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MIN CC 02/26/1991CITY COUNCIL MEETING OF FEBRUARY 26, 1991 BOOK "Q" 309 MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 26TH DAY OF FEBRUARY, 1991 IN THE CITY HALL COUNCIL CHAMBERS, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 6:45 P.M. The Council met in a regular session with the following members present: W. H. Hodges, Mayor William B. Green City officers present: 0. Eugene Barrett William H. Knotts, Jr. Gary BeLL Ronald L. Large Gene Pipes, City Manager James L. Carter Ila G. Gaines Scott Bounds, City Attorney Ruth DeShaw, City Secretary Member absent: Charles Robinson FORMAL MEETING Mayor W. H. Hodges called the formal session to order. The Reverend Ron Sumter of First Christian Church presented the invocation. CONSIDER THE MINUTES OF THE PREVIOUS MEETINGS Mayor Hodges presented the minutes of February 5 and 19, 1991 for consideration. Counci lmember Barrett made the motion to approve of the minutes of February 5 and 19 and Councilmember Gaines seconded the motion. All were in favor and the motion passed unanimously. ATTENDING CITIZENS II Dr. David Burris Chairman Library Board to Present a "State of the Library" report. I� Dr. Burris, chairman of the Library Board, advised the Library has had a number of noble successes 'p during the last year and has put on a number of programs, such as PALS, and these programs continue to grow. He said the Library has also recently entered into an arrangement with Sam Houston State University, where in January, they have placed on loan to the City a terminal and modem so that the City Library now has access to a computer network so that citizens can access the library collections of the University Library. He said if !I a citizen cannot find what he needs in the City Library, he can access the University Library by computer just as a student can at the University. He said soon they will provide a number of compact disks of additional 1, reference materials that will be available through this network to all citizens. He noted the network is actually much bigger than this and once the City is on this network, it will have access to the collections of SHSU, Southwest Texas State University, Texas A&M University, the University of Texas Medical School and several other schools even as far as Monterey, Mexico through the current field. He said this will increase the number of interlibrary Loans and other uses in the community. He said this is expanding and the Huntsville Pub Lic Library is working currently to try to extend many of these services to the Local school system. He said the '.. Library has already helped the high school get a terminal and other services will be extended to the grade '..'. school soon. Dr. Burris said the public library benefits because of the access to the University's professional /technical library. He said the University Library has materials not available in the public library and the reverse is also true as the University also gains access to materials it does not have; i.e., consumer medicine, electronics, popular mechanics, gardening, genealogy, etc. He said it is a mutual sharing and both entities will benefit from this arrangement. The Council was advised the public library has also grown in other areas. He noted one of the biggest areas of growth is in interlibrary loans. As a result, he said, the Texas State Library Association, through the Houston Area Library Association, has advised they have budgeted a fax machine for the Huntsville Public Library in this next year's budget to try to improve the turn - around it currently has in interlibrary loans, which is exceeding several loans per day now on average. while the library has had a number of successes, Dr. Burris noted, it also has a few problem areas. !!. He said some of these are going to require long term planning that only the City Council can address. He said the city has outgrown the current building as it cannot house the necessary collections to support the City in the current building. Several possible solutions were presented: 1) add on additional floors - -a few year's ago a consultant determined the structure was not constructed to allow the addition of floors; 2) expand out into the park areas on the sides. This would not give it ero,ugh additional floor space, however, it appears to the Library Board that this would not be worthwhile as the city would be spending money for a short -term '.. solution Leading to an eventual move anyway. He said another problem with expansion at the current site is parking. He said there is insufficient parking there now to handle the existing customer base. He said the Board does not feel it meets the current city ordinances for parking spaces for people there as spaces are CITY COUNCIL MEETING OF FEBRUARY 26, 1991 310 shared with the EMS and several other organizations and is difficult on occasions to find parking. A ''.:Burris said another possibility is taking the existing building and remodeling or rearranging some of the rooms and areas. He said this is not going to work out because when the building was originally built, it was not ..built with handicap access, so if the building is rearranged, by the time the handicap accesses are added, '',whatever room it would have tried to gain from the remodeling would be lost or more than made up in the extra faciLities that have to be placed in the building for handicap access. He said the bottom Line is that '.'somewhere in the not - too - distant future, the City Council needs to give serious consideration to the fact that :the library and the community are growing and the city is going to need another location with adequate parking and more space to house the library collections. The Concil also learned the next problem is funding. Dr. Burris said the Library basically obtains J its funding: 1) in the form of grants through the Houston Area Library Association, which in turn gets its ;.funds from the Texas State Library Association; and 2) from the City of Huntsville. He said the local library '!has been quite successful in applying for and receiving grant money; unfortunately, it always comes with strings !attached. He said basically the strings are whatever money it receives from the Houston Area Library ;Associati on has to go toward building a "professional Library," i.e., books on Texas History, bibliographies, .nonficti on, etc. Specifically, he said, it cannot use this grant money for fiction material that people like to read, more hobbies, genealogy, etc. He said the Texas Library Board says that is the way it is supposed to !i be and they don't pretend to have enough money in the way of grants to satisfy alL of the community's needs. He said they recommend we spend approximately 25 percent of our budget each year on new book colLections so we can fiLL in our popular areas. With that in mind, he said, they would like to request an additional $15,000 (in the mid -year budget) so they can get close to that one - fourth funding proposition to get the Library in- Line. After this year, he said, the Board feels it would probably take approximately $25,000 per year for it to meet the state recommended guidelines and stay in line with what the community needs. The second source of funding, he said, is the City. He said Like most cities in Texas, Huntsville has had a few problems with funding in the Last couple of years. As a result, in 1986, 1987 and 1988, essentially no money was available in the city to build the public Library collection, particularly in those popular areas that are most important to the citizens. He said the Board would Like to get this funding restored in the amount of $15,000 additional this year and approximately $25,000 per year in the future so that the Library can build up its collection. He said during the years the Library had lean funding, it found that many of its materials in gardening, house building, etc., have become dated and in many cases, the number of volumes it has is practically nonexistent. He said funding is really needed in those areas. One problem the Library is facing that the Council can address is that the library has been dedicated to the proposition that all citizens of the City should have access to a free public library. He said there is no charge for citizens within the city, however, there is a large number of people who live just outside the city Limits and in the county who have no library facilities whatsoever available to them in the form of a county Library. He said at the direction of the City Council in the past, the Board has extended access to the Library to people living outside the city limits by allowing them to pay a minimal fee of 810.00 to have access. !i He said this has caused the Board somewhat of a problem. He said essentially what we have is a library that is being funded by a population the size of the city where the user population is basically all of Walker County. He said this has put an unfair burden, in a sense, on the citizens of Huntsville as far as access to the already limited resources of the Library. One solution, he noted, wouLd be for the County to contribute an additional amount of money that would be. equivalent to their fair share to fund the City Library. He said this would be a nice solution, however, there is a problem with it. He said the State of Texas has put a caveat in the contract clause. He said they are trying to prevent the situation where a municipality like Huntsville supports a much larger area Like Walker Canty, so that if the Board was to accept 51.00 in funding from the County, than basically what would happen for accreditation purposes is that the population on which the Library is accredited wouLd be extended to be the entire Walker County area, at which time the City would lose its accreditation which is worth approximately $100,000 to 8120,000 a year in terms of services, books, training, and other things it manages to get through the Texas State Library Association. He said at present they are working on a compromise as the Library wishes to continue to extend services to everyone in the camty, but the City Council needs to be aware of the competition that this is making on the library's resources. Dr. Burris then referred to the appendix in his report which gave the current status of floor spacing, . staffing, collections, and the middle colon showing five years from now and ten years from now. If the county population is added in the planning process, he reported, it would have to double the size of the Library and staff to handle the entire county as a county-wide library. CITY COUNCIL