MIN CC 03/21/2006CITY COUNCIL MEETING MARCH 21 2006 BOOK T" — -- -
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MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 21ST DAY OF MARCH 2006, 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: OFFICERS:
J. Turner Bob Tavenner Kevin Evans, City Manager
Mickey Evans Jim Willett Danna Welter, City Secretary
Judy Kayse Mac Woodward Thomas Leeper, City Attorney
Steed Smith Clarence W. Griffin
Jack Choate
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.
PUBLIC COMMENTS (Agenda Items Only)
None
PUBLIC HEARINGS
a. Public Hearing and Consideration of Zoning Change from NC- Neighborhood Conservation to M- Management on
Tax Parcel 4403 - 029 -0- 02400, Highland Section #3, Block 29, Lot 24, generally described as the vacant lot
located at 292 IH -45 South.
b. Public Hearing and Consideration of Zoning Change from NC- Neighborhood Conservation to M- Management on
Tax Parcel 3800 - 001 -0- 00900, Abercrombie Place, Block C, Lot 7 generally described as the vacant lot located at
1408 Ave Q.
No motion was made.
CONSENT AGENDA
a. Approve minutes of March 3 -4, and 7, 2006. [Danna Welter, City Secretary]
b. Approve Joint Election Agreement with Huntsville Independent School District. [Danna Welter]
C. Approve budget amendments. [Winston Duke, Director of Finance]
d. Approve selection of First National Bank of Huntsville as the City's depository bank with the enclosed rates.
[Winston Duke].
CouncilmemberChoate made a motion to approve the consent aqenda with the exception of item (c) as amended and
Councilmember Tavenner seconded the motion. The motion passed unanimously.
G. Approve budget amendments. [Winston Duke, Director of Finance.
Councilmember Woodward asked about the transfer of $7,500 from the Economic Development Budget to the
Comprehensive Plan Contingency. He felt that we should wait to see if additional funds are needed later in the project instead
of moving these funds now.
Councilmember Evans stated that the Comprehensive Planning Action Committee and the Finance Committee had
reviewed the transfer and felt that since we are enhancing the Economic Development portion of the plan, and City Manager
Evans had these funds budgeted and was not going to spend this year, that we should add these funds to the contingency.
STATUTORY AGENDA
a. Accept Fiscal Year 2004 -05 Comprehensive Annual Financial Report, as presented by Ken Davis, Auditor.
Mr. Davis presented the fiscal year 2004 -05 CAFR to City Council and stated that it was an unqualified audit. He
also stated that prior year statements had been addressed. He thanked the Finance Department for their hard work over
the past year.
Councilmember Kayse made a motion to accept Fiscal Year 2004 -05 Comprehensive Annual Financial Report, and
Councilmember Woodward seconded the motion. The motion passed unanimously.
b. Authorize the City Manager to enter into annual contracts with the following vendors for the purchase of
miscellaneous water and sewer supplies, fire hydrants and manholes: Coburns - $87,272.82 /annually; Hughes
Supply - $ 6,002.44 /annually; ACT Pipe - $ 4,172.20 /annually; and D &W Supply- $54,093.10 /annually, to be
CITY COUNCIL MEETING MARCH 21, 2006 BOOK "T"
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purchased from budgeted funds, as presented by Debby Mikulin, Purchasing Agent.
The City of Huntsville warehouses miscellaneous supplies that are used by water and sewer personnel for
repairs and construction of water and sewer lines. Estimated quantities were obtained from warehouse personnel for
yearly usage of each item. Low stock levels are stored in the warehouse and are re- stocked as needed. These items
were sent out in a formal bid format, and pricing has been obtained from several vendors. The tabulations are below:
BID 06 -13 - Annual contract for the Periodic Purchase of Manholes
VENDOR
4' manhole
Priced each
5' manhole
Priced each
6' manhole
Priced each
Coburns
$504.22
$653.66
$803.11
National Water Works
$516.90
$670.10
$823.30
Rural Pie
$564.00
$725.00
$898.00
Ferguson Water Works
$575.00
$795.00
$890.00
Golden Triangle
$577.00
$749.00
$920.00
ACT Pie
$596.50
$773.95
$958.00
MDN Ent.
$655.00
$785.00
$980.00
STAFF RECOMMENDATION for Bid 06 -13 : To accept the bids from Coburn Supply. The estimated annual expense
for manholes from Coburns will be $13,073.25. Estimated annual quantities were supplied by warehouse personnel.
