MIN CC 12/12/2006CITY COUNCIL MEETING DECEMBER 12, 2006 BOOK "T" 355
MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 12TH DAY OF DECEMBER 2006, IN THE
jI CITY HALL, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 6:00 P.M.
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The Council met in a regular session with the following members present:
COUNCILMEMBERS: OFFICERS:
J. Turner Bob Tavenner Kevin Evans, City Manager
Mickey Evans Dalene Zander Danna Welter, City Secretary
9 Jim Willett Mac Woodward Thomas Leeper, City Attorney
!i
Jack Choate Clarence Griffin
!I Absent: Melissa Mahaffey
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WORK SESSION [5:00 p.m. — 6:05 p.m.]
Work session to discuss Rita B. Huff Humane Society feasibility study as presented by Bob Ernst, and Grantsfor Owner
Occupied Housing, as presented by Tom Wager, Superintendent, Planning and Development.
CALL TO ORDER [6:11 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. Seth Bracken. Mr. Bracken talked about the need to continue funding for Huntsville's Promise.
b. Marjean Creager. Ms. Creager discussed the value of Huntsville's Promise.
PRESENTATIONS
a. GIS Presentation, as presented by Amber Knapp, GIS Analyst.
CONSENT AGENDA
a. Consider minutes of November 7 and 21, 2006. [ Danna Welter]
b. Consider Ordinance 2006 -12 -12.1 approving budget amendments. [Winston Duke]
Councilmember Tavenner requested that item b be pulled from the consent agenda.
Councilmember Woodward made a motion to approve item a of the consent agenda and Councilmember Choate
seconded the motion The motion passed unanimously.
STATUTORY AGENDA
a. Approve the purchase of a tanker truck for the Huntsville Fire Department at a cost of $226,000, as presented by Tom
Grisham, Fire Chief.
The Huntsville Fire Department received a 1985 Mack Tanker. This tanker was involved in a collision November 2, 2006
which the vehicle was determined to be totaled by Texas Municipal League, TML. The purchase price of a replacement tanker
truck is $226,000.00. This type of truck carries water to and from the scene as well as pumps water allowing for extinguishing
of fires.
FISCAL IMPACT / FUNDING SOURCE:
226,000 from the Fire Equipment Fund: 307- 380 -69040
Budget adjustment amends this account (307- 380 - 69040), adding $185,000.
Funding proceeds:
$193,000 from Fire Equipment Fund
33,000 insurance proceeds
Note: Pursuant to recent evaluation, the Fire Equipment Fund can only fund requests per available funding, without
regard to any replacement schedule.
b. Authorize the donation of ten (10) SCBA to FM 356 Volunteer Fire Department, as presented by Tom Grisham.
In 2004 Huntsville Fire Department received a grant in the amount of $120,000.00 for the purchase of SCBA. The
Huntsville Fire Department purchased the equipment to standardize all SCBAwithin the department. This allowed for greater
' firefighter safety due to each devise operating the same and all firefighters are trained on one standard model. The used
models were taken out of service and have not been used since 2004.
FISCAL IMPACT /FUNDING SOURCE:
There will be no use of City Funds to donate the equipment
Councilmember Choate made a motion to authorize the donation of ten (101 SCBA to FM 356 Volunteer Fire
Department and Councilmember Willett seconded the motion. The motion passed unanimously.
CITY COUNCIL MEETING DECEMBER 12, 2006 BOOK "T" 356
C, Accept the donation of a tanker trailer for the Fire Department by the Jack Olsta Company, as presented by Tom
Grisham.
The Jack Olsta Company contacted the Huntsville Fire Department wishing to donate an 8,000 gallon tanker trailer that
was previously used to transport gasoline. The trailer has been cleaned and is considered environmentally safe. The trailer
could be utilized in training areas such as high angle rescue, hazardous material spill, confined space rescue and fire
suppression. The trailer will be temporarily stored at the City of Huntsville Service Center.
FISCAL IMPACT / FUNDING SOURCE:
There will not be a necessity to insure the trailer and furthermore no city funds will be expended for the acceptance of the
trailer.
