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MIN CC 04/30/1991CITY COUNCIL MEETING OF APRIL 30, 1991 BOOK "0" 370 MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 30TH DAY OF APRIL, 1991 IN THE CITY HALL CWNCIL 7I CHAMBERS, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 5:15 P.M. The Council met in a regular session with the following members present: W. H. Hodges, Mayor William B. Green City officers present: 0. Eugene Barrett William H. Knotts, Jr. Gene Pipes, City Manager Gary Bell Ronald L. Lange Scott Bounds, City Attorney James L. Carter Charles Robinson Ruth DeShaw, City Secretary Its G. Gaines FORMAL MEETING Mayor Hodges called the meeting to order. CONSIDER THE MINUTES OF THE PREVIOUS MEETING II Councilmember Barrett made the motion to approve the minutes of April 9 1991 and Councilmember Bell seconded the nation. All were in favor and the motion passed unanimously. !i CONSIDER TOURISM DIVISION AUDIT AND PROPOSED MARKETING STUDY Consider Presentation by the Tourism Division of the Chamber of Commerce of the Audit of Tourism funds and a proposed marketing study for Huntsville Mr. Dave Cich, Chamber President, introduced Ms. Pam Anisman as a member of the Tourism Counsel and of the Marketing Task Force, Dee McFarland, Chamber staff member and Coordinator of Tourism activities. Mr. Cich presented the audit report, noting the most significant changes are that: 1) the Chamber is now using the same fiscal year as the City and that is why the statement is a nine month statement to September 30, so their fiscal year wilt start October 1, 1991 like the city; and 2) the Chamber and Tourism audits have been separated. He noted Mr. Ken Davis, their auditor, feels these changes wiLL facilitate the city's understanding of how the monies are spent during the fiscal year. Mr. Cich said the bank accounts have been separated so that all tourism expenses are paid out of the tourism account. The Chamber accounts are in a separate bank, he said, . which gives them a better paper trail and makes it easier to track the auditing, income and expenses. He said about as year ago, the Chamber arranged with Ken Davis to begin a monthly accounting service for the Chamber,' which keeps the accountant involved on a monthly basis and gives the Chamber a better handle on its finances. Mr. Cich said Mr. Ken Davis did meet with the City Councils' representatives to the Tourism Council;!. [Councilmembers Bell, Lange and Gaines] this afternoon to review this information and to discuss it in some detail. Mr. Cich said the Tourism Council finishes the year showing a baLance of $5,400. He said the assets [furniture and fixtures] are also allocated for tourism and those have aLL been depreciated, so the assets are its cash. He said on January 1, 1990, it had a balance of $3,894 and it has accumulated another $1,500 in income over expenses during the current year to bring it to $5,426. He said this is part of the tourism reserves. Mr. Cich reviewed the activity receipts and expenditures for the nine months ending September 30, 1990. He said the tourism contract reflects nine months of the 57,500 per month it receives. He said the permanent attractions contract shows the funds paid to the Chamber from the reserve account last year to provide funds for the Gibbs Powell House and to the Prison Museum. He said expenditures are the same as presented to the Council in the budget last fall, broken down by categories and showing expenditures of 569,900 with excess receipts over expenditures of $1,500. He said with good financial management, they try to stay within the budget and have something left over at the end of the year. He said the Tourism budget is on a cash basis and Mr. Davis feels it is good financial procedures to have some fund balance just to cover operating cash flow from year to year. He said this is an item that is subject to Council consideration. The Council then reviewed a summary showing actual expenditures vs. budget, noting the reason for the discrepancy is the $3,600 that Has allocated for permanent attractions in the museums, which was not included in the initial budget approved by the Council but Has approved mid -year. He said other than this one item, they were very close in staying on budget. In the financial summary, Mr. Cich, noted Mr. Davis summarized some of the changes Mr. Cich just reviewed. He noted one of the auditor's notes concerns the administrative transfer that covers the Chamber's overhead. He noted the breakdown shows that of the $7,500 per month received from '.. the city $3,500 goes to the Chamber for overhead and a breakdown of the $3,500 is also provided. CITY COUNCIL MEETING OF APRIL 30, 1991 BOO[ "G" 371 mayor moages notea ne is guaa to see the Lnamer on the same nscaL year buaget cycle with the City. Mr. Cich then asked Ms. Dee McFarland to give the Council an activity report. Ms. McFarland presented the Tourism Council mid -year activity report highlights for 1991, a typed copy of those was included in the Council's information. Mr. Cich presented the Chamber's audit with fiscal notes. He felt the Council may be interested to see how the Tourism Council and the Chamber itself relate, noting that while the Tourism Council is under the umbrella of the Chamber, for all practical purposes, they are two separate corporations. Mr. Cich then recognized Ms. Gloria Wright, Chairman of the Chamber Board; Rhonda Ellisor, Chairman, Tourism Council, and Mr. Guy Klingensmith, Steve Bullard, Jim BaLzaretti, and Don Kraemer, members of the Tourism Council. Mr. Cich then presented a basic summary for its marketing program. Mr. Cich noted this is a follow up to the presentation he made Last September. He presented last September's presentaton for the Council's information. He said the theme "Escape to Huntsville," is going to be reconsidered after visiting with people in the community and some with expertise in tourism from outside the community, because some new opportunities are developing and the Chamber wishes to have a theme that would best promote the Huntsville area and he is not sure that "escape to Huntsville," which is playing off of the prison identity Huntsville has, was the best way to go. He said with all that is going on in Houston, with jail overcrowding and parolees, he felt there was the danger of some negative backlash since Houston is the city's primary market. He said while this theme has not been dropped, it is being reconsidered and other themes are being considered as well. ' Seed money to develop a marketing program should come from the Turism reserve account, he said, and as of the close of the fiscal year, the account balance stood at 842,000 although it has changed since then. He said the other item discussed last September was that if any portin o the reserve account was to be allocated for special projects, that a mini min of 10 percent of th Tourism reserve would be kept at all times. He said that was not a formal policy action of the Council, just a discussion. He said this is the figure they ahve been using in developing their proposal. Mr. Cich said since Last September, modif icatiohs have occurred, there have been some false starts, and they have visited with some professional firms and talked to the people in the commnity and firms from out of town. He said they alive looked at in -house resources and considered varous options to developing their marketing plan. He said what came to the forefront is the need for some good research to give them the basis into understanding HuntsvilLe's visitors to really be abet to target the market ing efforts and to reduce the uncertainty and get away from the "shotgun," peicemeal