MIN CC 02/09/1988MINUTES OF THE CITY COUNCIL MEETING OF FEBRUARY 9, 1988 BOOK "P° 17
MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 9TH DAY OF FEBRUARY, 1988 IN THE CITY HALL
COUNCIL CHAMBERS, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 6:30 P.M.
The Huntsville City Council met in a regular session with the following members present:
Jane Monday, Mayor William B. Green Gene Pipes, City Manager
0. Eugene Barrett William L. Hammock Scott Bounds, City Attorney
Gary Bell Percy Howard, Jr. Ruth DeShaw, City Secretary
James L. Carter William H. Knotts, Jr.
Ila G. Gaines
FORMAL SESSION
Mayor Monday then opened the formal session at 6:40 P.M. and recessed immediately into an executive
session to discuss pending litigation and a real estate matter, to-wit: City Vs. Acker lawsuit; Schaper Vs.
City lawsuit; and the proposed acquisition of real estate on Avenue F for a street right-of -way. The
Council reconvened into the formal session at 7:00 P.M. Billy Sutherland, Minister of Coltege and Youth,
Second Baptist Church, presented the invocation.
CONSIDER THE MINUTES OF THE PREVIOUS MEETINGS
Councilmember Barrett made the motion to approve the City Council Minutes of January 19 and January 26.
1988 and Councilmertber Howard seconded the motion All were in favor and the motion passed unanimously.
ATTENDING CITIZENS
Mr. Tan Wilder and Mr. Jim Pitts Huntsville Adult Softball Association to request matching funds for _foul
Lire fence work on the Thomas Henry Ball Park and the Kate Barr Ross Memorial Park softball fields.
Mr. Tan Wilder, Area Marketing Representative for Entex Gas Company, advised he is representing the Adult
Softball Association, to discuss situations germane to playing conditions and safety factors on the fields.
He said his association comprises approximately 700 members and they play five nights a week at Thomas Henry
Ball Park on Josey Street and on Field No. 5 at Kate Barr Ross Park. He said the Association wishes to
replace the left field foul line fence at the Josey Ball Park and the right field foul line fence at Kate
Barr Ross Park as these represent the most traveled areas on each field--the areas where the players and
their families enter and exit the fields and the areas where the family members sit during the games and
where the small children play during the games. He said there is no real protection for them now as there
are no fences there now. He said the three bids received by Ray Black for the Association included the low
bid of $2,600. He said the Association voted to make 51,300 available for this purpose. He said he is here
to ask the Council for matching funds. Mayor Monday advised the Council will take this request under
consideration and try to aet back with him in a timely fashion.
Review update of a telephone system replacement Proposal by Cygna Corporation and consider authorization for
bids to be taken
Patricia Allen, Director of Finance, advised the city has been studying options for the telephone system
due to escalating costs. She noted there is one PBX at City Hall and all lines to alt locations are tied to
it. She said each line to the Service Center costs $54.00 per month and $28.00 per month for every line to
the Police Department and Library; there are also lines tied into the north and south sewer plants, and the
water plant. She said in the past year, the more remote locations have received straight lines, but the
city still has high costs--$4,500 per month for line charges. She said she met with AT&T, SWBT, Harris
MINUTES OF THE CITY COUNCIL MEETING OF FEBRUARY 9, 1988 BOOK "P" 18
tier and Lufkin - Conroe Telephone Company to discuss solutions and quickly realized the need for a
:)fessional consultant to analyze the different systems. She noted last summer, proposals were solicited
I in October, Cygna Corporation was awarded the study by Council to evaluate systems, handle the bidding
:)cess and the installation of a new system. She then introduced Mr. Jim Barker, Division Manager of
mmunications Subsidiary of the Houston office of Cygna Communications Corporation, a multinational,
ltifaceted consulting engineering firm (based in San Francisco).
Mr. Ken Barker said he specializes in telecommunications - -both voice, data and video with extensive
unicipal experience (most recently, Port Arthur). He said he has analyzed the city's system and finds we
re spending about $65,000 per year in network services from Southwestern Bell and the equipment lease cost
rom AT &T. He said it is reasonable to expect to spend between 5 -10 percent per year as the PUC continues
o grant rate increases, of about $5,500 over the next fiscal year. He said the Dimension 400 (no longer
eing marketed) is rather high in the equipment costs.
