX) and Wilbur Smith Associates (Houston, TX).
On December 12, 2005 the five members of the CPAC met for the first time to address comprehensive planning
philosophy, principles and approaches and to devise a process to select the firm that would best fit the City of Huntsville.
Copies of the four submissions were distributed for review and study.
On December 28, 2005 the CPAC met to discuss the four firms. It was decided that further inquiries should be
made with the reference sources provided by the firms along with calls to both staff, appointed and elected officials in
other cities who might have opinions as to the performance of the firms who had worked with them. Additionally, Stan
called each firm to schedule interviews with each on January 26, 2006 at City Hall.
On January 6, 2006, Dave, Stan and I met to establish inquiry assignments for all CPAC members and to discuss
evaluation tools that might assist the CPAC in arriving at a satisfactory conclusion.
On January 19, 2006, the CPAC met and discussed the results of the inquiries into each of the four firms and their
reputations with past city clients. A strategy for conducting the interviews was established.
On January 26, 2006, interviews were conducted with each of the four firms. Ten core questions were asked of
each firm along with other questions that presented themselves during their responses. After the last interview, the
CPAC deliberated and evaluated each firm on the strength of their formal submissions, results of our inquiries with
clients, their brief presentation at the start of the interview and their responses to our questions.
While all were qualified firms and made good impressions on the CPAC members, we chose Lane Kendig, Inc.
(Sugar Land) as our primary choice followed by Dunkin, Sefko & Associates, Inc. (Dallas) as our alternate choice.
The purpose of this evaluation process was to determine which firm was the most qualified and seemed to fit us
best. Finances were not discussed.
Action Requested: The CPAC members recommend that council authorize the CPAC to proceed with further
discussions with Lane Kendig, Inc., that will lead to their formal presentation of a proposal regarding the support and
assistance they will provide, at what price and over what period of time.
Future Action Anticipated:
Following successful negotiations with Lane Kendig, Inc., and submission of their professional services proposal,
the CPAC will again brief council at either a regular or special session and, as a statutory agenda item, seek council
approval to authorize the City Manager to enter into a contract with Lane Kendig, Inc., to provide professional planning
services to the City of Huntsville for the development of The Huntsville Comprehensive Plan over the next 12 -to-18
month period.
In the event a satisfactory agreement cannot be concluded with Land Kendig, Inc., the CPAC will advise council
and seek approval to enter into discussions and negotiations with Dunkin, Sefko & Associates, Inc.
Mayor Turner thanked Councilmember Evans and the committee for their dedicated work on this project.
Councilmember Woodward especially thanked Jack Remeny and Dave Brinson for their service.
PUBLIC COMMENTS
None.
MEDIA
None.
ADJOURNMENT (6:42, p.m.]
Danna Welter, City Secretary