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MIN CC 08/21/1990CITY.000NCIL MINUTES OF AUGUST 21, 1990 BOOK "Q" 166 MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 21ST DAY OF AUGUST, 1990 IN THE CITY HALL COUNCIL CHAMBERS, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 5:30 P.N. The Council met in a regular session with the following members present: Jane Monday 0. Eugene Barrett City officers present: Gary Bell Percy Howard, Jr. Gene Pipes, City Manager Ile G. Gaines William B. Green Scott Bounds, City Attorney William L. Hammock Ruth DeShaw, City Secretary William H. Knotts, Jr. - Member absent: James L. Carter CALL TO ORDER Mayor Monday called the Council Meeting open at 5:30 P.M. She then recessed the meeting into the posted executive session. Executive Session The Council reviewed and discussed the evaluation of the City Charter Officers followed by consideration of real estate acquisition matters: 13th Street and Avenue M; easements on Highway 75N; and utility easement on 11th Street to 19th Street. [Note: both CounciLmembers Carter and Barrett were absent from this executive session. Councilmember Barrett was present for the following formal session.) The executive session concluded at 6:45 P.M. CITIZEN INPUT /INQUIRY SESSION Charles Smither. Jr., concerning the Meadows Foundation budget Mr. Smither advised he was not able to attend the Last meeting of the Council where there was some discussion on the Meadows Grant situation. He said in the minutes of the July 24, 1990 meeting, Mr. Knotts is specifically asking questions about the contract which was agreed to and authorized that night. Mr. Smither advised it appears, from what he has heard from people say who attended the meeting, and from what the minutes report, that the two contracts passed that night were Meadows money. He said to him, that is in direct opposition to what is shown on the downtown revitalization Project Cost Summary by Funding Source, which was agreed to in the Council's proposal to the Meadows Foundation a couple of months ago - -June 22. He said he would like some clarification on the comment included in the minutes that that was Meadows money being spent and not the Huntsville citizens' money. Mayor Monday said the Council is anticipating a work shop on the downtown project and its funding as soon as it can get together with the Arts Commission. She said she was sure that at that time those questions would be appropriate and the Council will address them at that time. Mr. Pipes noted this can easily be held within the next two weeks. Dave Cich, President. Chamber of Commerce. concerning authorization for Brazos Transit shuttle service between '-Fair on Square-' downtown activities and "Fall Festival" activities at Fairgrounds. Mr. Cich advised he is representing Mr. Dale Wright, Chairman of the Fair on the Square Committee. He presented the request that Brazos Transit provide a shuttle between the Fairgrounds, where the Fall Festival will be held the same weekend, and the "Fair on the Square'- downtown area. He said the request has to come from a public agency; the Chamber cannot make the request directly. He noted the City supported them in this fashion last year and the Brazos Transit service worked out very well. He noted he will appreciate the Council's support of this activity again this year. Mayor Monday suggested placing this item ' on the agenda for next Tuesday. Mr. Scott Bounds, City Attorney, advised the Mayor can request this service and formal city council action would not be necessary. Mayor Malay noted then if there are no objections, she will proceed to make the request. No objections were expressed. CITY COUNCIL MINUTES OF AUGUST 21, 1990 BOOK m0" 167 FORMAL MEETING RECONVENED Mayor Monday then reconvened the formal session. Counci Lmember and Mayor pro tem Howard presented the invocation. CONSIDER THE MINUTES OF PREVIOUS MEETINGS Councilmember Barrett made the motion to approve the City Council minutes of July 10 24 and 30 1990 as presented and Councilmember Gaines seconded the motion. ALL were in favor and the motion passed unanimously. CONSIDER PUBLIC HEARING Consider a recommendation from the PLanning and Zoning Commission to call a joint public hearing to obtain the community's input on rezoning Far Hills I Addition. Section 1 as requested by property owners' petition. Mr. Gene Pipes, City Manager, presented information from Mr. Grady Manis, Chairman, Huntsville Planning and Zoning Commission, advising that the Commission reviewed on August 6, 1990 the application of Dr. B. Coker for a rezoning of the property known as Far Hills 1 Addition, Section 1. Mr. Pipes advised a petition requesting rezoning was submitted with the application signed by aLL affected property owners. He noted the Commission has reviewed the application according to the goals and objectives of the City as contained in the Comprehensive Plan and specifically considered the objective in Goal One which notes that "conflicts resulting from incompatible Land uses should be minimized and the established characteristics and identity of the neighborhoods of the community protected." Mr. Pipes said the Commission finds that the application for rezoning is consistent with the Comprehensive Plan and recommends that a joint public hearing be caLLed by the City Council as soon as possible to obtain the community's input into this matter. Mayor Monday requested that the hearing be held in conjunction with the budget discussions. Mr. Pipes said it could be held on the same evening as a regular council meeting, perhaps in mid - September. He then presented the ordinance calling a joint public hearing, as foLLows: ORDINANCE NO. 90.13 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF HUNTSVILLE, TEXAS ACCEPTING A PRELIMINARY REPORT ON REZONING BY THE PLANNING AND ZONING COMMISSION; CALLING A JOINT PUBLIC HEARING; AND MAKING OTHER PROVISIONS AND FINDINGS RELATED THERETO. Councilmember Barrett made the motion to adopt Ordinance No. 90 -13 and Councilmember Howard seconded the motion. Note: The date and time were decided to be September 18, 1990 at 7:00 P.M., which is at least three weeks from today [15 days notice required]. After some discussion for clarification, all were in favor and the motion passed unanimously. CONSIDER CENTRAL DISPATCH SYSTEM Sheriff Dale Myers and Police Chief Hank Eckhardt. to discuss the formation of a CentraL Dispatch System for the Huntsville- Walker County Emergency Services Mr. Hank Eckhardt, Police Chief, introduced both Sheriff Dale Myers and Mr. PauL Alexander, Director of the Huntsville - Walker County EMS. He noted Jim Haley, Sergeant, DPS could not attend this meeting. Chief Eckhardt advised the Council these individuals met with the Commissioner's Court in their work session yesterday to explain their concept of a Central Dispatch System. He said about two years ago, they began Looking at improving the 911 system in the City and State. He said legislation was passed requiring 911 ' services in certain counties and recommending it to the rest of the state. He said Walker County opted to get the 911 system and as a result, he has been working with the Sheriff's Department to begin working on implementing the 911 program here. He said as this work progressed, it became more and more evident that more extensive coordination of the dispatch services would be to the benefit of city and county citizens. Chief Eckhardt noted about two months, Lt. McDUgLe, working with the 911 implementation