MIN CC 11/14/2006CITY COUNCIL MEETING NOVEMBER 14. 2006 BOOK "T"
348
MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 14TH DAY OF NOVEMBER 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:
WORK SESSION [5:30 p.m. — 6:05 p.m.]
OFFICERS:
J. Turner
Bob Tavenner
Kevin Evans, City Manager
Mickey Evans
Dalene Zander
Danna Welter, City Secretary
Melissa Mahaffey
Mac Woodward
Thomas Leeper, City Attorney
Jack Choate
Clarence Griffin
Jim Willett
PLEDGE OF ALLEGIANCE to US AND TEXAS FLAGS, INVOCATION
STATUTORY AGENDA
a. Approve the renewal contract with Gray's Wholesale for the purchase of tires /tubes for City of Huntsville fleet, as
presented by Debby Mikulin, Purchasing Agent.
Tires are purchased and stocked in the City Garage/Warehouse for use on City of Huntsville Fleet. The current
contract with Gray's Wholesale of Fort Worth is due to expire.
The Texas Building and Procurement Commission (state of Texas contract) continues to offer the contract for
tire /tube purchases through a program called the Texas Multiple Award Schedule ( TXMAS). The vendor on this contract
is Gray's Wholesale; contract number TXMAS -6- 261010.
During the last fiscal year, purchases for tires was approximately $49,000 per year. This contract offers
different brands of tires and pricing that is maintained on the TXMAS web site. So look up and ordering is streamlined
through this process. Delivery time is within 1 -10 days, (depending on types of tires) which will aid in helping to keep the
storage of tire inventory at the lowest level possible.
Tires are purchased and charged to the inventory account number 101 -2204 and charged out to user
departments when mounted on vehicles. Based on the last fiscal year usage and schedule of vehicles in the inventory, it '
is determined that the approximate amount of tires to be used in the 06 -07 budget is approximately $49,000.
RECOMMENDATION:
It is the recommendation of staff to accept the pricing schedule from the Texas Building and Procurement
Commission TXMAS contract -6- 261010.
Purchasing through state of Texas cooperatives meet all purchasing guidelines mandated by the State of
Texas.
WORK SESSION [5:30 p.m. — 6:05 p.m.]
Work session to discuss TABC Late Hours for Alcohol Sales. Roseanne Keathley, SHSU discussed their alcohol abuse.'.
initiative
— i Drive. Director of Public Safety Jean Sanders presented City Council with some statistics for their review.
CALL TO ORDER [6:08 p.m.]
Mayor Turner called the meeting to order.
PLEDGE OF ALLEGIANCE to US AND TEXAS FLAGS, INVOCATION
Councilmember Griffin led the invocation.
PUBLIC COMMENTS (Agenda Items Only)
a.
Lee Howard. Mr. Howard spoke in support of the sale of property on Avenue by the City to Habit for Humanity.
b.
Evan Durlam. Mr. Durlam also spoke in support of the sale of property on Avenue by the City to Habit for Humanity.
a.
PRESENTATIONS
Proclamation - Proclamation — National Home Health Care Week;
b.
Main Street Signage Program Presentation;
'
C.
Updated Community Services Website Presentation; and
d.
City University.
CONSENTAGENDA
a.
Consider minutes of October 17 and 30, 2006. [ Danna Welter] -
b.
Consider Ordinance 2006 -11 -14.1 approving budget amendments. [Winston Duke]
Councilmember Willett requested that item b. be removed from the consent agenda.
Councilmember Woodward made a motion to approve item a. of the consent agenda and Councilmember Willett
seconded the motion. The motion passed unanimously.
b.
Consider Ordinance 2006 -11 -14.1 approving budget amendments. [Winston Duke]
After discussion on the budget adjustments a motion was made.
Councilmember Tavenner made a motion to approve Ordinance 2006 -11 -14.1 approving budget amendments. and !-
Councilmember Willett seconded the motion. The motion passed unanimously.
STATUTORY AGENDA
a. Approve the renewal contract with Gray's Wholesale for the purchase of tires /tubes for City of Huntsville fleet, as
presented by Debby Mikulin, Purchasing Agent.
Tires are purchased and stocked in the City Garage/Warehouse for use on City of Huntsville Fleet. The current
contract with Gray's Wholesale of Fort Worth is due to expire.
The Texas Building and Procurement Commission (state of Texas contract) continues to offer the contract for
tire /tube purchases through a program called the Texas Multiple Award Schedule ( TXMAS). The vendor on this contract
is Gray's Wholesale; contract number TXMAS -6- 261010.