approach where we advertise different events separately and try to tie everything together and establish an identify for Huntsville that will be successful in bringing more visitors and dollars to the community and help in he special events such as the folk festival and county fair and shops, retailers, ga stations and help fill up the hotels. He said the hotel -motel tax keeps them in operation, to get to the bottom Line. Mr. Lich said in November, he and Ms. McFarland met with a Baxter + Korge, Inc. of Houston [established in 19573. He said they provided them with a proposal which he has placed in their packet that is every detailed report they are considering. He said they address the research part of this and the need for a marketing- communications plan and the need to look at paid dollar advertising and other types of publicity. He said the Tourism Council voted'to work with this firm, subject to Council's approval, to develop our long range marketing strategy. He presented the resumes of this firm's professional team, with whoa the Chamber would be working. He said this firm is currently revising the original proposal to adapt it to Huntsviolle's specific needs [fine tune]. He said this proposal is now termed a preliminary proposal. He said he would like to bring this back, with its revisions, on May 14 for formal presentation of the proposal. Mr. Cich said the consulting team have excellent credentials. ' Mr. Cich said they have asked this firm to work on developing a marketing- communications plan to cover a two year period to be kicked -off in January or February of 1992. He said other than the Festival, Fair, etc., three new opportunities that are coming forward that this plan would address include the downtown revitalization project and how this fits into the whole package and how to best market that; the 1993 bicentennial of Sam Houston's birth; and the proposed civic - cultural center and how that will fit into this package. He said the museums will also be addressed in this plan too as to how to market them. He said the beginning date of 1992 is timed to Lead into the 1993 celebration of Sam Houston's birth, which needs a full year lead time. He said CITY COUNCIL MEETING OF APRIL 30, 1991 BOOK 1'9" 372 Mr. Cich said the bottom line is the tourism reserve account. He said he knows the Council has receive recent reports that show that hotel -motel occupancy tax collections are off for this year. He said this i something that none of them hoped for but something with which they have to deal and have incorporated int their plans. He said the initial consultant's cost was $35,000 to put together this package. He said th Chamber has asked them to revised their proposal to still satisfy the primary objectives, but eliminate certai items and fine tune the proposal. He said this is the fine tuning they are currently doing. He said th consultants understand the Chamber's budget limitations. He said the Chamber has talked to them about usir available resources [University, Tourism Council, local businesses, etc.] to help hold down the costs. Mr. Cic emphasized this consultant's role will be to develop the marketing plan; do the research, develop the marketir plan, develop the graphics, logos, theme, up to the point where we start the advertising campaign. He said th comparison they make is to an architect designing the house; they are doing the blueprints for us, but how w implement those is based on their recommendations. The Council was advised that due to the decline in hotel -motel tax collections, he has been meeting with Ms. Patricia Allen, the City's Director of Finance concerning the dollars available and has developed a summary'� of current collections and made a projection based on that. He said he used the dollar figures through March frm Ms. ALlen and projected for the remainder of 1990 -91 based on anticipated revenues. He said the Aprj C receipts are not yet ail in. He said the Persian Gulf war did signficantly impact travel. He aid the Holiday; Inn's change to the Park Inn perhaps had some impact. He said there are also some outstanding collections no N; yet received by the City which accounts for some of the deficit. He noted the bottom line for march for th�l tourism allocation, which is 75 percent of the total collections. He said we show a drop from Last year of! 86,800 and this is a figure with which we must work. He said said the unallocated reserve for tourism amounts to $31,000. Based on their $90,000 annuaL budget, through the end ofthe year, he projects a deficit of 57,300, ' for tax collections allocated tourism. He said the S5,400 in their Tourism fund balance i s added into thatl figure and if all the projections work out, they will end the year at S29,000. He said these are the figures! with which they are working now and they would Like to come back to the next meeting to get more into the'! details. Discussion Coun cilmember Carter asekd concerning the payments to the museums, noting that was not a part of the Chamber's actual budget Last year. Mr. Cich said that is correct as these amounts were allocated directly out of reserves. CounciLmember Carter asked what the Chamber is going to do concerning the shortfall. Mr. Cich said the visitors guide co- published with SHSU is one new project to better market Huntsville and the new marketing roposaL they are considering as an investment to market Huntsville better is designed to bring more people to stay in the hotels and motels. He said they are looking at the research into this marketing program as an investment that will pay big dividends for years down the road. Mr. Cich said he is very aware of the deficit. Mayor Hodges asked Councilmember Carter to call Dave Cich if he wishes to discuss this any further. Mr. Cich presented a excerpt from a study done for the Department of Commerce by the U. S. Travel Data Center in Houston concerning the overall impact of travel from 1988. He said it does show that Walekr County ranks 45th out of 254 counties, based on their economic model, including business travel as well as tourism travel. He said it shows the impact in areas other than just hotel -motel tax to show the overall impact. He said it shows 824 million in estimated travel expenditures within the county for one year Counclmember Green noted Mr. Cich is planning to come back on May 14. He referred to the orojectedij reseve balance of 529,554. He asked if Mr. Cich is going to add $45,000 to that. Mr. Cich said that is to bell determined through input from the Counci L Mr. Cich said that amount could possibly come from other sources,ji but that is what needs to be determined once the final figures are in on the .marketing proposal. He said he needs the Council's input between now and May 14. Councilmember Green asked if he is supposed to be thinking;', ' about this between now and May 14 and not to be surprised. He asked what other alternatives is Mr. Cich'i'l thinking about. Mr. Cich said based on the Council's previous discusiosns about targeting 10 percent mini mum over annual budget and reserves, $9,000 is off limits, at the Council's discretion, so roughly 520,000 from that source, $5,000 from other sources, i.e., the Chambers regular operating funds. He said these costs are beingi incurred over two fiscal eyars and they would not aLL be incurr3d at one time but phased out so there would bel some control over them. He said the worst care scenario, if theChamber started this program and the bottom just I' fell out of the hotel -motel rates, and had nothing to do with the marketing program, they would have the coot rol it CITY COUNCIL MEETING OF APRIL 30, 1991 BOOK "C" 373 