program, attended meetings to learn about the equipment required to install the new system, and realized we may be Looking at CITY COUNCIL MINUTES OF AUGUST 21, 1990 BOOK "0" 168 n added space that will be needed for the equipment, etc. He said it was also realized that two different ispatch points in Walker County and Huntsville is a duplication of service, so he and the Sheriff, his hief Deputy, Mr. Alexander, and Lt. McDugle discussed the possibility of combining all of the dispatch ervices and having one central dispatch service so that all the 911 calls would come to one place and the right hand would know what the left hand is doing." Chief Eckhardt explained when the EMS is doing omething, the Sheriff's Department will be fully aware of what is going on and the City Police and Fire apartments would all be fully coordinated in the public safety sector for the citizens of this area. He aid they all agreed this would probably be the best solution and began thinking how it could be done. He aid they had a meeting with the Mayor and the County Judge to put together some ideas. He then presented heir findings and recommendations in two reports entitled: "City of Huntsville Enhanced 911 Program," by t. Larry McDugle, Huntsville Police Department, and the Walker County Consolidated Public Safety ommunication Center Study. He said it was suggested that the new elevated water storage tower might be a ite for the central dispatch office. He said they suggest a figure of $33,500 of city funds to put the tructure in place for the central dispatch center. He said Lt. McDugle did all of the groundwork on this roject and he credited the figures and information to him. Chief Eckhardt said while we are dealing with bstracts, Lt. McDugle same up with cost estimates for moving the different radio systems from the Sheriff's epartment and the Police Department - - telephone lines, AT &T, alarm, etc. He said he also looked at what it ould cost for a one year operation of the center. He said current personnel costs were noted for each epartment. He said the implementation, as envisioned, would probably cost the city somewhere around 32,000 in first year for start -up [building structure facilities and the move] and approximately 811,000 dded to what is currently being paid for maintenance of the equipment, utilities and supplies. He said hile these are rough figures and can be honed down somewhat, they are thought to be safe figures. Chief Eckhardt said they also looked at equipment costs and the long range picture. He noted on an ual basis, there won't be a significant difference in costs; there is projected significant savings when looks at the purchase of equipment. He said in the future, the Sheriff's Department and the Police artment are going to have to buy new equipment for its dispatch centers because equipment does wear out. said when this happens, that type of equipment is of very significant cost. He said if both departments separate equipment, costs are duplicated. He said a central dispatch center will prove to be a future ings in costs. Sheriff Myers said he and his chief deputy visited with the County Judge, Frank Robinson, and three the commissioners cwcerning the pros and cons of having one communications center vs. two. He said an portant factor is that each taxpayer will be paying 50 cents a month for the 911 service. He said with a mbined central dispatch service, H -GAC would only have to buy one set of equipment. He said the Judge and mmissioners felt that it is a good idea. He said he thinks it is a good idea too and should save some ney in the future. Sheriff Myers said now we have seven dispatchers each. He noted Lt. McDugle has rked up some schedules which reflect that this center could be operated with 11 people, but a manager uld have to be hired; such as the way Paul Alexander functions with the EMS. We may not necessarily save whole lot of money right of way, he said, but over the years it is better for the taxpayers and for the ovision of service. He said even if we don't save anything, we'll be able to provide better service. He id many times each department is doing things of which the other isn't aware and there is lots of plication. He said while we may not know where the money is caning from [130 - 40,000 for each entity] to itiate this program, we do need to get it implemented as soon as possible because all the H -GAC people ad for their vendors to bid on this 911 equipment, even though it won't go into effect for two more years. rated the bidding process is lengthy. He said he advised the County Judge it needs to be implemented, the oner the better. He said we are all in the business of law enforcement and emergency services and mbining efforts is necessary so they can do the best they can. He encouraged the Council to give Chief , khardt permission to proceed. Mayor Monday congratulated them for bringing this idea to the Council, noting it is something they talked about for a number of years. Chief Eckhardt said they conceived the idea of a central dispatch set up the same way that the EMS is set up; it will not be a city enterprise or a county enterprise, CITY COUNCIL MINUTES OF AUGUST 21, 1990 BOOK "w" 169 but an independent entity. He said EMS runs extremely smoothly and is something of which we are all proud. He said it would remove a lot of politics and if there is any misunderstanding at any time in the future, then there is a director that is in charge of it and there is a board over that and it can handle it. There will not be misunderstandings between agencies as they will all be involved in it, he noted. He said he and the Sheriff are concerned that they supply the best services they can for the citizens and they feel this is one of the ways they can improve what they are doing. Councilmember Knotts asked if this would be on all of the two -way systems, radios, etc. Chief Eckhardt said it would be everything [not just 9111. He said everyone would continue to have their own frequency just like we do now. Councilmember Knotts asked if he saw any conflict about jurisdictions. Chief Eckhardt said in that situation, that can come up right now. He said they haven't had that problem and don't anticipate it. He said the EMS, Fire, Police and Sheriff's departments operate on different frequencies. He said we need a person that knows what is going on at all of these different frequencies and that is where the dispatch comes in. He said the city does, in effect, have a central dispatch with the EMS, Fire and Police and on weekends and at nights with the public works, etc. for the City. He said the Sheriff's Department basically has the same thing with the constables, game wardens, highway patrol, and operate basically a central dispatch. He said all of this can be brought together in a "super" central dispatch. Sheriff Myers said this is being done in others places as approximately 4 -5 exist throughout the state where either several cities went together or everything was put under one supervisor in a county reporting to a board similar to our EMS. He said he foresees this operating under the same premise. Councilmember Green asked if the University Police Department has any interest in any aspect of ' this. Sheriff Myers said Chief Tackett came to several meetings. Chief Eckhardt said they have shared all the materials with him. He said this is a decision the University will need to make. He said in conjunction with the idea of the central dispatch, the 911 has been a foot