MEETING OF FEBRUARY 26, 1991 BOOK "g" 311 The Council was advised that in September of 1990 [Appendix pperdix A of written report], the public Library was notified by the Texas State Library Association that it has been placed on probation. He said there are a number of problems areas, including floor space, size of collection and money spent on the collections. He said all of these can be worked out at present. He said the big problem is that once the population is approximately 25,000 people, the city will be required to have a librarian or at least one professional, normally the librarian, who is accredited by the American Library Association. He said the current librarian, Ms. Hunter, has a Bachelor's Degree and a number of hours past the Bachelor's Degree, but the Texas State Library Association has notified her that they are not willing to consider her hours towards professional Library status. He said at present, there are only two schooLs in the state that they consider to be accredited and that is the University of Texas and North Texas State University. He said fortunately, at least one of those schools [but both of them are vying now], will probably begin offering courses in the Houston area on weekends starting in September. He said the best way at present for the Huntsville Public Library to remove itself from its probational status lit has three years to do so, as Long as it shows it is doing something that shows progress toward alleviating the situation] is to encourage its Librarian, Ms. Hunter, to go down on weekends or whatever is necessary to get another advanced degree so that the City can retain its current accreditation status. He said the Houston Area Library Association had stated as long as Ms. Hunter is enroLLed in classes and making appropriate progress toward a degree, they will consider that as sufficient as far as remaining in probational status. He said the Board would Like to see the City Council make time off available or whatever monetary remuneration is possible to help encourage her to keep the necessary credentials so that the Huntsville Public Library can retain its accredited status. Dr. Burris said the accreditation is based upon population and he has a problem when it comes to the population number; noting the Board is forced to work with population numbers for accreditation out of the Houston Area Library Council. He said they report Huntsville's population to be approximately 6,000 more people than what the city's recent census figures indicate. He said the Board is trying to appeal its current '! probationary status to the Houston Area Library Association in an effort to get them to subtract that 6,000L person approximate difference. He said this will place Huntsville within the guidelines. He said while this will only be a temporary reprieve because if the city grows even a Little in population, the Library wiLL be'' back in the same situation where it will need to have a larger building, better facilities, and bean accreditedlli library. He said the Council still needs to encourage the best solution, which, at present, is to support Ms. Hunter as she pursues her Master's Degree. Mayor Hodges advised that Dr. David Burris, as a member of the Library Board, is a volunteer and he has done a sensational job in this review, along with the help of board members and that of Ms. Hunter, the Librarian. Council Discussions Councilmember Carter noted another solution to the population problem in the city's surrounding neighborhoods [and one he would like to put back on the agenda at some point within the next six months to all year] is annexation. Councilmember Green felt annexation could create a problem, not solve a problem. Councilmember Carter felt this would bring those taxpayers within the city Limits who would then be helping fund the Library through their pocketbooks. He said it does not solve the problem, but it does solve the situation of having a Large population outside the City limits that is being subsidized by the city taxpayers. Mayor j Hodges asked Dr. Burris to explain the problem he sees concerning the non -city resident $10.00 annuaL fee to use the Library. Dr. Burris said it concerns the funding situation again. He said the Library, both through the Texas State Library Association and through the City, is being funded at the rate of 21,000 population, whereas, in fact, its user population is the entire county. He said the $10.00 fee currently charged for a library card, comes nowhere close to coming up with the amount of money, on a per capita basis, for people lI living within the city to fund the Library. He said we need to take into consideration the electric bill, the I cost of the building, the staff, and by the time that is done, the average of a cost of a book anymore is !' approximately $40.00. Mayor Hodges asked how much money is collected annually on the $10.00 fee. Director of Finance, Patricia Al Len, advised approximately $1,800 to $2,000 is collected. Dr. Burris said that really does not reflect all of the users. He said if someone really wants to use the library and they can't come up with the money, their policy is never to refuse service to anyone. Councilmember Knotts asked if the 6,000 difference in population totals involves the inmates housed in the city limits. Dr. Burris said the inmate population is subtracted out of the number the Houston Area Library Association computes and that they are getting their rxmbers from the 1990 census. He said we are getting numbers from that census also and the numbers should be the same, but they are rat. Mayor Pro tem Barrett said he was at an H -GAC meeting today and they were studying demographics on the populations. He advised they may -', CITY COUNCIL MEETING OF FEBRUARY 26, 1991 I ii - -C fLLU 312 -- -- -- have some information that would be helpful as they are using these population numbers for redistricting, etm Dr. Burris said they are trying to appeal, although it will only be a temporary solution if they are successful Mayor Hodges advised should Dr. Burris like to have the H -GAC demographic and population information, Mr. Pip or his staff can obtain that for him. Dr. Burris said Ms. Hunter has obtained them from Mr. Pipes already, bu they have to use the numbers of the accrediting agency that tells them what the numbers are and the Board rest does not have a choice on this. Counci Lmember Bell agreed that the report is sensational. He clarified that in order to get out of t probational status, Ms. Hunter must launch herself into a series of courses. Dr. Burris said basically, s has to finish a Master's Degree in about two and one -half years or the Library will have to hire another perso He said that is going to happen to the Library in a very short time, regardless. Coumilmember Bell noted t probational status is also dependent upon floor space requirements. Dr. Burris said at present the accrediti agency does not see the Library as servicing the whole county but only the city. He said as long as the Libra is able to maintain that from their standpoint now, it is able to stay within and keep the accreditation as to as Ms. Hunter can satisfy the professional Librarian criterion. Councplmember Bell asked if the number volumes is sufficient to meet the area being served. Dr. Burris said it is based upon the city populatio CoumiLmemmber Bell rioted then Ms. Hunter's educational status is the critical need at present. Dr. Burr agreed. Co nci{ member Green asked if the accrediting agency considers the City Library to be servicing t University in a sense. Dr. Burris said only when that University student is a resident of the City Huntsville and most of them are. Councilmember Green said the agency is then including ail of the permane residents and the resident student population in its numbers. Dr. Burris said that is correct and that th do not include the inmates housed in the city Limits in their numbers. Mr. Pipes said the agency is starti with a 32,000 base whereas the actual count of the 1990 census is 27,000, but they are dealing with a project population rather than the actual. Counci Lmember Lange noted no matter what we say about accreditation, etc., when people look for a town to move to, one of the things we talked about is quality of Life and the Library is part of that. He said he has had people tell him, who have moved here within the last couple of months, that they have gone to our Library, and they come from much smaller towns than Huntsville, and their library in that small town had many more services than our Library has today. He felt this is one of those quality of life factors this Council needs to address. Councilmember Gaines advised the Library has increased its dimension through the use of computer terminals to tie into other libraries and has the availability of the resources in so many other areas; s development that has the potential to increase the number of library users. CounciLmeaber Bell noted we have the University Library, which is an important resource, but the city Library serves a completely different need in many respects, in terms of gardening, carpentry, popular mechanics types of subjects, and the University Library does not have this sort of thing. Mr. Burris said consumer medicine is a big area at the Library as well. Councilmenber Bell noted it is not a sufficient excuse to say that we are lucky to have the SHSU Library because that pretty well covers our needs, because in fact, it does not. Mayor Hodges felt the city needs to take a hard look at this, noting it has been obvious that over the last six or eight years because of a very tough budget, restraints on the City of Huntsville have caused the Library to, perhaps, be a Little neglected. He said the Council will look very seriously at that $15,OOO, request and all of the other programs as well. He thanked Dr. Burris again for the very thorough report. Mr. Luther Jones- Entex. to request a "cost of service" rate increase for ass utility customers Mr. Jones pointed out two circumstances that do not appear in the Entex report. He said in reviewing the cost -of- service, which is based on an annual review of what it cost Entex over the previous year, Huntsvi l to has realized a good value for the dollar because the City has done a Lot of street, utility and highway work . that most of the towns in the Entex service area have rat done. He said all of these costs, of which the city', has borne its own costs [Hwy 75 N and Montgomery Road] have been a great expense to Entex, i.e., $70,000+ on Highway 75 alone. He said instead of the company in Huntsville having to roLL all of