He said he recommends trying to break off all of the OPX, the extensions out to the Service Center at $56
a month and try to centralize into two locations: one switch at City Hall where the city would put in its
own local area network (buy or lease), that would tie in the Police Department, Heap Building and Library
into the City Hall switch; and a second switch at the Service Center where cable already exists that ties
the Shop back into the main center. He said talking back and forth between City Hall and the Service Center
can then be done with Speed Dial or a few select tie lines, instead of one tie line for every phone out
there. He said since not everyone is calling out there at the same time, it would just involve a traffic
formula to cut that back to more acceptable levels to bring the dollars back. He said this would allow
communications, four digit dialing between the Police Department. He said there would be a battery back -up
on the system in the event of a commercial power outage. He said now when the power goes out, the phones
ring and there are no lights that light up so we don't know which phones are ringing.
He said the current system is being leased, and the figures to purchase it are astronomical as a new
system could be purchased for what AT &T wants for the old one. He said Port Arthur's system bid came in at
$118,000, which would be comparable to what the City would need to replace its communication system. He
said the city is spending $65,000 now, and since the city will need to retain some network services, it will
not be able to rid itself of that whole $65,000 cost. He said now the City is paying about $4,300 per month
for line charges to Southwestern Bell (for OPX lines to the Service Center and the Fire and Police
Departments), and equipment rental to AT &T. He said with new equipment, using the most current leasing
rates, etc., he suggested Cygna could reduce the city's payments by several hundred dollars per month over a
five year lease period (lease purchase or purchase). He said he figures a 10 year life on the software of
the switch. He said the current system's software is not upgradeable. He said he anticipates a savings to
the City of approximately $165,000 over the life of the switch and the monthly outflow of dollars will be
Less now, so immediate savings will be realized.
Another task assigned to Cygna by the City was to look at the present bills of the City to see if the
City has been paying for something it is not getting. He said he found that in previous years, the City had
been paying about $1,200 a year in equipment and services of which the City was not a subscriber, and for
which the City had not received credited. He said he is working with Mrs. Allen to go back to both AT &T and
SWBT to recover those costs. He said these are additional savings not even taken into account in the above
figures. He said he has been informed the City had already identified earlier savings of a significant
In response to the Council's questions, Mr. Barker said the maintenance service factor is included in the
proposed price for the new system. He said the City will have the option to renew annually the maintenance
agreement and this can be rebid to be sure the most competitive bid is accepted. He said all phones on
both switching system networks can connect through DISA software -- Direct Inward System Access, noting there
will not be a phone at the City Service that can't reach City Hall, and both systems will have back -up
power. He said it will provide a "call accounting system," to assist Accounting in determining which phone
MINUTES OF THE CITY COUNCIL MEETING OF FEBRUARY 9, 1988 BOOK "P" 19
made which calls and will assist in allocating costs to the proper accounts. He said if more lines or
telephones are needed between the two centers as the volume of calls increases, the system is expandable to
two or three times what currently exists. He said the box in the system under consideration for City Halt
would hold 140 phones and as additional volume is needed, the city just purchases an additional card,
inserts it, and buys the additional telephone. He said the Service Center box will hold 45 phones. He said
the current system is about this same size, but it is totally out of the one PBX system at City Halt. He
said he proposes pulling out about one -third of the volume now on this single system and relocating it at
the Service Center. Ms. Allen said 110 phones are in use and the proposed initial system for City Hall will
have more phones than we currently have city -wide, plus we'll have the system at the Service Center. Ms.
Allen said any added off-site city locations (buildings) could be added into the system, either by direct
cable to the City Hall or to the Service Center or have a straight line to that off -site location; noting
the system has that expansion capability and Mr. Barker agreed. Mr. Barker said if the City would ever need
more capability than 140 phones, it would simply purchase another box, roll it in beside the first one, and
plug the two together; noting there is no need to discard the first one for a bigger one. He said it is
just the software that the city has to buy as it needs. Mr. Barker then went on to review with the Council
the services he would be providing throughout this process, including installation and review of final
product for acceptability. After some discussion by the Council with Mr. Barker. Councitmember Barrett made
the motion to authorize bids to be taken on an alternate telephone system and Councilmember Howard seconded
the motion All were in favor and the motion Passed unanimously.