to stop theproejct. He said they wind rat want to do that as that would not accomplish their needs, but do have some control over expenses. He felt they are not getting themselves too far out on the limb. Mayor Hodges said the major source of fords is that reserve fund. Counci Lember Green said he felt that is what we are realty talking about. Mr. Cich said they are already suffered from exemptions from government related travel because that does involve a lot of travelers here and that does affect their income. Councilmember Knotts noted this is just to exempt them from any hotel -motel tax. Mr. Cich said thre are soma exemptions they are already entitled to. Councilmember Knotts noted this is new and was not in existence before and it will eliminate a lot of the hotel -motel tax. Mayor Hodges asked if this new provsion is just a continuation of existing exemptions. Councilmenber Knott ssaid this is new. Mr. Cich said there is some nex legislation that will expand the exemptions and this is a concern of the hotel -motel industry throughuot the state. He said the Chamber is working with the state associations to keep on top of this as this will affect everyone in the state. Lobster Fiesta Mr. Guy KLingingsmith advised he has Lobster Fiesta tickets for sale if anyone is interested, at 850. each. [The Lobster Fiesta is the Chamber of Commerce's major annual fund raiser.] ATTENDING CITIZEN Mrs. Malloy concerning support services for the elderly 1. She said none of the services regularly attempt to increase awareness of programs or to coordinate provision of the services between service providers. She said this primarily appears to be due budget and time restraints and the providers' attempt to protect their own turf. 2. The participants ni the majority of the programs must meet income requirements and participate in other programs. [i.e., through the bi- monthly commodities program. She said the total amount of the commodity package has a value of $7.00.3 She said in order to be on that commodity program, if one is an older person, one would have to go to the courthouse on a Monday and qualify for SSI, then go to the Human Services office to qualify for medicaid and food stamps. She said the average food stamps per month for the elderly in HuntsviLLe amounts to $10.00. She said after qualifing for those programs, then the person has to return to the courthouse to qualify for the commodity program. She said in order to pick up the commodities, one has to go to highway 75M to the county building where the food can be picked up or if a Grandpersons Center member, that entity picks it up for its members, or Parkview, which also picks up these products for its residents. She said there is a nice gentleman in Huntsville who charges $5.00 to go out to pick up the commodity package for someone; this services nets the recipient about $2.00. She said another gentleman also recognized this need and will take the person out there in return for receiving one -half of the commodity package. 3. There is no comprehensive information and referral program in Huntsville. She said this includes no directory of services, no available guidelines to assist in the order of how one applies for services- - no roadmap to follow to get to the commodities and no one to direct them; no case management program. She said in the Houston- Galveston Area Council for the Aging, Walker County has budgeted the lowest amount for information and referral and does not spend the amount allocated. She said this area agency ' contains 28 counties outside of Harris County. She said the county that comes the closest to spending money for information and referral is Cleveland, which budgets 8629.00 a year and that only covers half the county. She said Walker County only budgets 8500.00 a year. At the end of the first quarter of this year, Walker County had my spent 19 percent of that instead of the 25 percent they should have spent. 4. There is no non - income qualified housing available. She said the subsidized housing that is available Mrs. Malloy said she chose "support services for the elderly in Huntsville" as a research project. She said this included the needs of housing, coordination and accountability. She chose health, and income. She six of the generaL findings said she examined program awareness, along with four possible solutions for ' consideration. [A copy was provided to the Council.] 1. She said none of the services regularly attempt to increase awareness of programs or to coordinate provision of the services between service providers. She said this primarily appears to be due budget and time restraints and the providers' attempt to protect their own turf. 2. The participants ni the majority of the programs must meet income requirements and participate in other programs. [i.e., through the bi- monthly commodities program. She said the total amount of the commodity package has a value of $7.00.3 She said in order to be on that commodity program, if one is an older person, one would have to go to the courthouse on a Monday and qualify for SSI, then go to the Human Services office to qualify for medicaid and food stamps. She said the average food stamps per month for the elderly in HuntsviLLe amounts to $10.00. She said after qualifing for those programs, then the person has to return to the courthouse to qualify for the commodity program. She said in order to pick up the commodities, one has to go to highway 75M to the county building where the food can be picked up or if a Grandpersons Center member, that entity picks it up for its members, or Parkview, which also picks up these products for its residents. She said there is a nice gentleman in Huntsville who charges $5.00 to go out to pick up the commodity package for someone; this services nets the recipient about $2.00. She said another gentleman also recognized this need and will take the person out there in return for receiving one -half of the commodity package. 3. There is no comprehensive information and referral program in Huntsville. She said this includes no directory of services, no available guidelines to assist in the order of how one applies for services- - no roadmap to follow to get to the commodities and no one to direct them; no case management program. She said in the Houston- Galveston Area Council for the Aging, Walker County has budgeted the lowest amount for information and referral and does not spend the amount allocated. She said this area agency ' contains 28 counties outside of Harris County. She said the county that comes the closest to spending money for information and referral is Cleveland, which budgets 8629.00 a year and that only covers half the county. She said Walker County only budgets 8500.00 a year. At the end of the first quarter of this year, Walker County had my spent 19 percent of that instead of the 25 percent they should have spent. 4. There is no non - income qualified housing available. She said the subsidized housing that is available CITY COUNCIL MEETING OF APRIL 30, 1991 BOOK "0" 374 as to meet qualifying income guidelines. She said while we do have 30.6 percent of the elderly people in Huntsville are at the 125 percent of the poverty or below, that leaves almost 70 pecent that are not being addressed in any kind of housing assistant eprogram, including any maintenance or repair work. AARP had done a need for mid - income housing five years ago and found there was a real problem and an increase in need. She said no progress has been reported on achieving a solution. 