in their backs because they have people from all across the nation coming to Huntsville - walker County and everyone is becoming oriented and educated to dialing 911 for safety services. He said a significant section of the university students live off - campus and these people will be able to that 911 and obtain efficient services. He said he is not sure what the university will do. Councilmember Green asked if he is saying they are not interested in being a part of this. Chief Eckhardt said he would hate to speak for anyone at the University. He said he and Sheriff Myers feel this would be very useful for the City and Walker County. Councilmember Green asked if it would be helpful if the University becomes a part of it. Sheriff Myers said if there were more entities involved, it would lower our costs, so if we had SHSU, it would decrease costs for all of us. He noted too that SHSU does a lot of non- police type work such as closing dorms and opening up buildings; however, the way they envision this, everyone will still have their own radio system. He said there are too many people talking at one time to have everyone on one frequency so we'll still have a dispatcher talking to the Fire Department and one in the Sheriff's office and there will be another one doing the rest. He said it is quite a job and at times we'll have to have three people on at one time, plus answering the phone. He said it will be quite a bit of business, but if the University were involved, it would reduce costs. Mayor Monday asked if the University does not join this system, they will have to set up a separate emergency system. Chief Eckhardt said all of the 911 calls that come will go to the central dispatch and if we don't have central dispatch, they will go either to the city or to the county, which means we would have to send some of those emergency calls back to the University. Chief Eckhardt said everyone involved in central dispatch will have access to knowing what is going on so that when there is an emergency and equipment is running at one location, then everyone immediately knows it. He said they do this on the police radios now if there is a fire somewhere; they keep one button and every frequency tells everybody ' that is involved in the city's system what is happening. He said if EMS is running somewhere, they keep one button and everyone in the system knows what is going on with EMS. He said this can prevent a lot of problems in the future. Mayor Monday noted how helpful this would have been if everyone had been keyed in on one button during the Old Main Fire. There being no further questions, Mayor Monday said the Council will anticipate a presentation during the budget review sessions. CITY COUNCIL MINUTES OF AUGUST 21, 1990 BOOK "O" 170 CONSIDER SISTER CITY PROGRAM Mr. Cich referred to a letter from the Chamber to the City several months ago requesting consideration of the feasibility of establishing a sister -city program with Niiharu Village. He said Col. Ed Smith has already established a personal relationship there. He said about four and one -half months Later, we are to the next step. He said we have had a response and a visit by Col. Ed Smith and have received some correspondence to Mayor Monday from the Mayor Suzuki of Niihura Village. He said we now have an issue on the table and we need to decide where to proceed from here. He referred to the letter from Mayor Suzuki, which expressed a very strong interest in proceeding with this which asks us for some input to their initial proposal. Mr. Cich said Mr. Smith has visited with him and the Chamber's Chairman, Dr. Bob Marks, concerning the economic benefits. He noted there is a lot of potential for beef exports to Japan. He said he had a chance to attend a portion of a beef export conference at Texas A&M in May. He said there is a tremendous and growing market for cattle in this area and this is one area he highlighted. He noted Col. Smith and his Japanese wife, had a chance to visit Niihura Village last year and began personal correspondence with Mayor Suzuki. He said there has also been another Huntsville exchange involving Jack King, who sold a pair of miniature donkeys to Niihura Village. He said the donkeys have had an offspring delivered in June, so there is already a relationship established. Also, some letters from Nance Park Junior High were carried by the Smith's to Niihura Village in May, he reported. In March, the Chamber Board, looking at the potential economic, cultural, and tourism benefits to , establishing a relationship with Japan, a tremendous power in the world economic market, voted to recommend to the Council that they take a look at the feasibility of this program. On April 3, the City Council acted on such. He said Col. Ed Smith has done a lot of research on sister -city relationships and has been in contact with sister -city international, which is the organization which coordinates sister -city programs throughout the world. He said he also had a chance to attend a conference in April at the LBJ School of Public Affairs at the University of Texas, which was a special conference on Japanese Sister- Cities. In May, Mayor Monday, after the City Council's endorsement, signed a letter to Mayor Suzuki which was hand - carried and delivered by Col. and Mrs. Ed Smith and Mr. and Mrs. Floyd Moore. He said this event was covered in their local newspapers and there was a photo of Ed Smith presenting the letter to the Mayor and letters to the Superintendent of their schools. In June, Mayor Suzuki responded by way of the letter in the Council's packet this evening. He noted Mayor Suzuki's letter emphasizes that this proposal has been endorsed unanimously by both their village council and the board of education. He said just recently, with anticipation of this being on the agenda today, Mayor Monday sent a letter advising Mayor Suzuki that the City Council would be addressing this proposal today. Mr. Cich then reviewed some of the highlights of the proposal in Mayor Suzuki's letter. He noted it ves a brief description of Niihura Village, which has a population of 8,300. He said it is within mmuting distance of Tokyo and is about 80% forested and agriculture is a major factor there. He said they oduce rice, apples, sericulture and stockbreeding. He said their tourism offers hot springs, mountains, iing and they have an artisan village for folk crafts; a possible tie -in with our folk festival. He said ey also have several temples in the area. He said they estimate they have about a million visitors per ar, so they are in a large tourism area. In their letter proposal, Mr. Cich said, there is an outline of areas they would like to see Loped and on which they are asking for our input: student exchange- -which is very common in the ' �r-city programs -- usually at the public school level; in this case they are proposing junior high. He their summer vacation runs from mid -July to late August and they are proposing it be done during summer Lions, which is also common with sister -city programs. He said they also propose visits by city Iations, the schedule to be determined periodically. He said Mayor Suzuki has stated that if this fall i be possible with Huntsville's schedule, he would like to visit here, but he is waiting for some input CITY COUNCIL MINUTES OF AUGUST 21, 1990 BOOK "0" 171 from us. In regard to cultural exchanges, he said he mentioned the artisan village and the history of East Texas and Huntsville, Sam Houston, the Folk