that in its rates, elk', of the towns in the East Texas Division help to fund that since it is a cost -of- service across the whole. division. He said, in summary, Entex is spending a lot of moray in Huntsville, Texas and someone else is helping to pay for it. He said the report also does not show the cost -of -gas reduction; noting there has beery CITY COUNCIL MEETING OF FEBRUARY 26, 1991 BOOK "Q" 313 a 61 cents per 1,000 cubic feet request through the Federal Regulatory Commission to reduce the cost of gas in April, projected and estimated. He said if that is the case, if we just used 1,000 cubic feet of gas, at 48 cents, we would obviously save 13 cents. He felt by the time this goes into effect, the cost of gas should be in effect, and at that point, we should have a reduction once again in the total bills. He said he took the Liberty of looking at one councilmember's last month's bill which was $88.86, and in April, with this increase of 48 cents and the cost -of -gas reduction, the bilL would be $78.28, which is $10.58 less. Mayor Hodges asked the City Manager for the process the Council uses to take action on this request. Mr. Pipes said the City has original jurisdiction and its agreement with Entex is unique in that if there are no objections, the Council does nothing, and the rate changes become automatically approved over a period of time. He provided information that explains that any increase proposed at Less than 2 1/2 percent aggregate revenue is not considered a major change to be approved in this manner. He said ultimately the Railroad Commission has final jurisdiction on setting rates in the service area for gas service. He said that would be the ultimate authority, but certainly the City Council can choose to effectively act by doing nothing, which is a unique circumstance. He said the Council can also choose to object and set rates for itself, hold public hearings, etc. He said with the current rate increase being somewhat of a half of a percent increase, rather than the 2 1/2 percent barrier, it is not considered a major change. Mayor Hodges noted then if the Council does nothing, it goes into effect. Councilmember Carter commented that no one likes to see, especially elected representatives for their constituents, prices for anything go up when they, supposedly, have some responsibility over it. But, he said, Entex, unlike some of the other utilities in the area, has always treated customers well. He recommended that the Council take no action because he is very pleased with the response the city receives from Entex and its services. He felt their rates were good and noted they have his "vote of confidence." Counci Lmeber Barrett agreed with Councilmember Carter, noting in his seven years on the Council, Entex has done a good job. He said not only should the Council take no action so the rates can automatically go into effect, but he would Like to move that the Council accept this rate proposal as a showing of their '-vote of confidence." Mayor Hodges said that would not be necessary. City Attorney, Scott Bounds, said if the Council wishes to take affirmative action, it would have to be done by resolution or ordinance and he can bring this back at the next meeting. Councilmebmer Barrett said that is not necessary as he can express that confidence in his comments this evening. CONSIDER YOUTH BASEBALL AND SOFTBALL CONTRACTS Consider the annual Youth baseball and softball contracts Mayor Hodges presented the agreements for the 1991 Adult Softball Program between the City and the Huntsville Adult Softball Association (Men, co -Rec, church leagues); the 1991 Summer Baseball Program between the City and the Huntsville Boys Baseball Association; the City and the Summer Baseball and Softball Program; and the City and Huntsville Dixie Boys and Huntsville Girls Softball Association, to conduct recreation services on city park facilities for this coming baseball season. He said the contracts are similar to those of previous years and he recommended their approval. Councilmember Green made the motion to approve of the contracts as Presented and Councilmember Gaines seconded the motion. All were in favor and the nation Passed unanimously Consider Arts Commission Funding Contracts Youth Orchestra Contract: $1.000 - -to provide an opportunity for young, school -age musicians, particularly string players, to rehearse and play orchestra music weekly in the SNSU Recital Halt for 1 1/2 hours; to conduct section rehearsals weekly; and to provide special programm ing for the general public, for the elderly and for school children including a beginning violin class in the summer enrichment activities program; to hire a conductor to conduct the orchestra, including weekly rehearsals, to recruit and retain orchestra members; to supervise section leaders in weekly meetings; to choose and obtain all music for members; and to act as liaison between the orchestra and parents; to present two major concerts for the public and to play at certain community functions. Community Theater Production. $1.500 -- provide organization, production and publication of four performances in Huntsville during FY 90 -91; Progressive Women's Association -- Dramatic Performance: $1,000 -- produce a drama performed by the Charles Gilpin Players of Prairie View ABM with no admission charge for the community at the Huntsville high School Auditorium. Counci lmember Bell made the motion to approve of these three Arts Commission contracts and Counci Lmember Barrett seconded the motion. All were in favor and the motion Passed unanimously. CITY COUNCIL MEETING OF FEBRUARY 26, 1991 :aa 314 CONSIDER BID ITEMS Downtown "Pavestone° Sidewalk -- Autery: $89.077.17 -- Mr. Pipes presented the staff's recommendation to award ',the Low bid of Autery Construction. He noted on January 8, 1991, the Council approved, at Walker County's ',request, the removal and replacement of 320 linear feet of curb and gutter and the construction of three driveways. This work, Mr. Pipes noted, is included in the bid, totaling 411,466.17, which is assumed to be ". funded out of the street capital improvement funds. The Council. was also advised, by memorandum of February ''. 19, 1991 from Glenn Isbell, Director of Engineering Design, that included in this bid package is 300 Linear feet of curbstone and 700 square feet of pavers to construct the lead sidewalk to the proposed Spring Site at a cost of $3,894.00. He noted it is understood that this item is an optional item depending on funding by the county. MV. _ __ ewoa auw+a -- owaca: -- .. I .Nco, c ar nouaam1 pwa _ .— ..... o recommendation to award this bid to Badger Meter Company, the city's current supplier of its annual contract on water meters. He noted the annual contract on 3/4 inch to 8 inch water meters is due for renewal, having just completed the first year of a three year optional contract. He noted the contract allows the city to extend the contract for two years based on a period of one year at a time. He advised the staff feels the present prices are fair market prices. ;No. 90 -22 -- Annual Polyphosphate Contract-- Napco: Renewal -- The City Manager, Gene Pipes, presented the staff's '.'.recommendation to continue the current contract for a second year at the present rate of $290.00 per 30 gallons. He noted Napco was the original low bidder at $290.00 per 30 gallons and this bid remains a fair market price. Mr. Pipes stated this contract also allows the Council the right to extend the contract for two years, based on a period of one year at a time. 'No. 90- 9-- Police Uniforms -- Martin Uniforms: Unit Prices -- Mr. Gene Pipes, City Manager, advised of the city's recommendation to establish an annual contract for the periodic purchase of police uniforms. He presented the recommendation of the Purchasing Agent, Mr. Mark Bosma, to accept the bid of Martin Uniforms, the lowest bid received of the eight bids mailed out. The unit prices are as follows: Police jacket $83.00 each $83.00 each Councitmember Knotts made the motion to approve of all four of these bids as outlined and Councitmember Sell seconded the motion. All were in favor and the motion passed unanimously. No. 91 -10 -- half -ton pick -up (replacement) -- Huntsville Chrysler - Plymouth: $10.200/510,750 Mr. Pipes, City Manager, advised that the Councilmember Knotts asked the staff to look at the alternatives of bidding as many of the city's fleet vehicles as possible with standard transmissions. He said '_. over the last several years the city had evolved away from that. He said the staff requested bids for both !� standard and automatic transmissions for one new and unused 1991 heavy 1/2 ton pickup, but noted it is the staff's intention to purchase the vehicle which provides the best economic driving conditions. He reported out of the five bids mailed out, the low bidder either way is Huntsville Chrysler Plymouth Dodge, Inc. at 510,200 for the standard transmission and $10,750 for the automatic transmission. He said Purchasing Agent, Mark Bosma, acquired information concerning maintenance and fuel differences on vehicles that will be used for "in-town" driving. He learned that the extra cost in maintenance on the standard transmission is primarily in the pressure plate, clutch and bearings. He said to replace these particular parts, it would cost the City $316.00, excluding labor. The Council was advised that this specific vehicle will travel roughly 13,000 miles per year based on past performance in this department. The 1991 EPA fuel economy guide, which all dealerships have, estimates the in -town mileage for this 1991 standard 1/2 ton to be 13 miles per gallon and the automatic, 11 miles per gallon, Mr. Bosma reported. Therefore, he recommended that the city purchase the automatic transmission based on the actual intended "in-town" usage of this particular vehicle. Ms. Cindy Kellgren, Sanitation Superintendent, advised by memorandum that her division prefers the automatic transmission since the large majority of driving will be for in -town use; however, the staff will be pleased with whichever option the Council chooses. CounciLmember Bell, being a semi- satisfied Dodge owner, wondered about the transmission in the Dodge, noting the manufacturer was having some real problems in the 1989 S and 1990 transmissions and he didn't know if it was just in the trucks or in the Caravans. Mr. Pipes said he '.. understands those problems were in the special transmission developed for the Caravan series. Councitmember Men's Women-& Polyester trousers /stacks $25.75 each $25.75 each Polyester short sleeve shirts $22.00 each 522.00 each Polyester long sleeve shirts $25.00 each $25.00 each Police jacket $83.00 each $83.00 each Councitmember Knotts made the motion to approve of all four of these bids as outlined and Councitmember Sell seconded the motion. All were in favor and the motion passed unanimously. No. 91 -10 -- half -ton pick -up (replacement) -- Huntsville Chrysler - Plymouth: $10.200/510,750 Mr. Pipes, City Manager, advised that the Councilmember Knotts asked the staff to look at the alternatives of bidding as many of the city's fleet vehicles as possible with standard transmissions. He said '_. over the last several years the city had evolved away from that. He said the staff requested bids for both !