5. Physicians are limited in town to accept medicaid or medicae patients. She said many of them that do accept these patients are not increasing their patient load. An individual on medicare ony, she said, is worse off than one on SSI and Medicaid; still 70 percent of the elderly. With medicare, she said, the premium cost is $29.90 a month; there are no prescriptions covered under Medicare. She said the hospital coverage is very restrictive and it must be a full -care patient with acute rehabilitation. The limited stay, she said, is 100 days. She said ELLa Smither now has the most amount of Medicare care beds in Huntsville but is planning to cut back on their care beds with the private nursing homes to pick up these patients. to have the care beds that are needed for Huntsville, this means they have to somehoe attract registered nurses in order o fulfill the Medicare requirements. She said they are not competitive in salary with the hospitals to get necessary Registered Nurses. 6. The homemaker and respite services, which are not income based, have a very, very long waiting List. She said this is the most cost - effective program. It puts off an older person going to a nursing home. It allows them to stay in their home. It involves no nursing care, but it does take care of things like cleaning, trnsportation and shopping. She said this could be handled through a very effective volunteer organization. Suggestions Mrs. Mallory presented four suggestions: Establish a comprhensive directory of services. She felt this could be a very good joint effort between local government and the chamber to get this directory assembled. She felt the Chamber of Commerce may be best able to know how to distribute it. 2. To increase intergovernmental agency accountability; i.e., the Office for the Aging has a $500.00 budget for information and referral. She said in interviewing local public elected and appointed officials, it seems to be the perception that Grandpersons Center, Inc. is handling information and referral. On $500 budget with most of it not even being spent, it is not being taken care of. She said this appears like an accountability problem. Other counties in the area from the Office of the Aging, these same 28 cooties, have captured aLL the funds that are available thorugh the system for Legal services for the elderly, case management, and respite care. Why not Walker County, she asked? 3. Establish a volunteer bureau to benefit all age grups, not just the elderly. With the increasing elderly population, many needs can be addressed through volunteers; i.e., transportation, housing repair, shopping, phone suypport system, case management and information and referral. 4. The City can be very effective in assisting with the coordination of services. All of the agencies with which she spoke voiced a need and a want for coordination. She said they made the effort with the interagency council but it has not worked out the way it was originally intended. She said it has developed into a once a month "let's go and have lunch together, there is a speaker, but we don't know who it is.-- She said what is needed is a corodination, a sitting down and hashing out what the problems and needs are and here's what we can offer in a give and take discussion. In concusin, she said, the median age, according to the U. S. Census report in 1980, is 25.8 years. It it projected that in 1995, she said, to be 34.9 years. She said the big difference, according to the Departmetn on Aging, in Walker County, the 60 plus years of population in 1990 was 11,192; by 2000, that is projected to become 15,367, or an increase of 37 percent. She said the changes in the population are beyond the Council's control, but with some effort and ony very minimal investment of revenue, the effectiveness of services can be increased to serve the increasing needs. Councilmember Carter said Mrs. Mallory did this report for his class and he feels she did a thorough CITY COUNCIL MEETING OF APRIL 30, 1991 BOOK "g" 375 - loo. he Baia me nopes the counciimemoers WILL visit witn ner at some time. He said she is leaving town to go to other univesities in some time. He said this is a fairly bleak picture of what faces the elderly in Walker County and Huntsville. He said there are some things here that she discovered and some suggestions the can be done with minimal revenue but with some effort by some community leaders including the Chamber, the County Commissioners and the City Counci L. He said this should be taken as some sort of incentive to Look into these mattres. He said it amazed him that one could go to any of these agencies and they did not necessarily know where to send people to toehr services and functions. He felt that minimaLLy one person handling services for the elderly should know who else is handling other services for the elderly. He felt this is a very serious matter and unlike some other matters the Council handles. He said Mrs. Mallory has a more detailed and Lengthy report if the Council wishes to read it. He noted Mrs. Mallory made an "A" on this report. CONSIDER AGREEMENTS Consider an amended interlocal agreement for parkin and Dark with Walker County Mayor Hodges presented this agreement with one change the County has asked the City to approve. The change is that if the City fails to provide the County with 20 parking spaces, it is the City's responsibility to take the park and mke it into a parking area. Counci Lnmember Bell made the nation to approve this amendment to the contract and ColnciLmember Knotts seconded the motion. Discussion: Councilmember Green restated the had the amendment repeated for clarification. Councilmember Bell noted this would consist of puting asphalt over the park area and woudl require no particular dismantling. Councimember Barrett felt more would be involved in turning this park into a parking lot because by that time it will be improved to the state where wewould have different vegetation, tables, etc. that would have to be dismantled. Ccuncimember Bell noted the tables would be portable as discussed with the Commissioners so they can be picked up and moved. Mayor Hodges ' said he felt the particular plans for the park are not yet set. Councilmember Green said what it has changed to is that now we have obligated the Council to permanently rovide them with 20 parking places for a park. Mayor Hodges said the city had obligated itself to that n the past, this is just a queston of where they would be, on city property or on county property. Counci Lnember Bell said this amendment states that if space has to be turned over to a parking area for cars, the city would simply put the asphalt down to set it back to a parking configuration. Councilmember Green said this happens if the city does not continue to lease the lot. Councilmember Carter said the original contract of last week said if the city does not have the 20 spaces, someone gives up the park. He said he does not recall that there was anything in the original contract saying the city has to do it. Councilmmnber Cater said the city is participatingwith the asphalt for all the other spaces now. Councilmember Bell said all the Commissioners were worried about is getting the asphalt machine into that area so that they would not be left hanging concerning the area for parking cars. CounciLmember Lange noted he understands if the city loses its parking lot on the corner of 12th and Avenue M and has to go back into the Founder's Park area to make a parking lot, the city has to pay for the asphalt and the cost to convert it to parking. Councilmember Green asked if the question is that if the city loses it, then it is required to provide 20 other, or it has to go back in. The Council agreed the city will have one of two choices. CouniciLnember Green