Councilmember Tavenner made a motion to accent the donation of a tanker trailer for the Fire Department by the Jack '!
Olsta Company, and Councilmember Woodward seconded the motion The motion passed unanimously.
d. Authorize acceptance of the bid for the new roof at the Martin Luther King, Jr. Center from A -1 Roofing and
Maintenance in the amount of $32,768, as presented by Debby Mikulin, Purchasing Agent.
The existing roof at the MILK Jr. Center was last replaced over 15 years ago. The roof is in dire need of
replacement; it is deteriorated throughout and is leaking in several places. Funds were budgeted this fiscal year to bid
out this project.
The facility is in use for recreational programming daily, which limits the time frame in which this type of construction can
be done. Parks Division crews will be removing the existing roofing the last week of December 2006 to prep for the contractor,
who will be replacing the decking and re -roof the building the first week of January, 2007.
TABULATION:
Bid packets were mailed to eight contractors and one was received. It is staff's recommendation to accept the bid from A-
1 Roofing & Maintenance of Conroe, Texas.
Vendor Bid Amount
A -1 Roofing & Maintenance $32, 768
FISCAL IMPACT or FUNDING SOURCE:
101- 444 -53090 Special Maintenance Projects $26,760 supplementary budgeted
(The following amounts are included with the 12/12106 budget amendments to complete the bid amount.)
101 - 421 -53080 Parks Maintenance $5,000
101 - 421 -52130 Other Supplies $1,010
Councilmember Choate made a motion to authorize acceptance of the bid for the new roof at the Martin Luther
King, Jr. Center from A -1 Roofing and Maintenance in the amount of $32,768, and Councilmember Griffin seconded the
motion. The motion passed unanimously.
e. Authorize acceptance of the bid from Badger Meter, Inc. for pricing on miscellaneous water meters plus trade -in
programs, as presented by Debby Mikulin.
The City water division has implemented a contract for the purchase of water meters for the last several years.
This is a three year contract allowing the vendor to renew for each year providing it can continue with the same terms,
conditions and pricing each year. This allows a firm price on meters for three years which not only aids in the preparation
of the budget and scheduling of new installs of meters but also increases the efficiency of ordering meters for stock
levels.
Bid packets were mailed to nine vendors and four were received. An estimated annual total of the most commonly
used meters (5/8" to 2 ") were included in the bid. Larger meter sizes (up to 8 ") were also priced plus each vendor was
allowed to describe their trade -in program of old meters.
After review by staff, it is decided that Badger Meter offers the pricing and programs that will best meet the City of
Huntsville's needs.
Estimated
Annual Cost
Badger Meter $ 65,793.00
Hersey- Meters $ No Bid
MDN Enterprises $ 74,976.70
HD Supply $103,390.00
The prices above were derived from the estimated annual total of the most commonly used meters (700 -5/8 ", 150-
1", 20 -1 Y ", 50 -2`).
FISCAL IMPACT or FUNDING SOURCE:
Meters are purchased through the warehouse inventory and checked out to various divisions and projects throughout the
year which have been approved in the new budget.
I. Authorize the City Manager to execute a one year contract with Huntsville Two Way Radio (with the option to renew
for two additional years) for service and maintenance of the City of Huntsville's communication system at $1,776.50 I
per month, to be paid from various accounts within departments with communication equipment, as presented by
Debby Mikulin.
The annual contract for the maintenance /service of the City of Huntsville's communication system (base stations, 2-
way radios, hand held radios, pagers) will be expiring. The following bids were received to re- establish this three year
�1
F]
CITY COUNCIL MEETING DECEMBER 12 2006
BOOK "T"
contract.
Vendor Bid Amount
Huntsville Two Way Radio $1,776.50 per month
(Huntsville, TX)
Texas Communications $3,454.00 per month
(Bryan, TX)
Teletouch Communication, Inc. $3,533.00 per month.
(Tyler, TX)
The contracted amount with Teletouch Communications, Inc. for the last three years has been $1,802.00 per month.
FISCAL IMPACT or FUNDING SOURCE:
To be purchased from budgeted funds; various accounts within different departments.