� standard and automatic transmissions for one new and unused 1991 heavy 1/2 ton pickup, but noted it is the staff's intention to purchase the vehicle which provides the best economic driving conditions. He reported out of the five bids mailed out, the low bidder either way is Huntsville Chrysler Plymouth Dodge, Inc. at 510,200 for the standard transmission and $10,750 for the automatic transmission. He said Purchasing Agent, Mark Bosma, acquired information concerning maintenance and fuel differences on vehicles that will be used for "in-town" driving. He learned that the extra cost in maintenance on the standard transmission is primarily in the pressure plate, clutch and bearings. He said to replace these particular parts, it would cost the City $316.00, excluding labor. The Council was advised that this specific vehicle will travel roughly 13,000 miles per year based on past performance in this department. The 1991 EPA fuel economy guide, which all dealerships have, estimates the in -town mileage for this 1991 standard 1/2 ton to be 13 miles per gallon and the automatic, 11 miles per gallon, Mr. Bosma reported. Therefore, he recommended that the city purchase the automatic transmission based on the actual intended "in-town" usage of this particular vehicle. Ms. Cindy Kellgren, Sanitation Superintendent, advised by memorandum that her division prefers the automatic transmission since the large majority of driving will be for in -town use; however, the staff will be pleased with whichever option the Council chooses. CounciLmember Bell, being a semi- satisfied Dodge owner, wondered about the transmission in the Dodge, noting the manufacturer was having some real problems in the 1989 S and 1990 transmissions and he didn't know if it was just in the trucks or in the Caravans. Mr. Pipes said he '.. understands those problems were in the special transmission developed for the Caravan series. Councitmember CITY COUNCIL MEETING OF FEBRUARY 26, 1991 BOOK "g" 315 �.BeIL said these problems are also in their New Yorker and in a number of their sedans; he was concerned that !it may be in the trucks as well, and if it is, the city really does not want that transmission. Counci [member Carter made the motion that the City purchase the standard transmission. Counci Lmember Knotts seconded the motion. Discussion. Counci [member Knotts said he talked to a representative of Moore -Henry Motors, the second low bidder, but came away more confused than before concerning all the differences. He said he could not get the cost information on repairs or replacement of an automatic transmission versus a standard .one. CounciLmember Barrett said he would Like to concur with the staff's recommendation to go with the automatic transmission because he has heard of some problems with a clutch slipping on a person's foot and the vehicle rolling back. He said one accident could more than make up the difference. He said the city would not !.get any better gas mileage around town whereas, if it were to be used out on the road a Lot, it perhaps would. He then recommended the staff's recommendation to purchase the automatic transmission. Mayor Hodges said he will personally vote against the standard transmission because he feels the Council needs to think about the employee's comfort and ease in getting around town. CounciLmesber Bell asked if the motion on the floor is defeated, he would want the understanding that the automatic transmission be checked out as to its reliability. 'Mayor Hodges said we can vote to table this bid if there is no urgency- Counci Lmember Bell said he is not interested in tabling it, but does not want to purchase a problem transmission. Mr. Pipes said a determination can be made. Mayor Hodges suggested voting to approve it subject to the transmission being checked. Councitmember Gaines noted along with the comfort and other reasons for acquiring an automatic transmission, there are not a lot of people who know how to drive a standard transmission. Upon a vote on the motion on the '.floor to purchase the standard transmission on this low bid from Huntsville Chrysler Plymouth, Counci [members Carter and Knotts voted for this motion and all others were opposed [note Councilmember Robinson was absent]. Mayor Hodges noted this motion is then defeated. Councilmember_ Barrett made the motion to accept the Low bid of Huntsville Chrysler PLvmouth for the ' automatic transmission in the amount of $10,750 with the stipulation that the transmission question be resolved in the positive and Councilmember Bell seconded the motion with this qualification. All were in favor of the motion on the floor except Counci [member Carter, who voted opposed. Councilmmenber Robinson is absent. The motion Passed by a vote of seven to one. Consider Resolution No. 91 -4 designating the vehicles used in undercover operations Mr. Gene Pipes, City Manager, presented this resolution, the caption of which is as follows: RESOLUTION NO. 91 -4 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTSVILLE, TEXAS DESIGNATING CERTAIN CITY OWNED VEHICLES AS UNMARKED VEHICLES; AND MAKING OTHER PROVISIONS AND FINDINGS RELATED THERETO The vehicles so designated are: Year Make Serial Number 1985 Ford 1FABP3933FA163396 1985 Ford 1FABP3933FA117356 1981 Dodge 1B3BR47KOBA118481 1986 Dodge 1B3BD26D8GCI99506 1984 Chevrolet 2G1AN69H5E9253225 1984 Chevrolet 2G1AN69H9E9253258 Councilmember Barrett made the motion to adoot Resolution No. 91.4 and Councilmeaber Gaines seconded the motion All were in favor and the motion passed unanimously. Consider Resolution No- 91-5 supporting a renewal of Texas Narcotics Control Prooram application Mr. Pipes, City Manager, then presented this resolution, the caption of which is as follows: RESOLUTION NO. 91 -5 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTSVILLE, TEXAS, AUTHORIZING APPLICATION FOR A CRIMINAL JUSTICE DIVISION GRANT; AUTHORIZING EXECUTION OF GRANT AGREEMENT; MAKING VARIOUS PROVISIONS RELATED THERETO CITY COUNCIL MEETING OF FEBRUARY 26, 1991 316 Pipes advised this resolution joins the City with the Counties of Walker and Madison in submitting a grant lest to renew the Regional Narcotics Task Force from the Criminal Justice Division of the Office of the rnor. He advised it is understood that 25 percent of the total funds requested be met by the participating .rnmental entities [estimated federal funding: $254,660; estimated applicants' funding: $84,886). .Consider Resolution No. 91 -6 endorsing the proposed revitalization Droaram of the Huntsville Board of Realtors Mr. Gene Pipes, City Manager, advised the Council approved of this program, in concept, at its meeting of February 5, 1991. He then presented the caption of this Resolution, as follows: RESOLUTION NO. 91,t 3 4 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTSVILLE, TEXAS, ENDORSING THE PROPOSED REVITALIZATION PROGRAM OF THE HUNTSVILLE BOARD OF REALTORS, INC. CITY MANAGER'S REPORT - -GENE PIPES Mr. Pipes, City Manager, advised this project entails reconstructing an old four inch sanitary sewer Stine Located behind the houses on Mize and Allen Streets [Woods Addition, off of Highway 75N in front of Hardy's Drive -In Grocery]. He said this line was built by developers many years ago and is a constant maintenance ''problem. He said the staff elected to replace this Line in an easement in the rear of the Lots rather than building two lines (one in Mize and one in Allen Street) and having to re -plumb all of the houses to the front. 'Mr. Glenn Isbell, Director of Engineering Design, advised all required easements have been signed by the 'property owners. He said property owner meetings were held on Monday, December 11, 1989 and Monday, August 27, 1990 in order to work with them in resolving any problems. He noted all property owners understand that the '..trees will have to be cleared in order to complete the construction. On February 8, 1991, Mr. Isbell noted, informal quotes were taken to remove the trees and grind stumps in the amount of 54,500 for the removal of 19 trees, with funding for this project coming from account 07 -63 -9505, Infrastructure Improvements, which has a current balance of 5186,610. Mr. Isbell noted the city's tree policy does not apply to this project since it is located within a utility easement, however, due to the overall sensitivity and magnitude of the trees to be removed, he felt compelled to advise the Council that this project is about to get underway. Mr. Pipes said this is really the only workable solution to the overall sewer failure in this area. He said while he has the authority to approve this request, he too wanted to bring this to the Council's attention. Councilmember Carter asked about the conditional easement. Mr. Pipes said one of the neighbors gave the city an easement with the condition that the city take out two additional trees. Councilmember Carter clarified that the person who owns the trees wants the city to remove them. He said he will vote against this project even though he knows the city has done what it can in terms of this project; his no vote will be "symbolic and he does understand the city has to do this type of work periodically. Councilmember Barrett made the motion to approve of the City Manager's recommendation to remove these 19 trees and Councilmember Lange seconded the motion. Councilmember Carter voted no and ail others voted for the motion [Note: Councilmember !. Robinson was absent]. The motion therefore passed by a vote of seven to one. View video of schools' sidewalk design problems Mr. Gene Pipes, City Manager, advised that the Council voted last fall to undertake an extensive program of work involving sidewalks adjacent to elementary schools in various parts of town. He said it discussed extensively a couple of the routes. He noted the route along Martin Luther King Boulevard is of particular 'concern tonight as well as the sidewalk adjacent to Old Houston Road leading to Stewart Elementary School. Mr. Pipes noted the City Engineer, Mr. GLem Isbell, wanted Council's concurrence on his plans before he spent time '..designing these sidewalks. The Council then viewed a videotape narrated by City Engineer Glenn Isbell showing the trees in the easement where the sidewalks would be built on Martin Luther King Boulevard. Mr. Isbell discussed some of the options they considered and discussed with the City's arborist, Mr. Mark Erb. He noted they considered retaining walls, handicap access, maintaining a 12:1 slope, etc. He noted in order to be able to build the sidewalk at curb level and to handicap access it, the city could build the sidewalk and retaining wall and root saw along those trees, but the arborist says the chances the trees will live are slim -to -none. 