noted then the city has to provide lease space to provide 20 other parking pieces or it has to tear out the park. Mayor Hodges said the county will have their 20 parking spaces whether there is an area that the city provides or whether the city goes back to find them on county land [Founder's Park]. Covdilmeober Bell said as the city looks towards this contingency, the expectatim is that we wi LL plant trees in such a way so that they will not interfere with the additional 20 places that we will put in if the city has to pave that area and this has been the understanding all along. He said if the city can't came up with 20 spaces to replace what they loose there on the corner of University and 10th, then the city will pave that park and will have the chance to use those 20 places being taken away now. Councilmember Gaines asked why the city conmitting to provide 20 spaces it does not own. She said the city is simply leasing parking space. She said if the city Loses that parking lease, then it has to provide spaces somewhere else or else the city loses the park. She said the city is obligating someone in the future ' to at least puchase some land to provide parking or find anothe place to Lease and there is not too much within the specified area there to lease. Mayor Hodges noted it is correct the issue is 20 parking spaces. Councilmember Barrett said he does not remember voting on anyth8ng such as this without a cost estimate. he said all he gets an answer of is that it wont cost too much. He said'he didnt feel that was a good answer. Counci lmember Carter said there have been several things on which he has voted upon which he did not have a cost estimate, including numerous projects downtown in the renovations, etc. Counci Lmembe Barrett said those costs were in the packet. Counci Lnenber Carter said he does not remember, and he asked Mr. Poteete in several budget CITY COUNCIL MEETING OF APRIL 30, 1991 BOOK "O" 376 sessions, what stmetning Me susn -Mater ParK wl 11 cost ana we St1LL Oont, nKOw. He S81a it we asK Mr. Poteete now he stilL does not know. Counci lmember Barrett said that park was given to the city. Counci Lmember Carter said it is still going to cost the city money. Councilmember Barrett reiteated his comments of the previous meeting that the city is getting too many parks, it is already obligated to the Eastham- thomason Park, the Gibbs Center, and feels the city is going to at "park poor." He said he does not feel this park [Founder's Spring Park] is needed as the city has the Rather Park downtown and he does not feel this Founder's Park is going to be an asset. he said what the County was goind to do originally would be just as pretty as what the City is i trying to do and the City has made things vey complicated. Councilmember Gaines said she does not understand the provision that says the City will modify the parking ordinance and enforcement policies during any period of itme that it does not offer the parking spaces. She asked what this means. Cotraimember Bell said this miens the county employees can park around the square while the city is Looking for the additional 20 spots in that six month interim. He said the city is attempting here to work with the County so that they are not ticketed 1) consistently. Councilmumbe BeIL said we are going to change our parking ordinance? She said she didn-t like that provision. Counci Lmember Knotts said it is not even enforced now. Councilmember Gaines said we are making a special group here and giving them special consideration. Councilmemer Bell disagreed. Convailmember Carter said we are doing that now because one of the business proprietors downtown told him the city is not running �I the county employees out of the area at the moment. Councilmember Barrett said they go out and change their cars every two hours. Mayor Hodges said "every hour." Councilmember Gaines disagreed with the provision to modify the city's parking ordinance as a part of this contract. Mayor Hodges asked for a vote on the motion. CounciLmembers Long. Knottts. Hodges. Robinson. Carter. Bell voted FOR the motion and Councilmembers GAINES, GREEN AND BARRETT voted NO. The motion passed, however, by a vote of six to three. Consider an amendments to the Central East Texas Narcotics Task Force Agreement. Mr. Gene Pipes, City Manager, presented these amendments, noting the substantive change requiring Council approval, is the authorization to spend money from a limit of $250 to a limit of $500. He said this is a substantialchange in the blanket authority of the Narcotics Task Force. He said the other changes are minor in nature and is the contract that was specifically approved last year. Counci lmember Robinson asked for clarification on the term "chief Law enforcement officer," and if the Texas Department of Criminal Justiceis ill a chief law enforcement officer. Mr. Pipes said the TDCJ is a participant in the Narcotics Task Force and has agents specifically assigned from TDCJ to the Task Force. Councilmember Robinson said he thought this was through the Internal Affairs Division, which is what it says, but it also says the Texas Department of Criminal Justice. Chief Hank Eckhardt said it needs to read the Internal Affairs Department of the Texas Department of � Criminal Justice. Mr. Pipes said we can just add the word "of." Councilmember Robinson said the way it read it sounded like two different entities. Councilmember Sonsinson made the motion to approve the amendments to 'I the Central East Texas Narcotics Task Force Agreement and Councilmeaber Knotts seconded the motion. All were in favor and the motion passed unanimousLV. CONSIDER BIDS Consider renewal of bid 90 -24 for radio maintenance contract with MotoroLa Mayor Hodges presented a memorandum from the Purchasing Agent, Mr. Mark Bosma, advising that the city of Huntsville's annual contract for radio maintenance is due for renewal, having just completed the first year of a three year optional contract. Mr. Bosma noted the City reserves the right to extend the contract for two years based on a period of one year at a time. He recommended continuing this contract for a second year with Motorola Communications and Electronics, Inc. at the present rates as he felt they still represent a fair market price. Councilmember Knotts made the motion to approve of the renewal of Motorola's contract for a second year and Councilmember Gaines seconded the motion. Alt were in favor and the motion passed unanimously. Consider bid 91 -13 for water supplies to 0 & R Utility Supply in the amount of $37- 125.81 Mayor Hodges presented a memorandum from the Purchasing Agent, Mr. Mark Bosma, advising the city intends to purchase water supplies for a number of upcoming projects as requested by the engineering and capital improvements /public utilities department. Mr. Bosma recommended the lowest bid of the eight bids received or that of 0 & R Utility Supply in the amount of 837,125.81. Councilmember Knotts made the motion to approve of the 0 & R Utility Company's bid for water supplies and Councilmember Gaines seconded the motion. All were in CITY COUNCIL MEETING OF APRIL 30, 1991 BOOK "0" 377 Consdier Ordinance No. 91 -6 directing the giving of notice of intention to issue city of Huntsville. Texas. Waterworks and Sanitary Sewer Suystem REvenue Bonds. Series 1991. Mayor Hodges presented this ordinance, the caption of which is as follows: ORDINANCE NO. 91 -6 AN ORDINANCE DIRCTING THE SIVING OF NOTICE OF INTENTION TO ISSUE CITY OF HUNTSVILLE, TEXAS, WATERWORKS AND SANITARY SEWER SYSTEM REVENUE BONDS, SERIES 1991 Mayor Hodges said this notice essentially states the City will meet at 7:00 P.M. on June 