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g. Authorize acceptance of the bid from Clearwater Chemicals for pricing on miscellaneous swimming pool chemicals,
to be purchased from budgeted funds, as presented by Debby Mikulin.
The City will have two pools opening; a competition pool (187,790 gallon) and recreation pool (35,470 gallon). It is
the City's intent to establish an annual contract for the purchase of pool chemicals on an "as needed basis" and delivered
directly to the pool site. Estimated annual quantities were provided in the bid specifications.
Chemicals include Liquid Chlorine, Granular Chlorine, Munatic Acid, Cyanuric Acid (stabilizer), Calcium Chloride (to
raise calcium hardness) and Sodium Bicarbonate (to raise total Alkalinity)..
Bid packets were mailed to eight vendors and three bids were received.
BID TABULATION:
Estimated
Vendor Annual Cost
' Clearwater Chemical $ 15,390.00
Napco Chemicals $ 19,279.50
'.' Simply Aquatics $ 24,538.00
'.. STAFF RECOMMENATION:
It is Staffs recommendation to accept the pricing from Clearwater Chemicals.
FISCAL IMPACT or FUNDING SOURCE:
101 - 424 - 52070- $25,000 budgeted for 06/07
h. Consider funding request to contract with Huntsville's Promise in an amount of $40,000, as presented by Dr. David A.
Prier, President, Huntsville's Promise Board of Directors.
Dr. Prier talked at length about the history and importance of Huntsville's Promise.
After further discuss another motion was made.
Councilmember Choate made a motion to table this item for further review, and Councilmember Evans seconded the
motion The motion passed unanimously.
i. Authorize conveyance of land for affordable home residence purposes, acceptance of interest in land, and other
necessary steps to complete the Owner Occupied /Homebuyer Assistance grant with respect to the Franklin home,
specifically to complete the lot preparation for the new construction of the new home and paperwork to assume the
current lot once the grant is completed, as presented by Tom Weger, Superintendent, Planning and Development.
In March 2005, the City started work on a grant (received October 1, 2004) for The HOME Program Owner Occupied
Assistance Grant ( "OCC ") from the Texas Department of Housing and Community Affairs ( "TDHCA ') in order to facilitate
funding of new housing for qualifying households. The grant was for a total of $620,000 with an initial completion deadline of
September 30, 2006, assisting a total of ten families in Huntsville to construct new housing.
_ For the most part, things have run smoothly in completing the grant requirements. Eight of the ten families are in their
new homes, and the paperwork is in the process of being completed for an audit to close out that part of the project. There
were issues with two of the families: one had a mobile home instead of a 'stick-built' home, and the second had property
development issues. An extension of said contract was granted until April 30, 2007, for these two familiesihomes. TDHCA
') required that they be completed under a Homebuyer Assistance Grant ( "HBA" ), so that paperwork and funding portion has
'I been transferred.
The issue for the first of the two families has been resolved: they have a lot on which to build, and transfer of the
paperwork from OCC to HBA was all that was required to comply. They await construction only.
The issue for the second familythome has more facets and will require City Council direction to staff and possible action.
The family does not have a lot that can accommodate construction of a new house according to current standards and
CITY COUNCIL MEETING DECEMBER 12. 2006 BOOK "T"
358
development codes. To that end, staff recommends a'swap' of their lot with other City -owned property in order to complete
and closeout the grant. (The City would receive a non -clear title to their lot once construction of the new home is complete.)
There is City -owned land available in the family's current neighborhood that could easily accommodate grant and construction
requirements, and the lot the City would accept in return could allow for improved service delivery through potential road !
widening, drainage improvements, etc.
Time is of the essence. Although an extension was sought and granted, it is only until April 30, 2007, and all
construction must be completed by that time. A verbal commitment has been secured by the construction company that
built the first eight homes to construct these final two at the same original cost. However, with additional work necessary with
changing lots, a decision is requested by Council for staff at this time.
FISCAL IMPACT/ FUNDING SOURCE:
(1) Authorizing the staff to proceed with a lot "swap" will allow the City to complete the original ten -home grant, providing
safe, affordable homes to the qualified families.
(2) Taking no action will result in a loss of contracted grant funding.