During the last fiscal year, purchases for tires was approximately $49,000 per year. This contract offers
different brands of tires and pricing that is maintained on the TXMAS web site. So look up and ordering is streamlined
through this process. Delivery time is within 1 -10 days, (depending on types of tires) which will aid in helping to keep the
storage of tire inventory at the lowest level possible.
Tires are purchased and charged to the inventory account number 101 -2204 and charged out to user
departments when mounted on vehicles. Based on the last fiscal year usage and schedule of vehicles in the inventory, it '
is determined that the approximate amount of tires to be used in the 06 -07 budget is approximately $49,000.
RECOMMENDATION:
It is the recommendation of staff to accept the pricing schedule from the Texas Building and Procurement
Commission TXMAS contract -6- 261010.
Purchasing through state of Texas cooperatives meet all purchasing guidelines mandated by the State of
Texas.
I
CITY COUNCIL MEETING NOVEMBER 14, 2006 BOOK "T"
349
1 FISCAL IMPACT or FUNDING SOURCE: li
101 -2204 — charged to user departments as needed.
Councilmember Woodward made a motion to aooro�
1 of tires /tubes for City of Huntsville fleet and Councilmembi
unanimously.
b. Approve the purchase of one trackhoe excavator from Equipment Support Services in the amount of $139,795.95,
two pickups, two police cars, and one utility vehicle from Philpott Motors in the amount of $ 98,752.29, to be
purchased from budgeted funds, as presented by Debby Mikulin.
j� During budget sessions, the following vehicles and equipment were recommended for replacement by the fleet
II services division. These items were approved to be purchased in the fiscal year 06107 budget.
One vehicle is an addition to the fleet, which is a sports utility vehicle for the wastewater department.
TABULATION:
Pricing was obtained by utilizing cooperative purchasing programs. The following outlines the equipment and
vehicles along with the delivered purchase prices and budgeted amounts.
HGAC Pricing Budget Amount
for this item
CX 210 Excavator trackhoe
with 42" bucket
- $139,795.95
- $140,000.00
(Equipment Support Services)
Y ton single cab pickup
- $ 15,388.82
- S 17,000.00
(Philpott Motors)
'/ ton reg. cab pickup
- $ 18,421.40
- $ 19,500.00
(Philpott Motors)
TASB BuyBoard
(2) Police cars
- $42,729.92
- $ 45,000.00
(Philpott Motors)
2007 sports utility vehicle
- $22,212.15
- $ 22,500.00
(Philpott Motors)
$238,548.24
$244,000.00
RECOMMENDATION
It is the recommendation of staff to accept the pricing from the two purchasing cooperatives to purchase the
above listed vehicles and equipment.
Purchasing through state of Texas cooperatives meet all purchasing guidelines mandated by the State of
Texas.
The disposal of the older model trackhoe may be through a trade -in to Equipment Support Services or City of
Huntsville auction, whichever deems to be in the best interest of the City.
FISCAL IMPACT or FUNDING SOURCE: Budgeted Funds
306 - 379 -69020 (capital purchase of equipment) - $140,000.00 (trackhoe)
306 - 379- 69040(c2pital purchase of motor vehicles) - $104.000.00 (pickups, police cars, suv)
$244,000.00 (Total budgeted funds)
C. Authorize the City Manager to enter into a lease agreement with T- Mobile to construct a communications site on
City property located at Fire Station #2 following the terms of the agreement, as presented by Steve Stacy, Director
of Public Works.
T- Mobile approached the City about leasing some property to construct a communications site. After several meetings
and phone conversations with T- Mobile, it was decided that a site located at Fire Station #2 would be acceptable. The site will
be fenced and access will be granted to them at all times.
Extensive research was conducted concerning what communications companies pay for this type of site. Thereisgreat
variation concerning lease rates. A price of $800 per month (plus $100 per additional carrier) was negotiated with T- Mobile.
T- Mobile has agreed to remove the existing tower and place any equipment provided by the City on the new tower. Also, T-
Mobile will pay the cost of moving the "smoke house' used by firefighters for training to a new location.
The lease agreement has been reviewed by the City Attorney and accepted by T- Mobile. The terms of the agreement
consist of the following:
■ T- Mobile will pay $800 for an "Initial Option Term" that will give them the option of actually leasing and
�I constructing the communication facilities. This option can be extended for additional year at a cost of an aiird
$800.
CITY COUNCIL MEETING NOVEMBER 14 2006 BOOK "T 350
• Once T- Mobile commences construction, a monthly lease rate of $800 (plus $100 per additional carrier) will be li
collected by the City for the first year. Beginning the second year, the lease rate will be adjusted by the:i
"Consumer Price Index"
• The initial lease term will be for five (5) years with three (3) additional five (5) year terms available.
This will generate at least $9,600 of revenue for the first year and increase according to the consumer price index which
typically increases each year.