11, 1991 to consider adopting an ordinance authorizing the issuance of Waterworks and Sanitary Sewer System Revenue Bonds in an amount not exceeding 51,700,000, maturing serially or otherwise over a period of not more than 40 years, with interest payable semiannually at a rate not in excess of that prescribed by law for the purpose of constructing improvements and extensions to the City's waterworks and sanitary sewer system. Councilmember Barrett made the motion to adopt Ordinance No. 91 -6 and Councilmember Robinson seconded the motion. All were in favor and the motion passed unanimously. Consider Ordinance No. 91 -7 amending the Code of Ordinances. Chapter 12. _motor vehicles, to install a stOD sign on Old Colony Road at El Road City Manager Pipes said there has been a stop sign instaLLed on Old CoLony road at EL Road at the request from last faLL of the HISD for the crosswalk. He said the HISD has acted on this and it is now requested for codification by ordinance since the trial installation has been a success. He then presented this ordinance, the caption of which is as follows: ORDINANCE NO. 91 -7 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 PROVIDING A STOP SIGN ON OLD COLONY ROAD AT EL ROAD; PROVIDING A PENALTY OF UP TO $200 A DAY FOR CERTAIN VIOLATIONS; MAKING OTHER RELATED FINDINGS ANDPROVISIONS RELATED THERETO; AND PROVIDING FOR THE PUBLICATION AND EFFECTIVE DATE HEREOF. Councilmember Robinson made the motion to adopt Ordinance No. 91 -7 and Councilmember Knotts seconded the motion All were in favor and the motion passed unanimously. CITY MANAGER'S REPORT --GENE PIPES Consider quarterly financial reports. Mr. Pipes presented the monthly investment reports for January, February and March; the March tax report, the sales tax report, the quarterly budget report, the quarterly budget adjustments and the available funds memo. He said the two reports that require the Council's specific approval on are the quarterly budgert report and the quarterly budget adjustments. Myor Hodges ask the CounciL if they had any questions regarding any of these reports. He noted if they have a quesiton later, they can call Patricia Allen, Director of Finance. He then asks for a motion to approve the quarterly budget report and adjustments. Counci Imember Barret tmade the motion to approve the quarter lv budget report and budget adjustments 'and Councilmember Gaines seconded the motion. All were in favo and the motion based unanimousLv Consider available funds memo Mr. Pipes presented the available funds memo from Patricia Allen, Director of Finance. he said several requests have been pending; one from HISD for joint participation in the amount of $5,000 for the innovative CITY COUNCIL MEETING OF APRIL 30, 1991 BOOK "g" 378 piaygrounp project Tor this year [anticipate ongoing request Tor a matcmng participation to the amount or several thousand per year for subsequent projects for several years], which would obviously be a general fund expenditure, which has a current reserve of $23,601. He said no action is required tonight. He said if the Council wishes, this item can be placed on the May 14 agenda. Mayor Hodges rated the city's participation this year, however, does not bind the council in future years. Mayor Hodges asked Mr. Pipes to place this item on the agenda for discussion on May 14. Consider authorization to replace water well No. 20 motor as a declared emervency due to critical feed to Spring Creek Water Plant to J & M Armature in the amount of $6.534.00; and Consider emeraency repair of electrical controls at the North Huntsville Wastewater Treatment Plant Mr. Pipes presented this request noting last week the 200 hp electric motor that operates Well No. 20 failed during an electrical storm. he said this moror was originally purchased in 1975 and has been reconditioned five times during the past 15 years, with the last reconditioning in April of 1989. He advised the motor is not worth the cost of reconditioning, according to Mr. F. Boyd Wilder, Director of Public Utilities. Mr. Wilder recommended awarding this emergency bid to the lowest bidder among six bids in the amount of $6,534 from J & M Armature. Because this is anemergency, Mr. Widler stated, the city cannot wait for the Lengthy advertisement required for the bid process, noting this well provides 50 percent of the water to the Spring Creek Water Plant. In the interim, he said, WeLL No. 19 is working overtime to provide the water to this plant. The Council was advised budgeted funds in the amount of $17,136 are available for this purchase, Mr. Pipes advised in addition, the electrical control system that controLs four (8 inch) raw seweage pumps and four (8 inch) recirculation pumps malfunctioned on April 25, 1991 and the city was able to install a temporary "make shift" type system which requires continuous monitoring, as it is not very reliable. He said this is a stop gap measure until the city can instaLL something permanent. Mr. F. Boyd Wilder, Director of Public Utilities, said the old system was installed in 1980 and has enough wear and damage that it is not worth the repair cost. He said the estimated cost of repair is approximately $7,000, however, this would still be an eleven year old system. Mr. Wilder said the existing system is a "Consolidated electric" system (brand name) j and has worked very well for the past eleven yerrs, however, this system utilizes an "air bubbler" system aLong with electronic components to operate the system. He said the new --Consolidated Electric" system that is designed to take the place of the existing equipment utilizes an electronic system only and this aLLows eliminating the air system thus eliminating an air coaprssor and aLL related air controllers. The proposed 'I, replacement system, he rated, will cost approximately $9,200. he then recommended the replacement of the oLd system because this system is the heart of the operation of the treatment plant and is responsible for moving every gallong of water that enters theplant at least twice. Without a reliable system, he said, the city stands the risk of a major bypass. He redomnerded a transfer from the "reserve for future allocations," which furl has a current balance of $27,673. Cou ciLmember Barrett made the motion to approve of this emergency well motor bid to J & M Armature in the amount of $6.534 and to approve the replacement of the electrical control system at the A. J. Brown Wastewater Treatment Plant to a new "Consolidated Electric" system, in the amount of $9.200. Councilmember Robinson seconded the motion. All were in favor and the motion passed unanlmousLV. CONSIDER PAVING PRIORITY LIST Consier the capital street paving priority list to completion of the 1987 bond Proiect Mr. Pipes, City Manager, presented the staff's recommendation for the street priority lists for the final two years of the first five year phase of the capital street paving program. The list included 37 streets for 1990 -91 at a cost of $611,186.98, where the necessary water and sewer repairs are complete or will be in the near future. A second attachment was the recommended list for 1991 -92 wherein 90 projects are Listed at�I ' a cost of $936,105.92 and contains the remaining streets on the original five year list, a large portion of d which is made up of streets in the high /Low water pressure area. The Council also received a List of streets that were on previous priority lists, but to date, have not been completed, in areas where state highway construction has been or is now taking place or where additional water repairs were necessary or where right of way problems exist. Of the 40 projects on this list, the Council