Festival as a potential for cultural exchanges; exchange of general information about the area to educate them about Huntsville, Texas and for us to learn more about Japan. He said he has already mentioned agriculture and tourism as economic exchanges; he can see the Chamber and the Economic Development Corporation playing a role in that area. He said the other thing is that it is recognized that the Council is in the middle of their budgeting. He said when a village council of a village of 8,300 people says they are setting aside 8135,000 for an endowment fund to help fund this program, that certainly gets one's attention. [He said he shares their envy in that, if we are not aware, when Japanese businesses go into business, they are "required" to join their Chamber of Commerce.] He said that money is being set aside as an endowment fund and they will be using the interest earned to fund this program. He said this shows their commitment. The Japanese are very serious about sister city programs; typically they put much more resources into their sister -city programs than their American counterparts; this is very common, he said. He said he would like to dispel the notion that this proposal requires matching funds. He assured them this is not the case. Mr. Cich said he spoke with Dale Dixon, Superintendent, HISD, concerning their involvement because of the student exchange. He said while it is not during the school year, it would not be a formal program of the school district, however, Mr. Dixon expressed a strong interest in HISD taking a look at how to be involved in that through publicizing it to their students and helping through the selection process, etc. He said the Rotary Club already has an interact program/relationship with Japan, although not with the same village, but it could complement this. He said he sees a return, as far as supporting SHSU, noting he spoke with Dr. Friel at the CJ Center and with the Japanese students they frequently have there, this would help provide a network with those students when they are visiting. The initial commitment by the city, although the individuals and members of the Sister -City Commission would be responsible for providing most of the "sweat labor"- -the work in making this program work- -the city should appoint someone on the staff to be a liaison between the Commission and the City or to have a staff person that this committee can work with as far as the city's link to this program. He said the Chamber certainly can, through his efforts and the work of its staff, provide additional resources as can the other organizations involved. He said this has to be worked out as this is a learning process for all of them. He said this would be preferable if someone from City Council could work as a liaison too - -this is just a suggestion. Mr. Cich said the rules are very flexible and Mayor Suzuki is making this program very open- ended. He is asking for a response to his offer to visit Huntsville this fell. He said he is waiting to hear from us. He said Mr. Smith has advised they are very serious about this proposal and they are very excited about the potential. Mr. Cich said this is something that needs to be addressed; it is a new step for Huntsville. He recommended that it be opened for discussion today and then perhaps consider the Council's response next Tuesday. He said the commitment that Ed Smith and he discussed with the Mayor recently, that would show that Huntsville is serious about this, is first, Huntsville's simple endorsement /commitment to the sister -city program with Niihura Village; and second, establishment of a sister -city committee appointed by ' the Mayor and Council with individuals from the community and representatives of key organizations, such as the Chamber, the HISD, Tourism Council and other organizations to actually coordinate the program. He said there would be a fund raising requirement that would need to come from a variety of organizations throughout the community. He said what makes this successful, while it is a sister -city program, is that it is a community program and the city should not be expected to carry the ball by itself. He said because it is a sister -city program, the first action will need to be taken by the City Council, as a formality. He said he has already been involved, and Col. Ed Smith has already shown a firm commitment. Mr. Dale Wright has expressed an interest, Mr. Cich said, so he has been asked to provide his boat when the Japanese visit to take them to Lake Conroe or Lake Livingston as a part of our Huntsville hospitality. Mr. Cich said he spoke with Dale Dixon, Superintendent, HISD, concerning their involvement because of the student exchange. He said while it is not during the school year, it would not be a formal program of the school district, however, Mr. Dixon expressed a strong interest in HISD taking a look at how to be involved in that through publicizing it to their students and helping through the selection process, etc. He said the Rotary Club already has an interact program/relationship with Japan, although not with the same village, but it could complement this. He said he sees a return, as far as supporting SHSU, noting he spoke with Dr. Friel at the CJ Center and with the Japanese students they frequently have there, this would help provide a network with those students when they are visiting. The initial commitment by the city, although the individuals and members of the Sister -City Commission would be responsible for providing most of the "sweat labor"- -the work in making this program work- -the city should appoint someone on the staff to be a liaison between the Commission and the City or to have a staff person that this committee can work with as far as the city's link to this program. He said the Chamber certainly can, through his efforts and the work of its staff, provide additional resources as can the other organizations involved. He said this has to be worked out as this is a learning process for all of them. He said this would be preferable if someone from City Council could work as a liaison too - -this is just a suggestion. CITY COUNCIL MINUTES OF AUGUST 21. 1990 BOOK "0" 172 Mr. Cich said his wife, Marjaana served as sister -city coordinator in Corpus Christi where they had four programs: Japan, Taiwan, Mexico and a newly established one in Toledo, Spain. He said typically, most or all of the funds are through fund raising. He said Corpus Christi provides some funds to pay for some of the student exchanges, but it is a nominal amount for four sister -city program for the city the size of Corpus Christi: a $15,000 budget. He said the City of Huntsville, being a smaller community, could make the fund raising the responsibility of the Commission in order to make this work. He said the expense for trips needs to be incurred by either the people going or through fund raising efforts to offset the cost of travel, gifts - -the Huntsville hospitality we are aLL proud of - -will need to be obtained through fund raising efforts. He said this is why this is a community program and not a City of Huntsville program. He said he believes it can work with this format. He said he understands from Col. Smith, it is also a new program for Hiihura Village as this is their "first" sister -city program. He said if we look at the Long range benefits, it is better to go into it on a gradual basis- -the commitment needs to be there - -but we can make the sister -city program what we want