BID 06 -14 - Annual contract for the Periodic Purchase of Fire Hydrants
VENDOR
4' - fire hydrant
5' -fire hydrant
6' - fire hydrant
Coburns
$997.00 /ea.
$1097.001ea.
$1038.66lea.
Golden Triangle
$1043.00lea.
$1149.001ea.
$1086.88/ea.
Morrison Su
$1090.00lea.
$1200.001ea.
$1135.03/ea.
STAFF RECOMMENDATION for Bid 06 -14: To accept the bids from Coburn Supply. The estimated annual expense
for fire hydrants from Coburns will be $20,865.00. Estimated annual quantities were estimated by warehouse
personnel.
Bid 06 -12 Miscellaneous Water Supplies
Item
Coburns
Annual Amt
National
Water Works
Annual Amt
Golden
Triangle
Annual Amt
Hughes
Supply
Annual Amt
ACT Pipe
Annual Amt
D &W Supply
Annual Amt
East Jordan
Iron Work$
Annual Amt
Mega Lugs
$5317.00
$5428.19
$6531.89
$5618.55
$7172.30
$5832.78
0
Gate Valves
$21,158.30
$25,993.50
$23,951.70
$21,54.35
$23,150.00
$20,829.95
$21,925.0
Anchor
Couplings
$26,438.07
$28,683.70
$28,012.44
$26,491.50
$30,966.50
$26,123.27
0
Misc. Bends
$3099.78
$3353.98
$3357.99
$3168.56
$3548.92
$3081.34
0
Solid
Sleeves
$2349.50
$2542.45
$2545.20
$2092.05
$2691.40
$2329.00
0..
Misc. Tees
$4146.49
$4576.49
$4410.28
$4162.42
$4663.34
$4058.54
0
Valve Boxes
$3394.25
$5101.05
$5084.20
$4435.30
$5104.80
$4728.10
4075.25
Glan Pac
$4806.00
$5192.00
$5191.20
$4899.60
$4172.2
$4408.80
0
Meter Box
$3236.10
$3637.50
$3744.70
$5500.00
$4896.05
$3706.25
$6650.00 -
Copper
tubing
$10,719.00
*
0
$10,333.00
$12,055.20
0
$14,236.60
0
I
n
1
CITY COUNCIL MEETING MARCH 21 2006 _- BOOK 'T"
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Manhole
Supplies
$4776.11
$5152.90
$0
$4815.28
$5718.13
$6497.19
$5397.00
- Meter Boxes
- $3236.10 /annual
- Copper Tubing
- $10,719.00 /annual
- Manhole Supplies
- $4776.11 /annual
- Corporation /Curb Stop
- $2823.87 /annual
Saddles
$9130.46
$9858.07
$12,055.30
$9224.56
$13,483.25
$10,657.94
0
Corporation
/Curb Stops
$282187
$3054.60
$3318.35
$2857.28
$3604.94
$3097.69
0
Brass
Accessories
$13,937.78
$15,350.50
$18,170.14
$14,429.52
$16,500.92
$15,914.70
0
Clamps
$6301.86
$4907.13
$5357.14
$3910.39
$4817.09
$4612.81
0
`- Golden Triangle was low bidder on copper tubing but would only hold this price for 30 days.
Coburns' price will remain in effect for the entire year.
STAFF RECOMMENDATIO for
Bid 06 -12: To accept the bids from the following vendors for annual contracts;
Cobums - Mega Lugs
- $5317.00 1annual.
- Valve Boxes
- $3394.251annual
- Meter Boxes
- $3236.10 /annual
- Copper Tubing
- $10,719.00 /annual
- Manhole Supplies
- $4776.11 /annual
- Corporation /Curb Stop
- $2823.87 /annual
- Saddles
- $9130.46 /annual
- Brass Accessories
-$13,937.78/annual
$53,334.57/annual
Hughes Supply - Solid Sleeves - $2092.05 /annual
- $3910.39 /annual
$6002,44 /annual
ACT Pip - Glan Pac - $4172.20 /annual
D &W Supply - Gate Valves
- $20,829.951annual
Anchor Couplings
- $26,123.27 /annual
Misc. Bends
- $ 3081.34 /annual
Misc. Tees
- $4058.54 /annual
$54,093.101annual
FISCAL IMPACT or FUNDING SOURCE:
Water /Sewer Parts Inventory - 220 -2202
$173,000 budgeted for 05/06
C. Authorize the purchase the Topcon Robotic Total Station Survey System and training from Geoshack in an amount not
to exceed $28,200 from budgeted funds, as presented by Steve Stacy, City Engineer.