Consider authorization and approval to purchase a replacement variable speed unit on the A. J. Brown
Wastewater Plant from the manufacturer, "Variable speed systems, Inc.." as a sole source supplier. in the
amount of $6,800 from budgeted maintenance funds
Mr. Pipes advised this particular unit has been repaired about five times since installation and a
current estimate shows another $3,500 is needed to correct the shaft problem, plus extra charges for any
other problems encountered in this unit. He recommended replacement rather than repair. He advised funds
are budgeted in the amount of $31,382 in account 64 -5307 to pay for this new equipment. Councilmember
Carter made the motion to purchase a new variable speed unit as recommended in the amount of $6.800 from
"Variable Speed Systems Inc." and Councilmember Bell seconded the motion. All were in favor and the motion
passed unanimously.
Review the status of the Capital Improvement Program-- utility and street construction Proiects and consider
an adjustment to the 1988 street priority list as recommended by staff
Mr. Gene Pipes, City Manager, recapped the capital improvements budget for the Council, noting there is a
total of $5,060,299 available for capital improvements. He advised these funds are scheduled to be
expended, as follows: $1,037,374 for street improvements; $1,064,163 for related water and sewer
improvements; $688,000 for infrastructure improvements; $108,750 for Service Center Completion; and $50,000
for computer-Design Engineering; with a balance remaining then of $2,132,012.
Mr. Pipes then reviewed the available funds in the enterprise funds, as per the City's FY 86 -87 audit, as
detailed in a memorandum from the Director of Finance, Patricia Allen, dated February 2, 1988. He said the
Sanitation Find has $102,041 in additional working capital that can be used, as a result of the audit. He
advised $227,176 is currently in the unallcoated fund balance. Mr. Pipes advised the Council needs to
decide what to do with the $102,041, noting the past practice has been to use the additional available funds
to increase the capital reserve. He asked the Council to think about how the set -aside amount should be
calculated. He said the $102,041 can be added to the sanitation capital funds or be used in future years to
off -set a needed rate increase. He said there will be a need for future rate increases each year for the
next several years to keep pace with the development of the new landfill area. He said the Council will be
asked to make a decision on this in an upcoming meeting. It was noted the City has never had to use its
unallocated reserve funds, since first established in 1982. He said this is the only additional source of
MINUTES OF THE CITY COUNCIL MEETING OF FEBRUARY 9, 1988 BOOK "P" 20
xis the sanitation fund has at this time. Councilmember Carter noted he feels the Council should
riously consider using this unallocated reserve to avoid rate increases on the landfill so as to encourage
ople to use the landfill rather than cause a great deal of illegal dumping because of the high costs of
ing to the City's landfill.
The Council was advised, as a result of the audit, there are funds available for allocation in the Water
i Sewer fund in the amount of $707,742. He advised the past practice has been to transfer this money to
e capital improvements budget; however, the Council may wish to transfer a portion of those funds to CIP
is year but also perhaps retain some for the potential changes that may come about in the operating funds
r this year to insure we will be able to keep pace with the street construction program.
Mr. Pipes informed the Council that the two specific street paving projects had been planned for next
ear will be difficult to accomplish in light of the demands on the Design Engineering Department and the
ater and Sewer Department in order to get out in front of the Street Department. Mr. Pipes said 19th and
Oth Streets were planned to have the high water pressure /low water pressure problems repaired this year.
e said the Public Utlities Department will not be able to finish their work on these streets this year in
ime for the street work to be done. He said as an alternative to paving these two streets this year, the
taff looked for two other streets to pave, with no associated water and sewer repair needs, that are of an
qual amount of money. This will allow the Street Department to get some paving work done white the Public
tilities Department gets some subterranean work done and the Street Department can follow in subsequent
ears. He then requested the Council's approval to switch 19th and 20th Streets for paving this year to
eve instead Smith Hill Road and Moffitt Springs Road, noting these are the two longest, unpaved roads
iithin our entire street system and this will significantly cut down the city's maintenance costs. The
ouncil gave their general consensus to make this change in the street paving priority list this year.