to make it. He said recognizing our resources and that this is new to us, we should go into it Looking at the Long term and making sure it gets done right and don't try to do too much too early. He said the initial commitment he sees would involve getting ready for their visit here. He said we could possibly request that they postpone their visit until Spring, but they are waiting to hear from us. He said this visit will involve some hosting. He said in visiting with his wife about the way the program was handled in Corpus Christi, he said probably within a year after their visit here would be about the time we need to return the trip. He said Col. Smith and the Moore's have already visited there and Col. Smith would intend to go on this return trip. Mr. Cich said the opportunity for educational benefits, student exchange, cultural exchange, our j istory and their history, economic exchange, the potential for a beef export market, and the status of untsville being able to promote itself as an international city, all have merit. In closing, he felt this , s a tremendous opportunity and potential. He said a tremendous amount of groundwork has been laid by the mith's and the Moore's by their visit there. He said we have in -hand a strong proposal from Niihura illage that is ours to accept or not accept. He said because of how strong their proposal is, it merits a trong response from us; if we are going to do it, we need to show seriousness. The opportunity is there, e said, to build a sister -city relationship into a mutually beneficial, long -tem relationship. He said he eels it has tremendous benefits for the City of Huntsville. Again, he emphasized, we need to do it right, rid if we go into it not quite sure if the city is ready for it or if the community supports it, then maybe e need to reconsider. He said this is why he is not requesting action tonight because he thinks we need to eview it further. He said if there are some questions, they need to gather more information and bring it ack next week so that they can request action one way or another so that the response can be sent to the ayor or Niihura Village. Mayor Monday thanked Dave Cich for his presentation and Col. Smith and Mr. Moore for their interest support. There being no questions from the Council, Mayor Monday said she Looks forward to considering next week. Mr. Gene Pipes, City Manager, presented this ordinance, which simply brings the city's current [ding demolition program into compliance with the current state Law. He said some additional pulations have been made for public hearings and notice and identification of the buildings. He said ' e Councilmembers may remember there was substantial concern in our Large area cities some time ago about [dings being torn down inadvertently and "this plug in the legislative dike-' is simply to assure that s type of thing won't happen. He presented a copy of the state law from the Local Government Code. The tion of this ordinance is as follows: CITY COUNCIL MINUTES OF AUGUST 21, 1990 BOOK "Q" 173 CONSIDER ORDINANCE NO. 90 -14 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF HUNTSVILLE, TEXAS, AMENDING ARTICLE 11, DEMOLITION OR REPAIR OF DILAPIDATED OR SUBSTANDARD BUILDINGS, OF CHAPTER 6, BUILDINGS AND BUILDING REGULATIONS, OF THE CODE OF ORDINANCES OF THE CITY OF HUNTSVILLE, TEXAS; PROVIDING PUBLIC HEARINGS FOR DEMOLITION OF CERTAIN BUILDINGS; ALTERING NOTICE REQUIREMENTS; AND MAKING OTHER PROVISIONS RELATED THERETO Councilmember Howard made the motion to adopt Ordinance No. 90 -14 and Councilmember Gaines seconded the motion. [Note: Councilmenber Bell was absent.] ALL were in favor and the motion passed unanimously with one member absent. CONSIDER COST INCREASE IN RUSTIC PINES LIFT STATION PROJECT TO INCLUDE IT IN S.C.A.D.A. SYSTEM Consider an increase to the engineering contract for the Rustic Pines Lift Station by Wisenbaker. Fix for electrical specifications to add the Rustic Pines Lift Station Project in the SCADA system in the amount of $3.340. Mr. Pipes said this additional cost is required to do the electrical specifications to tie the Rustic Pines Lift Station into the SCADA system. He presented a memorandum from Mr. Glenn E. Isbell, Director of Engineering Design, advising that Mr. DePamphitis of Wisenbaker, Fix and Associates, has requested an engineering contract increase of $3,340 because of the need to change the electrical specifications to accommodate the SCADA System and for moving the location of Lift Station No. 2 in order to obtain easements. Councilmember Howard made the motion to approve this engineering contract with Wisenbaker, Fix and Associates in the amount of $3.340 as outlined above and Councilmember Green seconded the motion. [Note: Councilmember Belt was absent.] All were in favor and the motion passed unanimously with one absent. CONSIDER CHANGE ORDER #1 SCADA COMPONENTS Consider change order nunber one. SCADA components bid number 90 -25 in the amount of $7,087, as indicated Mr. Gene Pipes, City Manager, presented information from Mr. F. Boyd Wilder, Director of Public Utilities, advising that a contract was awarded to Bradburn & Associates in the amount of $57,113 on June 5, 1990 for components necessary to upgrade the electrical control system for the implementation of a Supervisory Control and Data Acquisition ( SCADA) System. In the initial bid document, Mr. Wilder noted, the city failed to include the equipment needed to modify the control equipment on the elevated tower at the Palm Street Plant because it has assumed it could utilize the old equipment; however, it was Later discovered that would not function property. Mr. Wilder noted another item that is necessary to change from the original bid is the Length of submersible cable on the Brookhollow, Club Lake, Elkins Lake Dam, South College Farm and Elkins Lake Post Office Lift stations. He submitted a proposal which indicated the cost for the monitoring equipment on the water tower amounts to $6,687 and the cost for extra cable lengths will cost $400, making the grand total of this change order $7,087. Mr. Wilder advised funds are available for this change order in the original budgeted funds for the project. Mr. Wilder reviewed again for the Council the reason for the change order. Councilmember Barrett made the motion to approve of this change order as outlined above and Councilmember Gaines seconded the motion. [Note- Councilmember Bell was absent.] ALI were in favor and the motion passed unanimously with one absent. I CONSIDER CHANGE ORDER ON LANDFILL PROJECT Consider change order number two. sanitary landfill Proiect in the amount of $17,277.57 to Southern States Equipment Corporation Mr. Pipes, City Manager, presented this change order for Project 87- 10 -02, Phase 111, which will allow the contractor to haul lining material to the pit site for city crews to compact and grade. He noted this will allow the city to have the use of its dump trucks at the site. The cost of this change order to Southern States Equipment Corporation is $17,277.57 for 19,413 cubic yards of liner at 89 cents a cubic yard. Mr. Pipes advised the contractor has been working at the landfill excavating the new pit for some time. He said this work is, in fact, replacing some of the material that was excavated to get the liner in CITY COUNCIL MINUTES OF AUGUST 21, 1990 BOOK uP" 174 place to save the city having to load and haul with its own equipment and replace the materials. He said this is a matter of considerable