FISCAL IMPACT /FUNDING SOURCE:
Funding Impact: additional revenue of at least $9,600 per year
After a discussion regarding the height and look of a tower this close to the downtown area, and other issues an
additional motion was made.
Councilmember Woodward made a motion to table this item. and Councilmember Choate seconded the motion.
The motion passed unanimously.
City Manager Evans stated that he and Steve Stacy would visit with T- Mobile regarding the issues and come back
to Council at a later date.
d. Authorize the City Manager to execute the agreement between Good Shepherd Mission to provide food, clothing,
and temporary shelter to indigent residents at a cost of $5,000, to be funded from budgeted funds, as presented by
Jean Sanders, Director of Public Safety.
In 1983 Good Shepherd Mission begin offering assistance to citizens by providing food, lodging, clothing, traveler's aid,
medicine and work assistance. The Cityof Huntsville has assisted Good Shepherd Mission for numerous years in both in -kind
services and monetary services. The goal is to continue to offer assistance to Good Shepherd Mission and in turn the Mission
will provide citizens with a variety of services.
FISCAL IMPACT/ FUNDING SOURCE:
551- 55070 $5,000.00
Tavenner. The motion passed 7 -2.
e. Authorize the City Manager to execute the agreement for operation of a precycling facility with the Good Shepherd
Mission, as presented by Jean Sanders.
The City of Huntsville and the Good Shepherd Mission have entered into an agreement for the GSM to operate a private
collection facility for limited types of precycled material at their 1005 MILK Avenue location. The City has permitted the GSM
to use one thirty (30) yard roll -off container and to dispose of no more than sixty (60) yards of solid waste from the roll -off
container per month at no charge to the Mission. The Mission may keep all the revenue it receives from the disposal of the
precyclables collected at the facility.
FISCAL IMPACT /FUNDING SOURCE:
Garbage collection fee $8,159.28 per year.
f. Authorize the City Manager to execute an agreement with the SAAFE House for crisis intervention services in an
amount of $5,000, to be funded from budgeted funds, as presented by Jean Sanders.
In 1989 SAAFE House began offering services to victims of family violence and sexual assault survivors. The City of
Huntsville has aided the SAAFE House for numerous years with monetary assistance. The goal is to continue to offer
assistance to SAAFE House and in turn SAAFE House to provide victims of domestic and sexual abuse counseling, shelter,
and provide guidance.
FISCAL IMPACT /FUNDING SOURCE:
551- 55070 $5,000.00
Garbage collection fee $1,688.12 per year
2.
g. 1. Authorize the City Manager to execute the contract for FY2007 with Community Child Care Center for provision of
child care services — tuition assistance in an amount not to exceed $10,000 to be funded from budgeted funds, as :.
presented by Stephanie Brim, Director of Community Services.
2. Authorize the City Manager to execute the contract for FY2007 with Community Organization for Missionary
Endeavor (COME) for a utility assistance program in an amount not to exceed $2,000 to be funded from budgeted
funds, as presented by Stephanie Brim.
fl
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CITY COUNCIL MEETING NOVEMBER 14, 2006 BOOK T 351 - --
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3. Authorize the City Manager to execute the contract for FY2007 with the Senior Center of Walker County for a
meals program in an amount not to exceed $10,000 to be funded from budgeted funds, as presented by
Stephanie Brim.
4. Authorize the City Manager to execute the contract for FY2007 with Huntsville Family YMCA for provision of
programming services at the Teen Center in an amount not to exceed $5,000 to be funded from budgeted
funds, as presented by Stephanie Brim.
In past years, the City Council has budgeted for specific programs providing financial and other assistance to various
'social' -type agencies for specific contracted services. With the current fiscal year, contracts with the four agencies named
above have been moved to the Community Services Department for management and future recommendations to the City
Council.
Changes to this year's contracts consist of not only including the solid waste services provided AT NO COST to the
agencylorganization, but these as noted:
• Community Child Care Center - change from one annual payment to quarterly payments, as based on
documented need for scholarship funds; and
• YMCA/Teen Center - change in the number of hours during the HISD school year from 35 to 15 due to low
attendance in the late evening hours and Saturdays.
FISCAL IMPACT /FUNDING SOURCE:
Organization /Agency Program Cost Solid Waste Services Cost
CCCC - Child Care Services S10,000 NIA
COME - Utility Assistance 2,000 $ 2,075.76
SCWC - Meals Program 10,000 1,157.64
YMCA - Teen Center 5,000 953.88
All payments for programs are funded from Community Services /Administration /Purchased Services & Contracts (101-
420- 55070) or Recreation Programs (101- 420 - 57375).