'He noted then there is a situation where there is a 3 -4 foot retaining wall and then if the trees do die, in order to get them out [stumps, roots, etc.], the city would have to destroy the retaining wall; noting this is CITY COUNCIL MEETING OF FEBRUARY 26, 1991 BOOK "g" 317 'j a catch 22 type situation. CounciLmember Green asked if a motion is in order to cut the trees. Councitmember Green then made the j motion that the city cut the trees. Mayor Hodges noted there are still other areas to review before a motior is in order. Councilmember Carter asked if there is an option of constructing the sidewalk inside the tree area. CounciLmeaber Lange rated he has Looked at this area and if that option is used, there is a slope that will have to be cut resulting in a big valley. Mr. Isbell said if we do go inside, we w1LL have about 60 -8C feet where we will have to build a sidewalk back down 8th Street and than come back out. He said when we gc to the north end of those trees, we will almost have to go in front of the houses to get to the driveways tc come down the driveways to meet the handicap access. He said he didn-t think anyone would use the sidewalks built this way. Mayor Hodges asked if it would be possible to take two feet out of the street and two feet out over the curb to create a sidewalk. Mr. IsbeLt said he would not recommend doing that. CounciLmenber Carter asked why this could rat be considered. Mayor Hodges asked how wide the sidewalk has to be. Mr. Isbell saic the standard is four feet but in some of these areas it is cut down to three feet to get around some of these obstacles. Mayor Hodges suggested taking 18 inches out of the street and 18 inches out of the curb area. Mr. Pipes said then we would have to re -do the curb all along there. Mr. Pipes said the other consideration is that Martin Luther King Boulevard is a major street collecting a Lot of traffic. Councitmember Carter asked what the normat width is of a two Lane road. Councilmember Barrett felt that because of all of the bus traffic, etc. on Martin Luther King Boulevard, the city would not want it to be any narrower. It was noted the trees are in the street right -of -way from the north end looking back toward the school. CouncilmeHmber Carter asked again what the normal size of the street is and what size is this street. Mr. Isbell said this street is 41 feet to the back of the curb and the standard width on an arterial street is 27' to 41', noting Martin Luther King Boulevard was built to the standard. Co ncilmember BeLL said in a conversation he had with Joe Shaw of Champion International when they were discussing the cedar trees at the Gibbs Powell House, ' Mr. Shaw advised the cedar trees can be cut near their base without interfering with them so he feels the claims that those trees are going to die are slightly overstated. CounciLmenber Barrett said he understands the arborist made that statement. Cou cilmember Bell noted different information comes from the arborist. Mr. Isbell said one sweetgum tree would have to be removed. Mr. Pipes noted one of the cedar trees would have to be trimmed and there would be some root incursion, but not much and the large pine tree on the knoll would have to have its roots capped over. Mr. Isbell said on one of the pine trees, the curb wiLL be elevated six to eight inches so that the inside part of the sidewalk wiLL be at natural ground so that the roots will not be disturbed, as recommended by the arborist. Mr. Pipes said the purpose of reviewing this film is to make the Council aware that the City is going; to build sidewalks, it is going to have to remove some trees. He said the Council requested the opportunity! to review any tree removal should that come up. j Mr. Isbell then showed the video on Boettcher Drive leading to the Stewart Elementary School. He said the 36 inch sweetgum tree just around the corner on Boettcher Drive off of Old Houston Road cannot be paral Leled inside the right -of -way. He said the arborist recommended getting an easement on private property and to build! the sidewaLk on top of the roots, with no excavation in the ground. He said if we look closely at this, there are a lot of roots on the top of the ground at this particular sweet gum [and this assumes the city can get an 1� easement to do that] . Counci ]member Carter suggested Landing the sidewalk where the children walk. Mr. Isbell explained another configuration and again the root system is in the way. He said the power Lines are also going through the tree top. Councilmtmiber Carter said obviously he does rat want the city to remove any trees, but he is only one member of the Council. Moor Hodges noted Counci Lmember Green has a motion on the floor to foL Low the staff -s recommendation to out the sidewalk where it belongs Lin the easement] and this motion was seconded by Counci ]member Barrett Discussion: Councilmember Bell noted there are three different areas involved here and perhaps they should be ' considered separately. Mayor Hodges noted the staff is looking for a policy guideline in- general on this. Mr. Pipes said it would make it much easier for the staff to work if they could get some policy guideline. Mayor!, Hodges said he is going to vote for Councilmember Green's motion because the children's safety is paramount and 1, the City needs to put the sidewalks where they belong and that is why we have easements and rights -of -way. He encouraged other comments. Counci lmebmer Carter argued that the people who want to save trees are not unconcerned about pubLic safety; if we have to cut the tree in order to protect the children; obviously we area going to protect the children, however, he was not sure these are the city's OnLy options. He concurred with Councilmember Bell that we have three different areas and the city has three different possibilities and chances CITY COUNCIL MEETING OF FEBRUARY 26, 1991 318 of curving sidewalks in private easements and talking to residents who may not want the trees removed. He rated in the work session preceding this meeting, the consultant told the Council to plant more and more trees in Huntsville and that it is loosing its historical heritage and its forest that represents the city and now it is going to go out along another major artery to cut the trees down. He said this does not make any sense to him. Councilmember Knotts noted not many of the trees the consultant recommended are in the city's right -of- way. Councilmember Bell asked if Arborist, Mark Erb, specifically said the cedar trees will die. Mr. Isbell advised Mr. Erb's recommendation was to put the sidewalk on the house side of the trees above ground level and to not do excavation. He said the problem with doing this is in still being able to handicap access back down's to street Level. Councilmember Bell asked about the retaining wall /sidewalk option. Councilmember Lange noted) there is a lot of foot traffic on that road and the city has to get a sidewalk on that road immediately if not', sooner. He said he is extremely concerned about that. Councilmember Barrett felt Councilmember Carter has a'. good point and perhaps the city can plant some trees in the proper place instead of in the utility right -of- way.:,! Mr. Isbell said the arborist's recommendation was to root -saw the tree on the house side; when the city talked''. about putting it on the curb side [the retaining wail will be probably 18 inches off of the base of the tree)'', it would have to excavate four and one -half to five feet of dirt straight down to be able to do that. He said the city will take everything root -wise on the house side of the tree out. He said there are more than cedar'. trees here as it includes oaks, etc. Mr. Isbell said they have no problem doing this, but there is no guarantee that the trees will live. Councilmember Bell said the point is that he does not think Mark Erb said the trees!: are going to die and he feels that is speculative. He said he is somewhat in favor of taking a chance,'.'. especially with the cedar trees, but the oaks probably will die. Mr. Pipes said this would involve . approximately a dozen cedar trees. CounciLmenber Knotts said another consideration is the damage the roots are going to do if they remain in the ground as they will shove the wall down and shove the sidewalk up.�.'. Councilmember Lange asked how close the retaining wall would have to be to the actual tree. It was noted it!. would be about 18 inches to the base of the tree and the sidewalk would be cut down to a three foot walk in that area. CONSIDER A REQUEST FROM HISD TO JOINTLY FUND AN INNOVATIVE PLAYGROUND PROJECT NEAR SAMUEL HOUSTON ELEMENTARY SCHOOL Mr. Gene Pipes, City Manager, presented a Letter from Dale Dixon, HISD Superintendent, dated February,i 5, 1991 advising that in 1990, HISD applied for and received a grant from the Texas Commission on the Arts to sponsor a three month residency for an artist -in- the - schools to work with students to design an innovative.., playground. The letter advised the Huntsville Arts Commission co- sponsored this project with matching funds.)) Mr. Dixon noted the completed products of this project were a scale model of the playground, blueprints for thej construction of the playground, and a cost analysis for materials. He stated these products have laid the foundation for the second phase of the project: the raising of actual funds to finance this project and the;.', actual construction of the playground. Mr. Pipes advised the location is behind the Samuel Houston Elementary.! School in the area adjacent to the newly dedicated Black History Museum- -the Gilpin House. He said it is to';: be accessible to both the public at -large and the school children. He said this request is seeking $5,000 ins. items to be purchased to help construct the facility. Artist Roe Creager presented the scale model to the Council. He advised, an Assistant HISD,! Superintendent for Special Programs and Campus Operations, Mr. Clayton Waits, contacted him Last summer to ask' :� him to design the model. He said he worked from mid - September through the 8th of December as an artist -in- the -'' schools, mostly in the High School in association with the art classes. He said he had three objectives: 1)' to draw a detailed set of prints; 2) to build a scale model; and 3) to do a cost estimate. He said he borrowed',! his ideas from Robert Leathers who builds these all over the country and has built some enormous playgrounds in the Dallas area. He said its dimensions are 60 feet by 45 feet and it will be located on a 100- wide by 300':' long flat field directly across the street from the TDCJ Personnel Office on 7th Street where the HISD bon fires were formerly held. He said a fund raising organizational meeting was held last week which went well and several nice donations were acquired. He advised the cost of the structure, using retail prices, is estimated'.I! at $5,000. He felt if meterjaLs can be donated, a very nice playground can be constructed at a bargain price.'