efficiency while the scrapers are out there to put the Liner in place and get it compacted for the efficiency of just not having to handle it again and tie up the city's equipment from street department use and other uses in the sanitation division. He said the savings are really in the efficiency of putting the material back down. He said the costs are very competitive and the city feels the contractor is doing a very good job. He said the city did not know he would be able to do this initially, and it was able to work this out to save a great deal of time, effort and expense for greater efficiency. Councilmember Gaines made the motion to approve this change order as outlined and Councilmember Barrett seconded the motion. Discussion: CounciLmember Green asked if it will save the city $17,000. Mr. Pipes said it will not, but it will save a considerable amount of additional money. Mr. Isbell said the city's comparable cost to haul is generatLy a little more than 89 cents a cubic yard. Mr. Pipes said the real efficiency is what the city doesn't interrupt on other city projects. He said it is not a matter of having idle trucks, but rather having to switch their current use over to this project in order to get it done. Mr. Isbell said the city has to put in three feet of liner with a foot of cover and they also compact it in six inch welts all the way up. He said they get the scraper to hauL it in and then use the city's rollers to do the compaction. He said this will free up the front -end loader and a couple of dump trucks and three or four men to do other needed projects. Mayor Monday called for a vote on the motion. [Note: Councilmember Belt was absent.] All were in favor and the motion Passed unanimously with one absent CONSIDER BUDGET REPORT AND BUDGET ADJUSTMENTS THROUGH JUNE- 1990 i Consider the budget report and budget adjustments through June 30 1990 Mr. Pipes presented the budget report for the month ended June 30, 1990 and budget adjustments through the period ended June 30, 1990. After a review and a discussion for clarification Councilmember , Barrett made the motion to approve these reports and Councilmember Gaines seconded the motion [Note Councilmember Bell was absent.] ALL were in favor and the motion Passed unanimously with one absent CONSIDER EASEMENTS ON HIGHWAY 75 N Consider authorization to acquire easements for utility lines and drainage improvements along Highway 75N Mr. Pipes, City Manager, presented information from Scott Bounds, City Attorney, advising that Councilmember Barrett and his mother have requested payment for the easements across their properties required to be obtained by the City as part of the Highway 75 widening project. Mr. Scott Bounds, City Attorney, noted although recent state statutes contemplate that a governmental entity may acquire property for a fee from an officer of the entity, the City's Charter has a more restrictive conf Lict of interest provision which prevails. [See Texas Local Government Code Chapter 171; Texas Revised Civil Statute 6252 -9e.] He advised Section 14.10 of the Huntsville City Charter provides that no member of Council or other officer or employee of the City shall be directly or indirectly interested in any contract, the expense of which is paid from the City Treasury. Mr. Bounds advised in 1962, the Texas Attorney General considered whether a County Commissioner could sell property to the county for highway purposes. [See Texas Attorney General's Opinion W.W. 1406 (1962).3 He advised in interpreting a conflict of interest provision very simiLar to the City's Charter, the Attorney General ruled that the Commissioner could not voLuntariLy sell the right -of -way to the county. The Attorney General stated that county could acquire the right-of -way by condemnation, Bounds said. Since the City cannot legally agree with a councilmember upon the sates price of the councilmomber's property, Mr. Bounds said, the city my only pay for an easement from a councilmember (or his family) by condemnation. Mr. Pipes recommended following this procedure in order that everyone can be treated as fairly as ' humanly possible on this project. Councilmember Gaines made the motion to approve this orocedure as CITY COUNCIL MINUTES OF AUGUST 21, 1990 BOOK 'b" 175 CONSIDER ORDINANCE AUTHORIZING CONDEMNATION OF UTILITY EASEMENTS Consider Ordinance No. 90 -15 authorizing the condemnation of utility easements on Highway 75N Mr. Gene Pipes then presented an ordinance in conjunction with the previous topic, the caption of which is as follows: ORDINANCE NO. 90 -15 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF HUNTSVILLE, TEXAS, ORDERING THE CITY ATTORNEY TO INSTITUTE CONDEMNATION PROCEEDINGS TO ACQUIRE AN EASEMENT FOR UTILITIES AND SIDEWALKS ACROSS THE BARRETT PROPERTIES ADJACENT TO HIGHWAY 75 AND MAKING OTHER FINDINGS AND PROVISIONS RELATED THERETO Mr. Pipes noted this will be authorization for the City Attorney to proceed to acquire this property. He noted funds for this acquisition shall be paid from the Capital Improvements Budget, Highway 75 project [account 07- 62- 96613. Councilmeober Gaines made the motion to adopt Ordinance No 90 -15 as presented and Councilmember Green seconded the motion. Councilmember Barrett abstained. Councilmember Bell is absent All were in favor and the motion passed unanimously with one abstention and one absence Discussion: Mr. Pipes said runoff backs up Bush Drive where it makes the turn back to Pleasant Street where there is an area there on top of that plateau that will not drain and has never drained. He said it flows down Normal Park and down behind the car wash and the convenience store on Eastham and ties into a good drainage structure, but it doesn't ever get there because it ponds up in the middle and what does not soak in stands there and allows the growth of mosquitoes. he said the city proposed to bring it out to 75 N and tie it into an inlet box there just up from the tire store; American Bank owns the rest of that tract and from there down to the car wash they have some interest in various parcels. He said the bank owns the vacant tract off of which the contractor is now staging. He said they want to build that, and if they build it in order to sell it, it is going to pond more water. He said if the city doesn't affect the drainage, it will have a worse problem. Councilmember Green asked where the water is currently going. Mr. Pipes said it meanders down from the center of that block towards Eastham behind the Circle K at Eastham between Normal Park and 75N, but it doesn't get there but rather stands in the back yards of all the houses all the way back up to Bush drive to the old Bush place as it carcot break over the curb anywhere and it is so flat it will not flow. He said this is the necessity for the concrete Lining so that it would stay free flowing. He said it will then flow, but it will have to be maintained; a perpetual drainage maintenance situation no matter whether we do this project or not; this simpLy makes it do -able and manageable in the process while aLL the construction is ongoing. Councilmember Knotts asked if this will go on behind the Circle K. Mr. Pipes said it will not because it will be intercepted and brought out to 75N rather than have to negotiate all that vacant land in behind those houses and the car wash, Circle K, etc.; the city could not do excavation work back there at all as there is not enough space. The Mayor called for a vote on the motion. Councilmember Barrett abstained. All