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MIN CC 05/04/1993CITY COUNCIL MEETING OF MAY 4, 1993 BOOK "R" 194 MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 4TH DAY OF MAY, 1993 IN THE CITY HALL CONFERENCE ROOM, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 5:15 P.M. The Council met in a regular session with the following members present: !.; W. H. Hodges, Mayor Officers: Dan S. Davis Harold L. Norton Gene Pipes, City Manager Ronald L. Lange JoAnn Matthews Scott Bounds, City Attorney William B. Green Ila G. Gaines Darns Welter, City Secretary Jim Carter Dave Liming CITIZEN INPUTIINQUIRY Mark Grandidge. Mr. Grandidge presented pictures of Ms. Milton's property on 10th Street to Council. Mayor Hodges stated that this item would be discussed later in the agenda. REGULAR SESSION - CALL TO ORDER Mayor Hodges called the meeting to order. Invocation by Reverend Griggs from Robinson Memorial Church of God in Christ. CONSIDER MINUTES OF APRIL 20, 1993 Comhcilmember Gaines made the motion to approve the minutes of April 20 1993 and Councilmember Matthews seconded the motion. All were in favor and the motion passed unanimously. UPDATE ON SOLID WASTE DISPOSAL PROGRAM John Wright with SCS Engineers presented construction cost estimates for the transfer station and the landfill closure: Transfer Station Construction $540,000 Transfer Station Operating Equipment $100,000 Transfer Vehicles (2 tractors/3 trailers) $300,000 Landfill Closure Construction $365,000 Subtotal $1,305,000 Contingencies $180,000 Construction Oversight/Field Engineering $ 65,000 TOTAL $1,550,000 Councilmember Carter stated that he was concerned about the $65,000 for construction oversight /field engineering for the transfer station. Mr. Wright stated that SCS is proposing an engineer he on site during the construction phase for several reasons - 1) potential bidders will not be given 100% design (this is to speed up construction time), so field engineering will occur during. construction phase; 2) assist and make sure contractor is proceeding correctly; 3) City of Huntsville does not have a full time engineer available during on site construction phase. "rhe SCS engineer will interact with contractor on transfer station construction and also be involved in the landfill closure at the same time. T.W.C. has put out proposed regulations relating to permit by rule registration. These rules apply to cities of less than 50,000 population and have less than 125 tons per day received at their facility. The City of Huntsville meets both criteria. There are two issues in the proposed regulations that do cause challenges to the City -- 1) paragraph prohibiting construction until public meetings are held and results sent to T.W.C. for review, and 2) paragraph stating that the transfer station site shall be located more than 1/2 mile from any residence, school, church, cemetery, recreational area. Mr. Wright suggests that the City send a letter to T.W.C. asking them to waive the public meeting rule in that the transfer station will be constructed on an already permitted landfill site. The transfer station will be less obtrusive than the landfill. Also in the letter the City should request T.W.C. waive the 1/2 mile rule for transfer stations that are constructed on already permitted landfill sites. Councilmember Green made the motion to authorize the City Attorney to interpose an objection to two paragraphs in the new proposed regulations for permit by rule registration for transfer stations by the Texas Water Commission and Councilmember Lange seconded the motion. All were in favor and the motion passed unanimously. CITY. COUNCIL MEETING OF MAY 4, 1993 BOOK "R" 195 Mc Wright stated that if T.W.C. acts favorably on these two objections, the City will need to request a variance and ' register the site for transfer station construction. The variance request will be not to only construct the transfer station, but to a also operate it. t Councilmember Green made the motion to request a variance from standard Transfer Station permitting requirements ! to allow the City to construct and operate the transfer station prior to the issuance of its registration (bv Resolution if necessary) and Councilmember Norton seconded the motion All were in favor and the motion Passed unanimously. Mr. Wright stated that the City needs to advertise planned changes at the landfill for three consecutive weeks, hold i .unofficial" meeting with citizens, then