A robotic total station is a survey instrument for determining angles and distances. The term "robotic" means it has
motors that turn the instrument to desired targets. Instructions for the pointing come from the survey technician at the
target rod by direct communication with the instrument. This allows for a one -man operation for certain survey tasks.
The instrument can be operated manually. It has the ability to measure distances in a reflectorless mode. This
allows surveyed points to be gathered in high safety -risk environments without endangering personnel. A good example
is to survey points, in streets, without having a survey technician walking into or blocking traffic. The reflectorless
capabilities also allow for location of objects otherwise unattainable such as aerial power lines.
The Robotic capabilities of this instrument will improve our ability to maintain two survey field crews working
simultaneously. This includes having one 3 -man crew and one 1 -man crew as an option when needed.
Eleven bid packets were mailed and seven bids were received. The tabulation is as follows:
Allen Precision $28,095.00
GeoShack - $28,200.00
Surveyors Instrument - $28,495.00
Midwest A &E Supply Inc. $29,888.00
Cornerstone $32,513.50
Martin Instrument- $34,663.00
Easy Drive $42,275.00
Pricing includes the entire survey system, installation of software, 24 hour tech support and 2 days training.
It is the recommendation of staff to accept the bid from GeoShack in the amount of $28,200.00, the second lowest
CITY COUNCIL MEETING MARCH 21, 2006 BOOK "T"
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bidder. Allen Precision, the lowest bidder, did not meet the specifications regarding on -site training. City employees
would have to travel to Atlanta, Georgia for two days of training. Staff deems it to be in the best interest of the City to pay
the additional $105.00 which will provide training here in Huntsville and all five users of the equipment the ability to train
accordingly.
A presentation was made to the Tech Committee on February 17, 2006. This item was discussed in detail with the committee.:
The committee recommended that this item be presented to City Council for consideration.
FISCAL IMPACT / FUNDING SOURCE:
Fiscal Impact: $28,200
Funding Source: Budgeted Funds 815 -62600 - $30,500 balance
Councilmember Evans made a motion to authorize the purchase the Topcon Robotic Total Station Survey System and
training from Geoshack in an amount not to exceed $28,200 from budgeted funds and Councilmember Smith seconded the
motion. The motion passed unanimously.
d. Authorize the City Manager to enter into a Memorandum of Agreement with the FAA for the two existing facilities that
were installed and are currently maintained by the FAA.
This item seeks City Council approval for the City Manager to enter into a Memorandum of Agreement (MOA) with the
Federal Aviation Administration (FAA) for two facilities that were installed and are currently being maintained by the FAA. The
existing facilities are an Automated Surface Observing System (ASOS) and a Remote Communications Outlet (RCO).
RESULT to be ACHIEVED:
One of the two leases will expire on March 31, 2006. This MOA eliminates the need for separate leases, which require a legal
description, for the two FAA facilities. This one MOA will cover the two existing FAA facilities located at the airport. This MOA
will cover the time period from April 1, 2006 to March 31, 2026 for the two facilities.
BACKGROUND:
The FAA has made a national policy determination to use anew format called a Memorandum of Agreement to cover required
land sites and easements for existing navigational aid (NAVAID) facilities. This will eliminate the need for individual leases for
NAVAID facilities which require an accurate legal description that must be developed and verified by the Owner of the airport.
This new process will eliminate paperwork and responsibilities of the Owner of the airport concerning the NAVAID
facilities.
FISCAL IMPACT /FUNDING SOURCE.
Fiscal Impact: None
MAYOR I COUNCILMEMBER I CITY MANAGER REPORT
a. Update on pending or contemplated litigation.
b. Update on land acquisition.
Items a and b were not discussed.
PUBLIC COMMENTS
None.
MEDIA
Kelly Prew, Huntsville Item, asked about the protesters at the Wynne Home. City Attorney Thomas Leeper stated that
he had visited with XL Surety, s attorney and they would be researching the problems with the painting contractor.
ADJOURNMENT [6:45 p.m.]
/j
w Danna Welter, City Secretary