.; He noted $10,000 does not buy very much in the way of playground equipment generally and certainly nothing as'. :i CITY COUNCIL MEETING OF FEBRUARY 26, 1991 BOOK "G" 319 big as his planned playground. He noted the expensive part is the equipment that will go on it, such as slides, that cannot be built by the building trades class or that it would not want to build because of liability issues. He noted while seeking cost estimates on equipment, a consultant from Spectrum Systems in Houston that constructs playgrounds, reviewed the proposed site and model and reported he said no safety problems with it. Mr. Creager said this consultant gave him some ideas of what to look for in the construction of the playground and basically gave his approval on the design. Mr. Mark Countz, School Board Member, advised this playground will only make up about one- quarter to one -third of the space HISD has available. He said they are not just limited to this and if the fund raising is successful, the plan is to add on more each year. He said on the upper Level of the land near the pecan trees, there used to be some HISD buildings which have been moved out so that this area can be turned into a picnic /barbecue area or a place for parents to come while their children are on the playground. He said they plan to reroute the road to make it as safe as they can. He noted what is presented here tonight is the very least of what they are planning to build this year. He said since last Thursday, he is very encouraged concerning the fund raising as several donations are in and several others are committed. He said with the City's help, they hope to go a lot further and that they are proud of the city's participation to -date and will be proud for that to continue. He said HISD wants this to be a joint venture between the schools and the city and he encouraged the city's support. Councilmember Lange asked about a security lighting system. Mr. Countz said this has not been discussed as they are more involved right now in fund raising. He said it is something that will need to be addressed and it can be worked in with the Samuel Walker Houston Center's needs. He said this should fit in well with what the city plans to do in this area. Mayor Hodges asked the Council if it is their intention to support this plan and if so, Mr. Pipes will ' need to work out the necessary paperwork to set up the intergovernmental relationship. Mr. Pipes advised this project is not budgeted. Councilmember Knotts asked if funds are available in the parks budget. Mr. Pipes said all the park funds are specifically budgeted. He said the funds would have to come from the contingency fund or from mid -year budget allocations, which are some 6 to 8 weeks away. Mr. Creager said if things go well, their schedule is to begin sometime in April, at least to get the posts set in the ground with much of the work being done by the HISD Building Trades Class. He said if they are not able to complete the project by the end of the school year, with the posts in, it can be left until next fall when the structure can be completed. Councilmember Knotts asked that the City Attorney review the city's Liability situation in a project Like this. Mr. Pipes said he will definitely look into that aspect. Councilmember Barrett felt this is a good opportunity to work with the HISD and it will be worthwhile for the citizens of Huntsville. He suggested waiting until mid -year to look at the budget. Mayor Hodges asked if this would be acceptable to the Council. Councilmenber Carter said he is in favor of the project and felt the city can find 85,000 for a project like this. Mr. Pipes noted he will then begin working on the intergovernmental agreement. Mayor Hodges apologized for not moving this item forward on the agenda to shorten the waiting time for the presenters. Councilmember Green asked if there are going to be some trees planted around this structure, noting if it is out in the open, it will be hot. Mr. Creager noted more trees will be planted. Mr. Countz said the Board has talked about planting trees and other structures to provide shade. He said this is an ongoing project of improvement. Reconsider the historical buildina and sites survey oroiect Mr. Pipes reported that County Judge Frank Robinson has advised that the $3,000 the Commissioners Court originally committed to the contract for services with Ausland Architects to conduct an historical survey was contingent upon the receipt of grant funds. He said the Judge indicated it is the County's wish that these $3,000 in funds be placed in abeyance and the grant be applied for once again. Judge Robinson noted while he has not discussed this with the commissioners, he feels they would concur. Mr. Pipes said the question then became whether the city could get $5,000 worth of work done and be timely and successful in that particular regard. He said the response from the architect is that they would be glad to work on a reduced basis, but the intent would be to see if the city could get the 800 sites and structures approved for the 58,000 if the Council will allocate $3,000 from the reserve for future allocation. He advised the mid -year budget for this particular project would be untimely because of the early spring budding which would obscure the houses; this project would then necessarily need to be postponed until next fall. He said in that respect, the Council may wish to consider the whole project in conjunction with the budget next fall. He said the architect will do $5,000 worth of work or 58,000 worth of work or the whole county if the money is available, but of course the money is not available for the full $16,000. He noted $5,000 is presently available. He asked the Council for their CITY COUNCIL MEETING OF FEBRUARY 26, 1991 guidance. 320 j CounciLmember Carter said while he supports the project, he has been asked why this cannot be done .'locally and whether of not it is a duplication of some work that has already been done. Mr. Pipes said the same question was raised during the planning elements for the downtown project. He said some individuals did ask for the credentials necessary to do this work, but no one Locally pursued the certification necessary to achieve, what at that time, was a requirement of the National Endowment for the Arts, but also, of course, of a practical benefit in achieving the medallion status for either the National Register or the Texas Landmark status. Counci Lmember Carter asked if the city has ever obtained markers for the city or the county with the work of someone who was not certified. Mr. Pipes said he is sure the city has. Concilmember Carter noted it !! is also his understanding that if the city does not get this grant, which it didn't, then there is no requirement that the person who does this work be certified. Mr. Pipes said this would only be for the Council's purposes of having the benefit of the credentials in pursuing the National Register or Texas Landmark status. Councilmember Carter asked what are the benefits to the City of this person being certified if we can get the same results. Mr. Pipes said he didn't know that we can get the same results in terms of the National Register and the Texas Landmark designations until the application is made. Coun:ilmenber Carter felt the '.!person making the application does not have to have the certification unless we are operating under the grant. He noted the paperwork is all we have to complete and return. He said Mr. James Patton, County Clerk, has done this type of thing before. He then asked Mr. Patton if he has certification and if he had ever obtained markers for the city. Concilmemnber Carter said he wants this project done, but felt it could be done with Local expertise less expensively. Linda Pease, Arts Commission Coordinator, advised that the Texas Historical Commission assists local communities throughout the state by maintaining a list of people that have registered there as professional in doing this. She said some of the requirements are that the person must have been doing this on an ongoing " professional basis and that certain other requirements be met as wait. She said she didn't know of anyone that does this Locally on an ongoing professional basis who could undertake something that would be some 800 sites. She said she did not know if there would be someone locally who would even be interested in doing this or who has that status. She said the Texas Historical Commission, because they did not have federal funds available this year to go into the project, has indicated that since they would not be supervising any kind of contract with the local community for surveys, that they might, in fact, send some of their own staff people on -site to assist the professional consultant the City selects if it should go forward with the project as planned, without the state funding. She said if the city does not have someone locally who is on the state's list doing the project, the state may not send someone to assist if they are not one of the proposed selected professionals. She said the city was originally required to select a professional and they corresponded with the city on that basis. Mayor Hodges suggested that the City is embarking on this project "almost late" because of an early spring. Mr. Pipes said the schedule is very, very tight. Mayor Hodges asked if the city would be better off I' to delay this until the next winter season. Councilmember Lange asked