were in favor and the motion Passed unanimousLv with one abstention. CONSIDER DRAINAGE IMPROVEMENT HIGHWAY 75N Ij Consider a drainage improvement proposal on Highway 75N in the amount of $26.500 to be paid from budgeted drainage funds. Mr. Gene Pipes, City Manager, advised in coordinating the water line and drainage easements required on the Highway 75 North project, the American Bank was interested in solving a long standing drainage 11 problem related to their adjoining property. He noted the bank has agreed to give the necessary drainage easements if the city would perform the drainage improvements. Mr. Isbell, Director of Design Engineering, advised the grades in this area are so critical that a concrete Lined ditch will be required to drain the surrounding area. He presented costs estimated totaling $26,500 for this work. Mr. Isbell also noted ajl solution for this particular area has been sought for many years but has always been dependent upon the ,I necessary drainage easements to accomplish the project. He noted any design would have to be complimented!.! with the Highway Department extending their proposed drainage to areas in question and needs to be coordinated during the highway expansion program. Councilmeober Howard made the motion to approve of this �Il work as outlined and Councilmember Knotts seconded the motion. Discussion: Mr. Pipes said runoff backs up Bush Drive where it makes the turn back to Pleasant Street where there is an area there on top of that plateau that will not drain and has never drained. He said it flows down Normal Park and down behind the car wash and the convenience store on Eastham and ties into a good drainage structure, but it doesn't ever get there because it ponds up in the middle and what does not soak in stands there and allows the growth of mosquitoes. he said the city proposed to bring it out to 75 N and tie it into an inlet box there just up from the tire store; American Bank owns the rest of that tract and from there down to the car wash they have some interest in various parcels. He said the bank owns the vacant tract off of which the contractor is now staging. He said they want to build that, and if they build it in order to sell it, it is going to pond more water. He said if the city doesn't affect the drainage, it will have a worse problem. Councilmember Green asked where the water is currently going. Mr. Pipes said it meanders down from the center of that block towards Eastham behind the Circle K at Eastham between Normal Park and 75N, but it doesn't get there but rather stands in the back yards of all the houses all the way back up to Bush drive to the old Bush place as it carcot break over the curb anywhere and it is so flat it will not flow. He said this is the necessity for the concrete Lining so that it would stay free flowing. He said it will then flow, but it will have to be maintained; a perpetual drainage maintenance situation no matter whether we do this project or not; this simpLy makes it do -able and manageable in the process while aLL the construction is ongoing. Councilmember Knotts asked if this will go on behind the Circle K. Mr. Pipes said it will not because it will be intercepted and brought out to 75N rather than have to negotiate all that vacant land in behind those houses and the car wash, Circle K, etc.; the city could not do excavation work back there at all as there is not enough space. The Mayor called for a vote on the motion. Councilmember Barrett abstained. All were in favor and the motion Passed unanimousLv with one abstention. CITY COUNCIL MINUTES OF AUGUST 21, 1990 BOOK "0" 176 CONSIDER APPRAISAL ROLL AND TAX RATE CALCULATIONS Mr. Gene Pipes presented the evaluations determined by the Chief Appraiser, Mr. Grover Cook, in the of $378,129,940 as certified on the 23rd day of July, 1990. Councilmember Gaines made the motion to Mr. Pipes then presented the tax rate calculations for 1990. It was noted this year's effective tax is $ .3932 per $100 of valuation. He said this item will be discussed in greater detail in the budget CITY MANAGER'S REPORT - -GENE PIPES Mr. Gene Pipes, City Manager, advised the HuntsviLLe Arts Commission has requested that the Council be made aware of their willingness to act as trustees of an account designated for the printing of a second edition of Huntsville and Walker County, Texas--A Bicentennial History. Mr. Pipes said the commission recommends that the funds, $4,686.31, from the first printing be put into an interest - bearing account to let interest accrue to that account and the Commission would review the fund annually. Mr. Pipes said some time ago the funds left over from the former committee that was in charge of writing and publishing this initial history book was turned over to the City. Mr. Pipes said on March 16, 1989, the Council approved the expenditure of these excess funds to publish a revision of the bicentennial history book. Councilmember Mr. Pipes, City Manager, advised local merchants on the south side of the Square requested that the ity consider restoring two hour parking on the outside of the Square. He said the new parking enforcement fficer has done a very good job of assisting with the improved parking additions in downtown Huntsville. e said those changes necessary to effect this are in the following ordinance, the caption of which is as Dhows: ORDINANCE NO. 90 -16 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF HUNTSVILLE, TEXAS, AMENDING CHAPTER 12, MOTOR VEHICLES AND TRAFFIC, OF ITS CODE OF ORDINANCES, BY ALTERING THE PERMITTED LENGTH OF TIME OF PARKING ON UNIVERSITY AVENUE, SAM HOUSTON AVENUE, 11TH STREET AND 12TH STREET IN THE VICINITY OF THE COURTHOUSE; PROVIDING A PENALTY OF UP TO $200 PER DAY FOR CERTAIN VIOLATIONS; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE PARKING ZONES; AND PROVIDING FOR THE PUBLICATION AND EFFECTIVE DATE HEREOF. Pipes said the City has had a very good response from the downtown merchants that these two hours are ;sary for shopping convenience. Mayor Monday said she has been in contact with a number of merchants town and they are very strongly supporting this. Mr. Bounds noted an error in Section 1 -of this nance which states the area is "designated as a one hour parking zone," and it should say as "no ing zones." Councilmember Barrett made the motion to adopt Ordinance No. 90.16 and Councilmember Gaines CONSIDER ORDINANCE NO. 90 -17 Mr. Gene Pipes, City Manager, presented this ordinance, the caption of which is as foLLows: CITY COUNCIL MINUTES OF AUGUST 21, 1990 BOOK "Q., 177 ORDINANCE NO. 90-17 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF HUNTSVILLE, TEXAS, AMENDING CHAPTER 12, MOTOR VEHICLES AND TRAFFIC, OF ITS CODE OF ORDINANCES, BY ESTABLISHING NO PARKING, STANDING, OR STOPPING ZONE ON THE SOUTH SIDE OF BOETTCHER DRIVE FROM HARDY STREET TO BETO STREET ON SCHOOL DAYS; PROVIDING A PENALTY OF UP TO $200 PER DAY FOR CERTAIN VIOLATIONS; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE PARKING ZONES; AND PROVIDING FOR THE PUBLICATION AND EFFECTIVE DATE HEREOF. Mr. Pipes, said neighbors whose property fronts Boettcher Drive on the south side requested that this be no parking and wished to receive comparable treatment as provided at the Gibbs Elementary School in Loading across the street, which is no parking, stopping, standing on 19th Street. The City has conminicated with the HISD Superintendent and he concurs with this action, he said. Authorization is requested so that it can be implemented