All solid waste services provided are not booked to either a revenue or expense account at this time, although staff
h. Accept donation of 2003 F350 Ford Crew Cab with specialized equipment from Walker County, as presented by Tom
Grisham, Fire Chief.
Walker County received a Homeland Security Grant for the purchase of a truck and hazardous material equipment. In
discussions with the City it was decided that Walker County would coordinate the grant and purchase all equipment. The truck
and equipment would be housed and used by the Huntsville Fire Department and any vehicle insurance would be paid for by
the City of Huntsville. The City of Huntsville subsequently has been paying insurance on the vehicle however the title has
remained in the name of the County. The County would like to sign the title of the truck over to the City of Huntsville, donating
the vehicle to the City at no cost.
FISCAL IMPACT / FUNDING SOURCE.,
The cost for annual vehicle insurance is $442.00
Councilmember Woodward made a motion to accept donation of 2003 F350 Ford Crew Cabwith specialized equipment
from Walker County. and Councilmember Mahaffey seconded the motion. The motion passed unanimously.
i. Accept bid for bunker gear from CASCO Industries in the amount of $1,670.00 per set, as presented by Tom Grsham.
Bunker gear must be inspected on a monthly basis as mandated by the Texas Fire Commission for all full -time
firefighters and the Huntsville Fire Department inspects yearly for the volunteer firefighters. Should the gear fail inspection the
gear cannot be used in future firefighting activities. Life expectancy for a set of bunker gear averages 4 years. Approximately
ten (10) sets of gear will fail inspection each year. In an effort to expedite shipping the fire department would like to enter into
a yearly contract with CASCO Industries to enable immediate delivery of the gear.
CITY COUNCIL MEETING NOVEMBER 14, 2006 BOOK "T"
FISCAL IMPACT/ FUNDING SOURCE
Matticks Industries
Hagemever
Coats 1,060.00
Coats 1,026.30
Pants 655.00
Pants 731.45
Total 1,715.00
Total 1,757.75
Total Fire Group
Coats 787.12
Pants 577.53
Total 1,364.65*
CASCO Industries
Coats 975.00
Pants 695.00
Total 1,670.00
352
* Total Fire Group does not meet bid specifications which will compromise fire fighter safety: 1. Closures are 2 ' when
compared to 3.25 ". the extra inch provides more definite coverage and protection. 2. The small zippers are inferior and will
create a maintenance issue. 3. The reflective stripping is machine stitched as compared to a reinforced binding thread
protection system. 4. Does not feature an elastic waistband which provides support in case of suspender failure. Additionally,
takes weight off shoulders and back and distributes this weight to the hips.
552 -52240 $18,800.00
Councilmember Zander made a motion to accept bid for bunker gear from CASCO Industries in the amount of $1,670.00
per set, and Councilmember Evans seconded the motion. The motion passed unanimously.
MAYOR! COUNCILMEMBER I CITY MANAGER REPORT
a. CPAC Report, as presented by Councilmember Evans.
Councilmember Evans thank everyone for their participation in the Ward Congresses and stated that the notes and fora
few of the chapters were on the City's website. The CPAC -X will begin a series of meetings to review the chapters. The
committee will work on these chapters. There will be no public comments allowed, although the public is welcome to attend.
His CPAC Part 4 article will be in the Huntsville Item. He presented City Council with a financial report.
b. Authorize bidding for sale of City owned lots at Avenue H and 910 Street lots, as presented by Councilmember Willett.
Councilmember Willett made a motion to authorize the biddinq for sale of City owned lots at Avenue H and 91" Street for
affordable, low income single - family housing and restricted to stick built homes and Councilmember Griffin seconded the
motion.
!' After discussion another motion was made.
Councilmember Woodward made a motion to table this issue and Councilmember Zender seconded the motion. The '
motion passed unanimously.
C. Authorize the City Manager to appropriate the funds rebated by CenterPoint to the COME Center for utility assistance,
as presented by Councilmember Willett.
L
Councilmember Willett made a motion to authorize the City Mana erto appropriate the funds rebated b CenterPointto
the COME Center for utility assistance and Councilmember Choate seconded the motion.
After discussion another motion was made.
j Councilmember Woodward made a motion to table this item and Councilmember Choate seconded the motion. The r.
motion passed unanimously.
d. Annual evaluation of Charter Officers — City Secretary and City Manager.
This item was not discussed.
PUBLIC COMMENTS
1. Christopher Whittaker j!
2. Courtney Nell
3. Sandra Bell
4. Ray Martin
5. Jason Myers
!! The public comments by these individuals were to express their appeal for extended drinking hours in Huntsville.
ii
MEDIA
it Mayor Turner recognized our new managing editor for the Huntsville Item — Jay Ennis.
ii ADJOURNMENT [9:00 p.m.] „
u
Danna Welter, City Secretary