was advised, nine are in some phase of construction. Mr. Pipes said this information is for the Council's information and no particular authorization is required at this tine. He said questions are welcomed. �j CITY COUNCIL MEETING OF APRIL 30, 1991 BOOK "g" 379 Counci Lmember Robinson asked about Rentro valley Roaa in Lne New AGbltion as to wnetner Lne part In Lne city limits paved by the city is finished, wing he noticed pothole fill in areas last week. Mr. Poteete said it was sealcoated within the last few days. Councilmemer Robinson said the road did not look finished. Mr. Pipes said he is probably noticing the difference between a laid down asphalt and a two course penetration seaL coat finish, which are different processes. Mr. Poteete said if he saw the black chiprock on it, that is the final paving. Mayor Hodges said it should be smooth without potholes. Councilmember Knotts said Avenue J beside the Walls Unit is paved with the same thing - -black rock. Mr. Pipes said every five years, aLL the streets are examined and if they are crocking, to insure that water does not get into the subbase, the city seal -coats them. Councilmember Lange asked about the handicap access on the North side of the Square. He said he and Councilmember Gaines went around the Square this afternoon to inspect the area. He asked when the city is going to break out of the north end of downtown and start working on some of these other streets and sidewalks. Mr. Pipes said the city opened bids and on the 14th, the CouncL will have bids for aLL the sidewalk work it approved in Last year's budget in time for the end of school so that the city can get the work down before teh start of school next year. He said those bids are in and they have a good solid price on that. he said all of this work will be consolidated. He sid Mr. Poteete's paving work wiLL begin as soon as the rain stops long enough to at everyting prepared and ready to go. He said the city has had several situations where we got close to do final cork and it was washed away. Mr. Lange said he is referring to the other side of the Square, not away from the Square, such as 12th Street and the other sidewalks. Mr. Pipes said there are a lot of things that have to be worked out for that roject and they are being work on in due diligence, but as far as the paving work, the city had the underground utilities, water and sewer lines, fixed on 12th Street two years ago and it could pave that street right now. he said what it has been waiting on is the ultimate solution of all of the related problems so that the city will not have to tear up some new work to put poles out of the ground adjacent to the streets. he said if it does not Look that this solution is in the immediate offing, the city could be well situaed to go ahead and pave the street and within the five years, as the street deterioration begins to show, than the city could take the opportunity at that time to speak to the situation of having to take anything out or break up the concrete, etc. He said there is no specific schedule for any additional major construction work, sidewalks, curbs, guttering, etc. presently on schedule. He said if the Council wants to press ahead on specific projects, we'll just dust it off and go because we are ready. Counci lmxmber Carter said the whole project for the downtown was sold to the Council as a total package. he said he thought sooner or Later the Council all had the intention of doing it. He said he does not know the plans, but he is certain no one intended to do the north side of the town and then quit. Mr. Pipes said the Council should also be acutely aware that the first step on the north side of the square is the removal of the overhead utilities and the city does not have control over that as that is a matter of negotiation by Gulf States, Southwestern Bell, Huntsville Cable TV, etc. Councilmeober Lange said the city is starting a means of communication again and is not procrastinating. Mr. Pipes said that is very definitely true and the city is not procrastinating. Councilmember Kniotts said then we'll have to come up with the money. Consider a refund of accumulated funds from TRA in the amount of 8211- 457.49 Mr. Pipes, City Manager, advised the City has received a check and deposited it for the purposes of investment, 8211,457.49 as residual funds from the Trnity River Authority. The Council had a letter in their packed from Jim R. Sims, Assistant REgionaL Manager, Southern Region of TRA, dated apriL 23, 1991, advising that TRA's audit reflected budgeted collections from Huntsville of 81,747,908.00 with an actual annual requirement of 81,587,296.34, therefore, the resulting surpLus revenue of 8160,611.66 for the System's operation during FY 1990 is available for refund to the City. In addition, Mr. Sims advised, the Authority, with the concurrence of the City, retained surplus revenues from the operation of the Huntsville Regional Water Supply System at the ' close of fiscal yeas 1988 and 1989, which were pooled with the intent to install emergency generator capabilities at both theplant and intake structure to insure water supply capabilities for th4e City during any emergency power condition. Mr. Sims said the generator project is now nearing completion and it is the Authrity's intent to refund all remaining surplus revenues to the City at this tme, as foLLows: Available Surplus Revenue - FY 88 (retained) $102,615.48 Available Surplus Revenue - FY 89 (retained) 84,162.35 CITY COUNCIL MEETING OF APRIL 30, 1991 BOOK "g" us Less amendments /expenditures for stand -by power project Engineering Design ....... ............................... .S 10,000.00 Equipment Acquisition .... ............................... . S125,000.00 Total available surplus funds from Fy 88 and FY 89 carry over 50,845.83 Available surplus Revenue - FY 90 S160.611.66 Total funds available to City ... ............................... $211,457.49 Portable Circulation Device 380 City Manager Pipes presented information from Judy Hunter, City Librarian, for a portable circulation device, totaling 8950.00, which will assist tremendously with the summer bookprocess, which is the peak period of the libray year. He said since it is under $1,000 and the Council has already authorized the City Manager to make such allocation approvals, he would not normally bring it to the Couch's attention until the subsequent quarterly report, except it is coming out of the Powell Endowment Interest. he said he just wanted the Council to be aware of this and he provided them with Ms. Hunter's memo. he said this wiLL be coming back to them at a subsequent time. MAYOR'S ACTIVITY REPORT COMPLIMENTS TO TRA Mayor Hodges complimented the TRA for running a very tight ship to be returning that kind of money He said if the Council sees anyone with the Authority, they may want to compliment them. Requests for Proclammtions Mayor Hodges said the City receives a tremendous number of requests for someone from his office to represent it at various functions, lots of proclamations and lots of on -site visits. he said Counciolmember Barrett has abour worn out a pair of shoes for him and COunciLmember Gaines has done a very good job and he has been active in this regard himself. He said in view of the tremendous number of requests, he said he has asked Alice to set these up on a rotation basis. He said if the Council receives a call to show up to present a proclamation, and if their schedule allows it, he would appreciate it if they would do it and if not, they will be "caught the next lap around." COUNCIL ACTION Adult Learning Center Councilmember BeLL said he has received a question from