send the letter to T.W.C. asking for the variance. II i Mr. Martin stated that the City should also ask T.W.C. for an administrative order, which would allow the City to operate and construct the transfer station in accordance with the plans that were submitted to T.W.C. ` Councilmember Gaines made the motion for the City to request in administrative order from T.W.C., and li Councilmember Green seconded the motion All were in favor and the motion passed unanimously II i CONSIDER PRELIMINARY DRAFT OF A CONTRACT WITH WASTE MANAGEMENT, INC., FOR SOLID WASTE DISPOSAL SERVICES City Attorney Scott Bounds stated that a preliminary draft of a contract for solid waste disposal services with Waste Management, Inc. is presented to Council for review. Any changes, deletions, or additions will be made before the final contract is presented for approval by Council. CONSIDER RESOLUTION 93 -5 -4.1 AUTHORIZING REIMBURSEMENT AND GIVING NOTICE OF INTENT TO ISSUE CERTIFICATES OF OBLIGATION FOR A TRANSFER STATION FACILITY, TRANSFER VEIIICLES AND LOADING EQUIPMENT AND LANDFILL CLOSURE COSTS Councilmember Green made the motion to approve Resolution 93 -5 -41 authorizing reimbursement to the City for certain expenses its incurs between now and the time of issue of the certificates of obligation, and Councilmember Lange seconded the motion. All were in favor and the motion passed unanimously. Councilmember Green made the motion to approve Ordinance 93 -5 -41 giving notice of intent to issue certificates of obligation of up to $1,700,000 for a transfer station facility , transfer vehicles isle and loading equipment, and landfill closure costs and Councilmember Davis seconded the motion. All were in favor and the motion passed u nammously Patricia Allen stated that there would be two different lengths of time on the certificates. The trucks and trailers will be for five years, and the remainder (transfer station, landfill closure) will be for fifteen years. CONSIDER AMENDMENTS TO ENGINEERING DESIGN CONTRACTS FOR WASTEWATER TREATMENT AND SEWAGE COLLECTION SYSTEM FACILITIES WITI1 WISENBAKER, FIX & ASSOC. Boyd Wilder stated that he informed Council on April 6 of revised cost estimates on two contracts with Wisenbaker, Fix & Assoc. These contracts need to be amended to reflect the revised estimates. The original contract for the N. B. Davidson plant was not to exceed $105,000; changes in construction required more engineering and field work and is now projected not to exceed $151,000. The McGary Creek contract was originally not to exceed $120,000 and is now projected not to exceed $137,140. 1i This is a $63,140 increase in the two contracts and will be funded from the Water Development Board funds. Councilmember Gaines madee the motion to approve the amendments to the engineering design contracts for wastewater treatment and sewage collection system facilities with Wisenbaker. Fix & Assoc., and Councilmember Green seconded the motion. All were in favor and the motion passed unanimously. ii CONSIDER A WATER CONSERVATION PROGRAM POLICY AS REQUIRED FOR WATER DEVELOPMENT BOARD FINANCING OF UTILITY SYSTEM IMPROVEMENTS Staff requested to postpone this item. CONSIDER A REQUEST BY TINA MILTON, 10TH STREET DRAINAGE TO DEDICATE A DRAINAGE EASEMENT AND IMPLEMENT IMPROVEMENTS Mr. Wilder showed a video of Ms. Milton's property on 10th Street during a rain shower. Mayor Hodges stated that he has driven by the property and after looking at the video and pictures, feels that this is not a City problem but the private property owner's problem. CITY COUNCIL MEETING OF MAY 4, 1993 BOOK "R" 196 Councilmember Carter asked if curb and gutter for 10th Street was on the master plan. Mr. Wilder stated that 10th Street is in the long range plan. CONSIDER BID #93.24 - ANNUAL CONTRACT FOR POLYPHOSPHATE Mr. Wilder asked Council to reject bids received for the annual contract for polyphosphate. Councilmember Lance made the motion to reject the bids for Bid #93 -24 - annual contract for polyphosphate, and Councilmember Ganes seconded the motion All were in favor and the motion passed unanimously. CONSIDER AUTHORIZATION TO MAKE APPLICATION TO THE TEXAS LIBRARY COMMISSION FOR A MATCHING GRANT OF UP TO $200,000 TO DEFRAY LIBRARY CONSTRUCTION COSTS Councilmember Green made the motion to authorize to make application to the Texas Library Commission for a matching Brant of up to $200,000 to defray library construction costs and Councilmember Matthews