(3) Given the pressing deadline and taking into account general construction issues, waiting until the next City Council
meeting seriously puts the City at risk to provide the housing and still forfeit the grant funds if construction is NOT
completed by the deadline. No extensions will be authorized by TDHCA.
motion Passed unanimously.
j. Approve Resolution 2006 -12 -12.1 committing to complywith grant requirements of the Houston - Galveston Area Council
and the Office of Rural Community Affairs forthe CDBG Disaster Recovery Grant Program, Contract No. DRS 060037
and designate the City Manager, Public Utilities Director, and Public Works Director as authorized signatories for
contractual documents, as presented by Bill Daugette, Director of Public Utilities.
This grant will enable the City of Huntsville to purchase (8) generators, one (1) for use at the Palm Street water plant and
seven (7) at lift stations at various locations around the city.
FISCAL IMPACT or FUNDING SOURCE:
The City of Huntsville was awarded $350,000 grant from the Office of Rural Community Affairs and The City of Huntsville
has included in its 2006 -2007 fiscal year budget $70,000 in matching funds and force labor as its matching contribution
to this grant.
Councilmember Choate made a motion to approve Resolution 2006 -12 -12.1 committing to comply with grant
requirements of the Houston - Galveston Area Council and the Office of Rural Community Affairs for the CDBG Disaster
Recovery Grant Program, Contract No. DRS 060037 and designate the City Manager, Public Utilities Director, and Public
Works Director as authorized signatories for contractual documents, and Councilmember Willett seconded the motion. The
motion passed unanimously.
k. Consider acquisition of utility easement in the Wiley Parker League A -37, Walker County, Texas including authorizing
the City Attorney to negotiate with property owner and directing the City Attorney to institute eminent domain
proceedings.
This item was discussed in executive session.
C -b. Consider Ordinance 2006 -12 -12.1 approving budget amendments.
Councilmember Tavenner stated that he held this item until some of the amendments in the ordinance had been
approved in other statutory items.
Councilmember Tavenner made a motion to aoorove Ordinance 2006 -12 -12.1 aoorovino budaet amendments. and
Councilmember Evans seconded the motion. The motion passed unanimously.
MAYOR I COUNCILMEMBER I CITY MANAGER REPORT
a. CPAC Report, as presented by Councilmember Evans.
Councilmember Evans stated that the CPAC(X) had met twice to discuss land use, economic development and
transportation. These chapters are available on the City's website. Parks and Recreation will be discussed on January 25�
and this chapter is also on the City's website. Councilmember Evans will continue to report on the Huntsville Horizon
Comprehensive Plan as it develops. For interested Councilmembers, an updated financial report is available.
b. Authorize the City Manager to appropriate the funds rebated by CenterPoint to the COME Center for utility assistance,
as presented by Councilmember Choate.
Councilmember Choate made a motion to authorize the City Manager to appropriate the funds rebated by CenterPoint to
the COME Center for utilitV assistance and Councilmember Griffin seconded the motion.
After further discussion regarding this item an additional motion was made.
Councilmember Tavenner made a motion to table this item and Councilmember Zander seconded the motion. The
motion passed unanimously.
CITY COUNCIL MEETING DECEMBER 12, 2006 BOOK T - — —
itC. Report on personal injury claim by Estate of Frank Bass, Jr., as presented by Thomas Leeper, City Attorney.
This item was discussed in executive session.
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J. Discuss City response to citizen complaint regarding Open Meetings Act compliance by the City as related to affiliated
boards and/or commissions, as presented by Thomas Leeper.
Mr. Leeper stated that we had received a letter from an attorney representing a citizen complaint regarding the Open
Meetings Act. He was in the process of responding to this letter and would keep the Council informed.
e. Annual evaluation of Charter Officers - City Attorney, City Judge, City Secretary and City Manager.
This item was not discussed.
PUBLIC COMMENTS
1. Kelly Prew, President, United Way, Ms. Prew shared her support of Dr. Prier and Huntsville's Promise. She stressed
the importance of helping the youth of our community.
MEDIA
ADJOURNMENT [9:15 p.m.]
Danna Welter, City Secretary