Councilmember Carter noted he is still interested in having the utilities placed underground in
>ociation with the capital improvements work underway. He noted the telephone company is currently
•ying their cable along the east side of Avenue 0. He asked the staff to get cost information from
ithwestern Bell Telephone Company on the cost to bury their line, to be used as a comparison to the cost
timate given the city by GSU to bury a GSU electrical cable. He said he still wants the Council to
isider requesting that GSU place its electrical service underground for at least one of the streets set
r paving next year; noting one street a year would be better than none. He said he feels with that
mparison then, perhaps we can get a "better estimate" of more reasonable costs from GSU. Mr. Pipes said
will be glad to pursue that. Mayor Monday noted we should perhaps select a street and then ask GSU for
estimate. Councilmember Knotts noted our Development Code will need to be amended to request underground
Rities. Mayor Monday said we'll have to look at the associated dollars. Councilmember Carter indicated
hoped the Council will address the issue of requiring underground utilities for all new construction.
Mr. Pipes advised the Council of a request from a property owner that the Council consider paying the
ifference in the cost for a color sidewalk rather than the standard gray sidewalk, estimated to be between
D cents and one dollar per linear foot in additional costs. He recommended the policy that if someone
ishes to have a sidewalk built on their street, where none previously existed, while the street and utility
ork is ongoing on any particular street, that the city will be glad to provide the labor to install the
idewalk if the residents /neighbors will unanimously concur to provide the materials cost as well as the
ost of the colored sidewalk option, if that is their collective desire. Mayor Monday noted that money
ould have to be in to the City in a timely fashion to allow for proper planning. Mr. Pipes said any new
idewalk construction project (not replacement) will be bid out, and the money would have to be on the table
D
MINUTES OF THE CITY COUNCIL MEETING OF FEBRUARY 9, 1968 BOOK "P" 21
in advance. Mayor Monday noted the city should not consider building a new sidewalk in less than a one
block section. Councilmember Knotts recommended staying with the standard grey sidewalk color, rather than
even allowing any other color, noting colored sidewalks require maintenance to maintain the color, such as
waxing. Mr. Pipes stated that where existing sidewalks had to be taken up for subterranean repair work,
they will automatically be replaced by the Public Utilities crew as a part of the capital improvement
project. Councilmember Carter noted the city should let people know about the sidewalk option well enough
in advance for them to consider it.
Consider a request from Mr. Jack Nichols. Repeater Turstee Huntsville Amateur Radio Society to use one
'but of service" Huntsville Police Department two -way radio to facilitate computer hard -copy communication
during emergency events.
Mr. Gene Pipes, recommended granting permission for the Huntsville Amateur Radio Society to use, not
have, a surplus two -way Motorola radio to establish a computer based VHF communications system known as
"packet radio" which allows communication between licensed amateur radio stations using computers. He noted
Mr. Jack Nichols, Repeater Trustee, of the Huntsville Amateur Radio Society, advises this system is an
error -free system not unlike any commercial networking system except it is done through air waves and not
phone lines, and it will be at the disposal of the civil defense organization of Huntsville and Walker
County. According to Mr. Nichols, some modifications will be necessary, including changing of the existing
frequency, but these costs will be borne by the Society. Mr. Pipes said both documents and inquiries can be
sent through these radio facilities; messages can be sent from family A to family B in different towns, and
have it in writing. He said this is an extremely inexpensive addition to our civil defense system. He said
the radio is in an old patrol car that is being used for parts. He said the City of Huntsville will retain
ownership in it. Councilmember Knotts made the nation to grant this permission to use this equipment for
this purpose and Councilmember Barrett seconded the motion All were in favor and the motion Passed
unanimously.
Review the quarterly budget and tax reports and consider the quarterly budget adjustments and a personnel
reallocation.
Mr. Gene Pipes, City Manager, presented the Statement of Revenues as of the month ended December 31, 1987
and the monthly tax report for December, 1987 for the Council's information. He then presented the budget
adjustments for the general and water and sewer funds. He also presented a request for a personnel
allocation from Patricia Allen, Director of Finance, for extra help in keypunching in the Customer Service
Department, to assist with the newly acquired Elkins Lake billing function (some 400 extra billings). He
recommended that this additional part -time person be hired as straight contract labor for approximately
eight to ten hours per week and be limited to the available budgeted funds in the salary portion of this
particular budget. After a review and discussion of the statement of revenues, the Council then voted on
the budget adjustments and the personnel allocation, as follows. Councilmember Barrett made the motion to
grove of the budget adiustments as Presented for the quarter ended December 31 1987 and to approve the
request for a contract labor Position to work up to 10 hours per week to be funded from and limited to the
amount of fads in the existing salary budget for the Customer Service Division and Councilmember Howard
seconded the motion. All were in favor and the motion passed unanimously.