prior to the beginning of school next week so that the parents can become accustomed to it at the start of school, he suggested. CounciLmember Gaines made the motion and Councilmember Hammock seconded the motion. Discussion: Councilmember BeLL questioned how parents would drop off their children under this ordinance as parents can no Longer drive around the buiLding. Mr. Pipes noted they have moved all of the portable buildings and made an access route around the buildings for this. Mr. Bounds said parents will be able to stop and stand on the school side of the street, but can't stop or stand across the street. He said they can drive into the school property, discharge their children, and drive around the school to exit on Boettcher Drive. He said the discharging of students became a problem Last year for the neighboring ' property owners and they simply want the same consideration given to neighbors to the Gibbs Elementary School. Mr. Pipes noted the HISD Superintendent, Dale Dixon, made just such a proposal to the PTA and school officials at Stewart Elementary School earlier this year and he welcomes this regulation because it will help route the cars around the school to the appropriate unloading position. CounciLmenber Gaines spoke in favor of this ordinance. Councilmember Green noted at the Gibbs School, there is a four -way stop so that one can actually get out or make a turn; without a stop sign on Boettcher, traffic could be backed up all around the school. Mr. Pipes noted school district driveways are difficult situations with school buses, etc. Councilmenber Green noted passenger cars cannot discharge their passengers where the school buses are unloading. He was not sure this solution is going to solve the problem adequately since there is not a stop sign there to allow one to enter back into the flow of traffic. Mr. Pipes said that is the difficulty of the school crosswalk there because there is mat a street intersection in which to stop. He said one could stop along Boettcher Drive, but it would not coincide with the driveway. Mr. Pipes said the School District has purchased additional property to assist with this situation. Councilmember Green felt it would be helpful if children could be Let out of their cars on the school property. He said someone should direct traffic to allow for left turns there, otherwise it will be a problem. He felt if passenger cars could discharge children where the buses do, that would be much better. Mayor Monday noted perhaps the Superintendent has a plan worked out to address this. The Mayor called for a vote on the motion. ALI were in favor and the motion passed unanimously. MAYOR'S ACTIVITY REPORT- -JANE MONDAY Consider appointments to the Library Board Mayor Monday presented the names of Col. Dermal Elmore, Principal of Huntsville Junior High. She rated he is not a resident of the city; however, he brings an expertise to the board. She said he is very involved in school administration and libraries. She said because we do have a lot of county participation, county representation should perhaps be represented on the board. She said he is willing to serve and with his background, will bring expertise we will not otherwise have. The second name submitted by the Mayor was Ms. Sally Lopez. Mayor Monday noted she also brings a good deal of expertise to the Board and that she is bilingual, which will be helpful to the board. It was noted these two individuals will assume the positions vacated by Mr. A. J. Koinm and Ms. Jackie Merchant, who have both completed their three year terms. CITY COUNCIL MINUTES OF AUGUST 21, 1990 BOOK "Da 178 Councilmember Green made the motion to approve of these two nominations to the Library Board and Councilmember Howard seconded the motion. All were in favor and the motion Passed unanimously. Council - Tourism Committee Meeting Mayor Monday asked the members of the Council Tourism Committee to remain after the meeting to check their calendars to set a meeting to discuss the budget with the Tourism Council so the Tourist Council can then bring it back to the full council. Interagency Breakfast Mayor Monday noted each month she meets with the heads of all the governmental agencies in Huntsville, an activity initiated by Mayor Nash in his administration. She said this morning, TDCJ invited them to Ellis II for breakfast and a number of city staff attended [Dale Brown, Glenn Labatt] and staff members from the other entities were also present. She said it was the best breakfast she has ever seen. She said a tour was then conducted through the ELLis II unit and to the regional center. She noted the opportunity was certainly appreciated and they were wonderful hosts for this breakfast. CITY COUNCIL ACTION Open House for Downtown Proiect Councilmember Knotts referred to the open house held recently in the HEAP building concerning the Meadows Foundation Grant. He said he has visited with Linda Pease, Arts Commission Coordinator, about the budget. He said he is unsure whether we are into the situation of spending money or what is really going III on, but before we get into the work session, he asked Ms. Pease if it would be difficult to set up an accounting because of the budget items we have are very much Like we have with the Chamber of Commerce. He ' felt the Council should get an accounting monthly, bi- monthly, or quarterly, concerning receipts and disbursements, whether it is spending grant money or city money, or whether we are receiving grant money or city money, where it goes, etc. He felt the Council and the public would be interested to see the accounting. He said Ms. Pease didn't see any problem with this. Mayor Monday felt this will be a very appropriate topic for the Council's work session. Mr. Knotts said it seems as if we are going to start some work before we get the budget set up. Mayor Monday noted the night the grant was approved, a workshop was called and we will do that as quickly as possible. Commencement Address Inuressive Councilmember Green complimented the Mayor on her commencement address last Saturday to the Sam Houston graduates. He said she did the city very proud and it was one of the best addresses he has ever heard. Mayor Monday noted it was a pleasure being there and she really enjoyed doing it. Black Asphalt Councilmember Bell complimented the city on all the smooth black asphalt around the Sam Houston State University campus. Problems on 6th & 7th Streets Councilmember Howard noted there are serious problems on 6th and 7th Streets and he felt he needs to share some information about this with Chief Eckhardt. Mayor Monday encouraged him to get with the Chief. Mayor Monday noted she has been in contact with individuals concerning these problems also and has been in touch with a school board member about the matter. She said Chief Eckhardt is going to be working with the school concerning transportation to and from school in this area and is already very much involved in that situation. She noted the Chief would welcome Councilmember Howard's input. ' MEDIA INQUIRIES KSAM Radio Station reporter, Allen Williams, asked Chief Eckhardt some general questions germane to the Central Dispatch Center. CITY COUNCIL MINUTES OF AUGUST 21, 1990 BOOK "0" 179 RECESS TO WORK SESSION Mayor Monday then recessed the Council into a work session for the presentation of the FY 1990-91 budget to be presented by City Manager, Gene Pipes and staff. ADJOURNMENT Respectfully submitted, Ruth DeShaw, City Secretary August 21, 1990