seconded the motion. All I. were in favor and the motion passed unanimously. CONSIDER A CONTRACT FOR ARTS SERVICES TO PROVIDE A NATIVE AMERICAN SCULPTURE AT FOUNDERS SPRING PARK Councilmember Carter made the motion to approve a contract for arts services to provide a native american sculpture at Founders Sprine Park and Councitmember Davis seconded the motion All were in favor and the motion passed unanimously. CONSIDER NEW PROGRAMS FOR H.F..A.P. Mr. Schindler stated that H.E.A.P. would like to do extended programs in the Boettcher's Mill area and the Martin Luther King area, and start a new program in the Cedatwood area. This may require additional funding at a later date. Councilmember Gaines made the motion to approve the new proerams for the Huntsville Enrichment Activities Program, and Councilmember Lange seconded the motion All were in favor and the motion passed unaaimously. RECESS INTO EXECUTIVE SESSION [Recess 6:55 P.M.] • Thomason Park jogging trail easement on Cottonwood Street; • 11th Street and Avenue M lot and • University and 11th Street lot. [Reconvene. 7:27 P.M.] Councilmember Green made the motion for the City to enter into an agreement for up to $3,000 to the Bridges family for the purchase of a iogninz trail easement and a sewer easement on Cottonwood Street and Councilmember Matthews seconded the motion. All were in favor and the motion passed unanimously. MAYOR'S ACTBTTY REPORT 1. Consider Robert McCann as the. City nominee to replace William V. Nash on the Appraisal District Board. 2. Consider appointment of Stanford Douglas to the Library Board. 3. Consider appointments [Patrick Nolan and Charlene Peck] to the Huntsville Tourism Council. Councilmember Green made the motion to approve a) Robert McCann as the City nominee on the Appraisal District Board; b) appointment of Stanford Douglas to the Library Board: and c) appointment of Patrick Nolan and Charlene Peck to the Huntsville Tourism Council, and Councilmember Davis seconded the motion. All were in favor and the motion passed unanimously. 4. Consider Ordinance 93 -5 -4.2 amending its cafeteria plan to provide a medical expenses reimbursement program. Councilmember Green made the motion to approve Ordinance 93 -5 -42 amending the City's cafeteria plan to provide a medical expenses reimbursement program, and Councilmember Matthews seconded the motion All were in favor and the motion passed unanimously. CITY COUNCIL MEETING OF MAY 4, 1993 _. BOOK_ R" ___._____________ ^___197__ i� CITY COUNCILMEMBER ACTION 1. Consider a reallocation of funds for park improvements to other projects in Emancipation Park. I '.l Councilmember Matthews stated that she would like the funds allocated for the repair to the slab at Emancipation Park 11 iI to be reallocated for other park improvements. Mayor Hodges recommended that specific items be brought back to Council for approval with the funds that were previously allocated for the rehabilitation of the slab. !! j Councilmember Matthews made the motion to spend up to $S 000 on the Emancipation Park slab rehabilitation, with the remainder of the funds to be allocated at a later date and Councilmember Green seconded the motion. All were in favor and the motion passed unanimously. Traffic Counters. Councilmember Carter thanked staff for installing the counting mechanisms on 18th Street to check the traffic II Bows. 22nd Street at Robinson Way. Councilmember Carter asked about the status of curb and gutter in this area. Mr. Pipes Stated that a contract is authorized to check the drainage', following this action, the curb and gutter and overlay will be done and should i� be completed at some point this summer. l 19th Street at Sam Houston Avenue. Councilmember Carter stated that Ms. Henson had approached him about the state of her ., �I yard after City crews had broken up some curb and sidewalk due to a traffic control box being place on a water valve. Ms. Henson II �'. was also upset that notice was not given. Mr. Wilder stated that notice is given if a service interruption is going to occur. Wiesner Motor Company. Councilmember Carter asked about the City's easement on this property. He requested that stab check to make sure they are not cutting trees on the easement. �I I n Avenue F at loth Street. Councilmember Matthews had a citizen complain about a house that is vacated and no one is taking if t care of the lot. i MEDIA INQUIRIES 'i None. ADJOURNMENT Danna Welter, City Secretary �j i ii