Ms. Pease how soon this person would be able to get here to begin this project since the trees are budding out early this year noting if this person does not get here tomorrow, he will not be able to do this project. Ms. Pease said the consultant indicated !; as soon as the contract is signed by the city, they will be able to be in town. She said some buildings are not affected by the trees budding out, but it is true that some are. She said they have asked for a contract �! that will stretch over a year so the 20 days and nights can be spent during optimum times for photographing the various sites and in doing the local work. Mayor Hodges felt since the spring season has already arrived and there is a problem with budding vegetation, it might be best to put this project off until the fall. Councilmenber Carter said he does not want to delay the project, but neither does he want to go to Austin to hire, for $8,000, something that can be done locally. He said he would recommend that the city assist, in every way possible, the Local people who have already done some of this paperwork, to proceed with getting whatever sites can be registered within this time frame before we come back and talk about hiring a professional at some Later point. In that sense, he said, he is talking about delaying this contract, but not putting off the work. He said the city, the Arts Commission, and the historical committee of the council could at Least give assistance. In addition, he said, Mr. J. D. Schindler, Director of Community Development, may be able to assist this project. He said his information is that the city can get some of these sites registered. He said he does not want the project delayed, but he is not ready to vote for this particular contract because of the questions that have been raised about it. Linda Pease advised whatever the Council wishes to do is fine. She clarified, however, that even CITY COUNCIL MEETING OF FEBRUARY 26, 1991 BOOK "0" 321 working with the Historical Commission lard they are bringing her a list of about 150 sites], the city has gone Lots of years without such a thing occurring using the local residents, so the Council may wish to consider that in terms of leadership. Counci Lmember Carter noted he did not want to hold up this discussion, but if the City were to get 150 or 200 sites done Locally in the next year, than the city would not have to spend quite as much next year if it decides it has to have a professional out of Austin to do it. County Clerk James Patton advised the first survey that was done in Walker County was done in about three days in August of 1981, some ten years ago, under Houston- Galveston Area Council. He said it was hurriedly done and he had probably two weeks notice that they were coming. He said they gathered what information they could in a very fast paced manner. He said marry sites were missed in the city; however, there were some evaluations made at the time. Walker County was one of the last counties in this area in H -GAC to be done and they were finishing up that particular segment of the grant. He stressed, however, that it was very '.. hurriedly done. He said there are individuals in Walker County who are interested in the evaluations of these structures, but so far as having a professional who has the time to do it and can make the architectural and historical designations and evaluations for these structures, he did not know of anyone Locally that has the time to do it or that could do what is comparable to the H -GAC and /or Texas Historical Commission evaluations. Ms. Pease said she too is unaware of anyone locally. Mayor Hodges said the Council either needs to approve this now and get on with it immediately, or put it off until the fall. Counci lmenber Carter said he defers to James Patton on matters of historical importance. Councilmember Carter noted in the contract, if we do a contract for $5,000 or 28,000, he would prefer the contract to talk about known sites that are going to be done, rather than this vague thing of up to a total of 900. He would like to specify a minimum number that the City is going to get done for this $8,000. CounciLmember Green felt the cost should be related to the amount of work rather than number of sites. ' Ms. Betty Herlong, Arts Commission Chairman, said it is her understanding that for the 48,000 they will survey all of the buildings inside the city limits; they will do a fewer number for 45,000 inside the city or everything in the city limits for 48,000. Counci Lmesber Carter said the question is they have the only number stated that they will do up to 900 sites. He said if they are going to plan to do all of the buildings, he would rather the contract read they are going to do all of the buildings in the city; he didn't understand the vagueness of what they are going to do. Councilmember Green said perhaps the Council is misunderstanding; they said they are going to do all the buildings, but the potential is there that there may be sites that are historical. Ms. Pease said the number is based on a very specific formula used by the Texas Historical Commission, but the city may not exactly fit within that formula so it may have less or more and their expectation is that they can do that many; if we have more than that, they may not be able to do all of that. Mayor Hodges said he is feeling the consensus that if the Council spends funds for this, it wants to spent 45,000 rather than the 48,000. Councitmember Knotts asked if this is the only architectural firm contacted. Ms. Pease said the Texas Historical Commission sent her a List of some people they have listed with them and they recommended ten companies in Huntsville -s general area. She said the city sent out letters to all ten to ask of their interest; three replies were received one of which was negative and the two positive bidders were almost identical in cost or within 450.00. Councilmember Lange said since the key point two weeks ago was the trees budding out and now the trees are budding out, he does not feel this person is going to get any work done now. He said Counci Lmeober Carter has had communications with people who feet we supposedly have local expertise who can do this work. He said he believes if we have the expertise to do a job here in town, we need to pay the money to keep the work here in town. He felt this item should be tabled and Councilmember Carter should contact the people who have contacted him and get them together with our historical commission, etc. to see what we can do locally. Councilmember Lance then made the motion to table this matter with the idea of reintroducing it in the fall and Councilmeober Bell seconded the motion. All were in favor and the motion Passed unanimously. [Note: Councilmmber Robinson was absent]. Review city boards, commissions and committee structure and membership procedures Mr. Pipes advised the Council of the city boards, commissions and committee structure and the membership appointment system. He suggested consolidating the Parks Board and the Open Space Action Committee, which seem to have parallel purposes and intents. He said with some of the Parks Board's members terns set to expire, perhaps same of the Open Space Action Committee members, who have been more active and interested in this work, could be considered to fill those vacancies; eventually evolve to merge the two committees into one. CITY COUNCIL MEETING OF FEBRUARY 26, 1991 322 j Mr. Pipes noted another observation is that the Community Grant Writing Committee's work is virtually !;at a stand still because there aren't that many grants. He said Dale Brown of the city staff cannot lend 'assistance that is necessary at the present time because there is not a great deal of work in that area. Mr. Pipes said the Film Commission had a lot of associated enthusiasm a couple of years ago when it was jcreated. He said many of the principals at that time have moved out of town and no one has picked up the ball. ',He said there was some concern that the Arts Commission did not want to also be the Film Commission when the :I Film Commission was created, but he did not know if any particular progress has been made in that area. He said one possible alternative, of course, is to turn that particular activity over to the Chamber of Commerce's Economic Development group because film making is a business and is not necessarily a particular community asset of the City of Huntsville. The Airport Zoning Board, created many, many years ago, has not met in years and could be incorporated into the Huntsville Planning and Zoning Commission with some minor changes in the zoning ordinance structure, if that becomes necessary. Mr. Pipes said these preliminary ideas are presented to stimulate thought and discussion. He said if the Council is not prepared to discuss this tonight because of the lateness of the hour, it can be brought back 'later for further discussion. Mayor Hodges said the City would like to send a letter, with council concurrence, to many civic organizations and prominent individuals requesting their input as to who would like to be 'appointed to serve on various boards and commissions. He said sometimes he feels the city struggles with appointments. He said if this is done, it will not be in the form of an "Application to Serve" that was used !' in the past. He said if the Council is in general agreement, the city will proceed accordingly. Mr. Pipes can then provide the Council, he said, with a list of people and organizations to whom the Council can send the 'letter requesting names of those who would like to serve on the various committees and boards. Mayor Hodges said the Council can add names to that list or delete from it. Councilmember Carter asked that this letter not be limited to prominent individuals and civic clubs. He suggested the news media can assist the City in getting out this information. He said the city may even wish to purchase time or space because there are citizens in the community that the city does not reach through the groups just mentioned. Mayor Hodges said the point is to broaden it and include everyone and encourage participation. Councilmember Carter said one way to do that is through the media's help to either print the form or advising of openings. The media indicated their willingness to do this. Mayor Hodges noted he seems to be receiving a consensus with this procedure. !' Review the proposed W. S. Gibbs Cultural Center project Mr. Pipes advised recently Counci lmember Gaines met with Mr. Tom Randle to update Mayor Hodges on the evolution of the W. S. Gibbs Cultural Center on property on 