a constituent who works at the Adult Learning Center who points out that some of the people who use thas service are having a hard time paying for the $1.00 Brazos Transit bus fare. She wondered if there is any mechanism available to waive that bus fare or subsidize it, etc. he said obviously the ones who are using that service are the ones that are least able to pay for transportation costs as well as a variety of other costs. He said she was particulary concerned about that and he wondered if that fee could be waived, especially if their destination was the Adult Learning Center. City Manager Pipes said he would visit with Brazos Transit to convey that concern. Wildflowers are being trimmed Counci lmember Carter said he has had three residents approach him over the past two or three weeks about trimming wild flowers in town, none of whom is George Russell. He said he clarifies that because he always seems to be dismissed when it is always George, but these are three "other" independent residents of the city, one at Spring Lake, Forest HilLs and elsewhere. He said he has already spoken to the City manager about this. he said it makes no sense to him that the city would cut even one bladewidth of wildflowers anywhere in town, wasting the energy, the labor, gasoline, etc. he asked why the city doe snot wait until these wildflowers go to seed and then cut if it has to even at that point. he said The Woodlands does not cut them and the State CITY COUNCIL MEETING OF APRIL 30, 1991 BOOK "g" 381 Hrg�epaiment does not out them. He does not understand why the City's poLCy would be to go around and even cut one blade width around town that way until some later date, he said he would Like for the rat fo the Council to be aware of this if they are not aware of it and to see what the policy is if there is one. Mayor Hodges asked if he was referring to city crews. Councilmember Carter said he is referring to the city. He said Mrs. Staggs ran out and stopped the work across the street from her house because she didn't want the wildlflowrs cut, and they went around that section. he said it just doesn't make nay ense to him to cut the flowers down. He asked ift he city could have some discussion about that as a policy. he said it si too Late for this year, but maybe next year we won't cut the flowers until they go to seed. Mr. Pipes said the nitiative was to do what the city could, even with very wet conditions this year, to dress up the community in preparation for the folk festival. he said obviously the flowers bloomed a lot longer this year because of the wet weather, but at the same time, the city has no particular policy. He said the mower crews are instructed to miss things when they can to avoid those circumstances, but obviously we can't be on the mower with every individual employee and all we can do is correct with mistakes are made. He said the Council's wishes as far as our mowing pattern, etc. will be complied with. he said if the Council just wants the city to not mow until after the flowers go to seed, the Highway Department does this on the state right of ways to some extent and it seems to be very successful in propagating annual flowers. Counci[member Carter said this is what he is asking, but he can't say that himself, so he thanke dthe City Manager for that comment. Councilmember Knotts said the city could probably be a Little more discriminating and use a Little better discretion on what to cut and what not to cut during certain times of the year; this does not necessarily require a written policy. Mayor Hodges felt some of this cutting my be for safety reasons on corners if the grasses are a Little too high. Councilmember Carter said he is minty interested in protecting the flowers. Mayor Hodges said thee are some things they can do and asked the City manager to talk to the crews about this. American Citv Counci [member Carter referred to an article in this magazine [page 141 concerning purchasing recycled material on the Mayor's Task Force of the United States that has introduced a resolution to buy recycled materijal. He said another article tells about Clairmont, California has converted their police fleet to propane gas and they find it very successful. he said they have tested the vehicles and they do all of the performance standards that are requried of police vehcLes. he said he has mentioned this several times in the past but as far as he knows, the City does not have cost estimates of what it would cost the City to convert. to propane or some othe type of clean fuel. he hoped this budget session, the City will know what the system of a clean fuel vehicle system will cost. Mayor Hodges asked Councilmember Carte to give that article to the City Manager. Martin Luther King Neighborhood Center and bark Councilmember Robinson said a half dozen churches have incorporated a softball league and wish to occupy Emancipation Park for softbaLL to try to get the kids off the street and to help them. he said they have developed four different leagues in four different age groups. He said he talked to Mr. Poteete about trying to keep the grass mowed in the park and he said he will take care of that. Counci Lmember Robinson asked about the feasibi Lity of trying to cut a diamond out of the top part of this park, because the grass gets so thick there that the bell does not roll at all. He said he is referring to a base pad. Mayor Hodges asked the City Manager to look into this. GSU Status Report counci Lmember Kotts asked Mr. Pipes to bring the Council up to date on the GSU rate case matter. Mr. Pipes said the U. S. Supreme Court has denied writ on the appeal by the company of the Texas Supremem Court Ruling River Bend 1.4 million was not able to be put in face. He said there was a motion to rehear the issue of the Docket 8702 which was settled about a month ago for the purpose of the company and the intervenors as ' well as the City of Somerville and others to give the Commission an opportunity to reconcile the $30 million award with the injunction that is in place by the Texas Supreme Court that no River Bend costs above the originally allocated 2.3 billion would be in the base. He said there is a great deal of concern that the $30 million is not supported in the testimony in the record in the first place, but certainty it is substantially above the original $13 million that the examiners had recommended that it was purely absent River Bend cost . so the refusal of writ has caused a consensus among all the parties to appear back befoe the Commission and urge a rehearing of the latest rate case to substantiate the difference between River Bend costs and any other costs CITY COUNCIL MEETING OF APRIL 30, 1991 BOOK "g" 382 in the punts itseiT ano the cost or operation. He said a motion on that matter is before the PUC tomorrow. He said the docket is very heavy and there is a good deal of questions. He said the city will continue to monitor this. He said he does not know whether this motion is anything more than a setting of another date in which it wiLl be discussed or whether they will choose to jump it and try to resolve the matter then. Mr. Pipes said the action the Council was asked to vote on at the last meeting has hot become final, it was in under bond. Folk Festival Preparations Counci lmember Its Gaines thanked the City crews for its help in dressing up the city for the festival. She said ti looked great and she was very proud of it. Civic Center Study -- Update Needed Councilmember Gaines asked that the city staff check into the cost of updating the 1980 civic center feasibility study. ADJOURNMENT Ly submi man Desnaw, city secretary ' April 30, 1991 it