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MIN CC 01/26/1988MINUTES OF THE JANUARY 26, 1988 HUNTSVILLE CITY COUNCIL MEETING BOOK °P° PAGE 15 MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 26TH DAY OF JANUARY, 1988 IN THE CITY HALL COUNCIL CHAMBERS, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 5:00 P.M. The Huntsville City Council met in a regular session with the following members present: Jane Monday, Mayor Members absent: City Officers present: 0. Eugene Barrett Ila G. Gaines Gene Pipes, City Manager Gary Bell William L. Hammock Scott Bounds, City Attorney James L. Carter Ruth DeShaw, City Secretary William B. Green Percy Howard, Jr. William H. Knotts, Jr. FORMAL MEETING The formal session was called to order by the Honorable Jane Monday, Mayor at 5:00 P.M. The Council immediately recessed into its scheduled Executive Session to discuss Acker Vs. City and Schaper Vs. City lawsuits. At 6:45 P.M., the Council interrupted its Executive Session in which no formal action was taken and reconvened at 7:00 P.M. for the formal session. Invocations were presented by Father Bruce Whitmore of St. Stephens Episcopal Church and Councilmember and Mayor Pro tem Percy Howard, Jr. CONSIDER THE MINUTES OF THE PREVIOUS MEETING Councilmember Barrett made the motion to approve the City Council Minutes of January 12. 1988 and Councilmember Howard seconded the motion All were in favor and the motion passed unanimously. (Note: The minutes of January 19, 1988 will be presented for approval in the next meeting of the Council, on or about February 16, 1988.) RECEIVE AND REVIEW ANNUAL FINANCIAL AUDIT REPORT Receive and review the annual financial audit report of the City as prepared and presented by Mr. Ken Davis C.P.A. of the firm of Reynolds Davis & White for the fiscal year ending October 1. 1987. Mr. Ken Davis then presented the Comprehensive Annual Financial Report for the year ended September 30, 1987, along with four letters regarding their review of the internal control system and the city's compliance with the federal and state laws and regulations, and specific grant requirements. He said they have also prepared a schedule of federal financial assistance for the year ended September 30, 1987. He advised these letters state that based on their study and evaluation of the internal control system, including such areas as payroll, cash receipts, disbursements, encumbrances, inventory, budgeting, and financial reporting, they found no condition that they believe to be a material weakness. He noted their management letter includes a commendation to the city for the maintenance of what they consider to be strong internal control and financial accounting system, noting this level of excellence is reflected in the fact that the City has once again received the Certificate of Achievement for Excellence in Financial Reporting for the 1986 annual report; and this year, the award for distinguished budget presentation for the 1986-87 budget has been received. Councilmember Green, Chairman of the Audit Committee, advised his committee has met with the Director of Finance, Patricia Allen and Mr. Ken Davis to review the audit and management letter. He said the committee reviewed a number of areas and either corrective action is underway or has already taken place and other things are yet to be developed. He noted, however, the committee was pleased with the audit overall, noting the finance and accounting departments have done a commendable job. He then recommended the audit report for approval by the Council. Councilmember Green then made the motion to accept the City's Comprehensive Annual Financial Report (Audit) for the Year ended September 30. 1987 and Councilmember Howard seconded the motion All were in favor and the motion passed unanimously. MINUTES OF THE JANUARY 26, 1988 HUNTSVILLE CITY COUNCIL MEETING BOOK "P" PAGE 16 CONSIDER TEMPORARY FENCE FOR BALLPARK Consider authorization of the installation of a nylon net removable fence on the outfield fence of the high school field at Ross Park by HISD as recommended by staff Mr. Pipes advised this is a request from Connie Cochran, Head Baseball Coach at Huntsville High School for permission to install a portable fence above the present four foot high fence in the outfield of the high school field. He said the type of fence they propose meets the City's approval. HISD will prime and paint the steel posts and also do the same to the existing batting cage at the same time. He said costs and construction associated with this installation will be paid by HISD. Mr. Pipes advised the council the city staff would like to recommend that the portable fence be removed after the baseball season is over to prevent vandalism occurring to the net during the off season. The city staff will supervise the construction of the portable fence to insure that it will be installed to the proposed design, he said. Councilmember Barrett made the motion to approve of this portable and temporary fence, as outlined above. and Councilmember Green seconded the motion. All were in favor and the motion passed unanimously. CONSIDER TEMPORARY FENCE Consider authorization of bids to be taken on drainage repairs on Avenue H as planned in the capital improvement program and associated drainage budget program Gene Pipes, City Manager, advised plans are completed for drainage improvements on Avenue H near the Cornerstone Apartments. He requested the Council's authorization to bid the work for the drainage repairs on Avenue H construction costs are estimated to be $35,000 with funding to be from account 01 -22 -5311, which has an approximate balance of $85,000. He noted there is serious bank erosion in this area. He said a couple of inlet boxes will be installed and then the banks rip - rapped down to the creek so that it will not continue to wash. He said with this work done, the scheduled simmer paving program can go on uninterrupted. He said whether we do the paving work or not, the bank has to be done to support the existing street. Councilmember Knotts made the motion to approve the advertisement for bids for the Avenue H drainage project, as outlined above. and Councilmember Barrett seconded the motion All were in favor and the motion Passed unanimously. SUPPLEMENTARY AGENDA ITEM Consider a change order for Insituform Gulf South sewer project on Avenue M and Sam Houston Park in the amount of $7.524.95 for larger diameter pipe than originally estimated The City Manager, advised the staff discovered, upon verifying line sizes for ordering the materials for the Avenue M and Sam Houston Park sewer project that three sections of the line were incorrect on line diameter in the original estimates. He noted while this does not change the scope of the project, it does change the lengths and pipe sizes which in turn changes the cost. Mr. Pipes reported these changes will create a $7,921.00 increase and with the five percent deduction (offered in the original contract), the total increase will be $7,524.95, according to information from Mr. F. Boyd Wilder, Director of Public Utilities. Councilmember Howard made the motion to approve of this change order and cost increase, as outlined. and Councilmember Barrett seconded the motion After a brief discussion of this proiect, all were in favor and the motion passed unanimously. RECESS TO CONTINUE THE EXECUTIVE SESSION The Council then recessed the formal session and re- entered its Executive Session at 7:20 P.M. to complete the discussions, as posted. The Executive Session ended at 8:21 P.M. and a certified Executive Session Agenda was filed with the City Secretary Ruth DeShaw by the Mayor Jane Monday. ADJOURNMENT January 26, 1988 J BgspectfuLLY submitted, `,/ but u DeS aw City Secretary