7th Street that the City has recently acquired. He said the City has subsequently reviewed a 1981 city funded feasibility study of a civic and cultural center for Huntsville and Walker County; a project of a fairly grand scope. He said it would be advisable, given recent committee appointments by Mayor Hodges, that Counc ilmember Gaines serve as Chair and that she recruit volunteers from the Council to begin reviewing this study to get a direction before the City takes the next step. He said the City does need to develop a time line to pursue this matter. He said with the previous '- documentation, there is a place from which to start. Mayor Hodges noted Councilmenber Gaines has agreed to serve as Chairman and he then asked her to recruit two or three Councilmembers to work with her and to report back to the Council at a later date. Consider the securing and "mothballing "--preservation of the Boettcher's Mill Commissary Store Building and Site The Council was advised of the expected cost to secure and "mothbaLL" the Boettcher's Mill Building, pending future plans by the LULAC group and others. Mr. Pipes, City Manager, said Mr. Kim Williams, Restoration Architect, provided the City with an advisory document_ He said the City went through the site with LULAC representatives and they have expressed willingness to help with a clean -up. He said the city will have to deal with the abandoned gasoline tanks and other things and this will need to be done by qualified individuals which will require some money. He said the major consideration is to obtain and install five smoke detectors and an alarm panel and one exterior horn so that if the security of the building is breached and it does catch on fire the City would be able to respond in a timely manner. He said the total cost of materials is %,750 and the attendant labor costs are approximately 83,207. He said the hard costs of E6,750 would need to be allocated now or at mid -year to secure this building and this would have to come from the reserve for future allocation L. in the general fund. CITY COUNCIL MEETING OF FEBRUARY 26, 1991 BOOK "Oil 323 Councilmember Carter made the motion to approve of the expenditure of $6.750 from the reserve for future aLLocation in the general fund to fund the security system as outlined by the City Manager and in a memorandum from Mr. J. D. Schindler, Jr., Director of Community Development, dated February 22. 1991 and CounciLmember Gaines seconded the motion. ALL were in favor and the motion passed unanimously. :Consider emergency repair to the pump of Water Well No. 19 Mr. Gene Pipes, City Manager, advised that the Low bid was from Lufkin Armature in the amount of $6,105 for a replacement motor for the pump at Water Well No. 19. He said the old motor has been rewound four times and the staff now recommends that the motor be replaced. Councilmember Green made the motion to approve of this !bid for the replacement motor as presented and Councilmeiber Lange seconded the motion. ALL were in favor and the motion passed unanimously. MAYOR'S ACTIVITY REPORT - -W. H. HODGES Tourism Comm ittee Appointment Mayor Hodges than appointed Councilmember Ron Lange to the Tourism Committee. Councilmember Barrett made the motion to approve of this appointment and Counci Lmember Gaines seconded the motion. ALL were in favor and the motion passed unanimously. Youth camp to be located ten miles north of Huntsville Mayor Hodges presented a copy of a brochure concerning a new youth camp which has been estabLished about ten miles north of Huntsville called "Camp Coyote." COUNCIL ACTION Finance Committee Report Councilmember Bill Green, Chairman of the Finance Committee, reported that the city is running a bit ' late on the audit for the fiscal year ending September 30, 1990. He said it was anticipated it would be ready for review at this time. He said it will be sent to the typist in approximately one week. He estimated it will be late March before it could be ready. He said the auditor this year is Candy Dixon's firm. Mayor Hodges asked if there is usually a deadline in these audit contracts for the presentation of the audit to the Council. Co nciLmenber Green advised that was specified, but at this point, it is close to three months behind schedule. Mayor Hodges advised that perhaps future contracts should contain a penalty clause for a Late report. Traffic Hazard -- Normal Park and Bush Drive Councilmember Green advised there may be a potential traffic hazard at the intersection of Normal Park and Bush Drive. He said there is a considerable amount of on- street parking there and it appears that during some part of the year, it is being used as a used car Lot. He suggested making at Least one side of that street a "no parking zone." City Manager Pipes noted that is a very good suggestion and he will follow up on it. Pothole - -Autism Drive and January Drive Counci Lmember Bell noted where January Drive tames into Autumn Drive, there is a pothole that is growing rapidly Larger. Founder's Spring Park Councilmeober Bell advised he has had a chance to meet with Councilmeaber Lange, City Manager Pipes, City Attorney Bounds, and the Walker County Commissioners to discuss Founder's Spring Park. He noted an Executive Session is needed to discuss some relevant real estate matters. The City Manager noted that item is posted for discussion in the Executive Session. Overhead Utility Lines Crossing 11th Street Councilmember Carter asked about the Lines crossing 11th Street, noting he was of the understanding that there would be no overhead utility Lines on 11th Street once the lines were placed underground. He said from the Gibbs Powell House to the end of that stretch, there is a large set of transformers right behind the new Methodist Church and at least four Lines running across the street to it. He said he does not understand why those transformers are not on ground level and why those lines cross that street there. He said he would like someone to explain to him why the city spent all that money placing atL those Lines underground and we still have at Least one pole and one set of large transformers, which, in his judgement, destroy t!,e view of the new Methodist Church building as one enters town. He asked why this cannot be taken down. City Manager Pipes reminded him that the downtown overhead Line removal project was, in fact, consciously done a half block off the Square because of the services to the buildings on each side of the Square CITY COUNCIL MEETING OF FEBRUARY 26, '[991 BOOK "D" 324 facing the Courthouse. He said it was never planned to do an all urderground service, nor was there any way to get service to the new wing of the Methodist Church set in the middle of the block parallel with the alleyway behind the stores on the west side of the Square, which is where that service came across. He said all the Lines were taken off the north [face] side of the Square and the interconnect cables and the telephone cables were taken down to beyond the police station where they were put underground. But, he said, the Methodist Church would have had to pay for a pad mounted service and they simply chose not to do that. He said that overhead cable comes across there and the transformers are hung on the poles because that is GSU -s standard for construction and anything in addition to that, or deviation from it, requires the requester [the purchaser] , to provide the necessary facilities and pay for the additional costs. The Methodist Church said they didn't want to do it, he said. Councilmember Carter rated then the Methodist Church is not participating in the downtown project in ji that regard; in other words, they are not willing to put their lines down like alt the other building j participants along that street. Councilmwmber Knotts asked how much the property owners along the Square paid as he felt the city paid for all of that work to be done. City Manager Pipes said the service to the Methodist Church was always planned to came across like it is. Councilmember Carter said he can always be wrong, but he does not remember that. He said he remembers that there were to be no Lines stretching from the Gibbs Powell House to the Square. Mr. Pipes said the same service stops on Sam Houston Avenue north in front of the '.' Methodist Church, the overhead lines come up to that point in the middle of the block, a half block off the Square and there it stops and goes across to the power pole in front of G80 Barber Shop, On the north side of the Square and University Avenue, it comes up to that same location and cuts behind the stores and all those '.'lines are connected one half block off the Square. He said that is aLL he ever understood was going to be .; accomplished in the project to remove the overhead power lines. Councilmember Carter felt the Methodist Church I' is wrong is not participating in this as this destroys the view of their new building. He said he would encourage them to find the money to help the city out in this regard. He thanked the City Manager for his answer. CentraL East Texas Narcotics Task Force Councilmember Lange said he appreciated the information in the packet concerning the Central East Texas Narcotics Task Force. He said one thing that did concern him, however, is the number of arrests that have been made by the Task Force. He said the Task Force has arrested 80 drug offenders, and many of them have been arrested multiple times. He said he knows we are a city and we are not the Force, but it did disturb him that the Task Force had to deal with these same offenders over and over again. H -GAC Meeting Councilmember Barrett advised he has recently been appointed to two H -GAC committees and that he would be keeping the Council advised of their work. Light needed at Brazos Drive and Highway 30 Councilmenber Gaines reiterated the requests made several times previously by Councilmember Barrett for I!. a traffic control light at the intersection of Brazos Drive and Highway 30. She said it is an extremely dangerous situation. Mr. Pipes said he will continue to pursue this with the SDHPT. EXECUTIVE SESSION Mayor Hodges advised the Council will take a five minute break before beginning the Executive Session discussions to consider pending litigation: Rosemary Knox personal injury suit; and real estate acquisition -` matters: Tam Creek Drainage property, 14th Street drainage property, Sam Houston Avenue property, 10th Street tot, and 13th Street and Avenue M lot. The Council did not reconvene after the Executive Session, which ended approximately 10:30 P.M. Respectfully submitted, uth 4eShaw, City secretary February 26, 1991 I