Consider mid -year revenue review: liability insurance Premiums: Southwestern Bell Telephone overcharge
settlement: available funds: general fund enterprise funds
Mr. Pipes, City Manager, discussed the revenue review, as presented by Patricia Allen, Director of
Finance in a memorandum dated February 1, 1988. He then reviewed the liability insurance premiums which are
Less than budgeted so that as a result, the budgets for the various divisions can be reduced and the
reserves for future allocation increased, by a total of $50.403, as follows: General Fund: $28,902; Design
Engineering Fund, $2,390; Sanitation Fund, $5,710; Water and Sewer Fund, $11,654; and the capital projects
fund, $1,747, all of which budget adjustments will require council approval at a later date.
MINUTES OF THE CITY COUNCIL MEETING OF FEBRUARY 9, 1988 BOOK "P" 22
The Council was also advised of a credit received from Southwestern Bell Telephone Company in the amount
f 121,233.74 for overbillings for various circuits out of a total credit the City felt it was due of
31,506. He said a company representative advised the adjustment would be made back to 1984. At that time,
e said, the city had hired a firm to audit its billings, but they did not find this error. He recommended
hat the city not continue to pursue the additional 110,272.26 credit the city thinks it is owed as he did
of think the city could prove its case to the phone company's satisfaction and he is not sure documentation
xists to pursue it. He did not recommend reallocation of these funds at this time, noting the Council may
ish to consider using these funds to off -set the phone system changes, in perhaps a down payment on the
ease purchase arrangement, to insure that we reduce our phone costs over the next couple of years.
Mr. Pipes then discussed the available funds in the general fund as per the 1986 -87 audit, noting the
available funds total 1513,361, which includes an estimated 1320,587 carry forward and a 1200,000
unallocated fund balance; some 17,226 less than what is actually available. He said included in the FY
87 -88 budget is 134,854 in the reserve for future allocation, and the reserve needs to be adjusted downward
for the 17,226. He urged the Council to monitor carefully all expenditures. It was suggested that the
Council may wish to establish a policy related to the 1/2 percent sales tax revenue and the funded
Liability for unpaid vacation and sickpay, noting it is highly unlikely that these funds will be needed in
the aggregate (as per memorandum from Patricia Allen, Director of Finance, dated February 1, 1988). After
some discussion regarding the budgeting of the sales tax funds and the vacation and sickpay funds, Mr. Pipes
noted the staff will be caning back with recommendations for the Council's discussion; noting all of the
budget information provided this evening is to bring the Council up -to -date on the current financial
situation so they can make these financial decisions later on (perhaps in April) after the staff submits its
final recommendations. He said it is his recommendation, and that of the Director of Finance, that no funds
be reallocated in any fund area at this time, but that in view of next year's budget, that we consider some
of these items to get Council direction as to the proper line of procedure. Mr. Pipes noted next year's
budget will be extremely similar to this year's budget as far as funds available, although it is still too
early to make any reasonable projections.
Mayor Monday noted she has a concern about an item deleted from the budget. Mr. Pipes noted the proper
ime to express that concern is now. She then requested that the HEAP budget have reinstated the funds
5500) for postage to mail out the HEAP mailer detailing the summer activities available. The Council felt
his item should be added back into the budget now so that the mailer can go out to all the citizens in time
or HEAP registration, noting it is critical for the success of that ongoing city program. Mayor Monday
oted the funds will have to come from the General Fund unallocated reserve which now has a balance of
27,628. Councilmember Carter made the motion to add the 1500 back into the HEAP budget for this purpose
Councilmember Bell mentioned the fireworks funds were also deleted from the budget. He said the Council
needs to make a decision now so that those involved know whether city funds will or will not be available,
for planning purposes. Mayor Monday noted she supports this program because it is a safety issue and tends
to encourage residents to participate in this program rather than having fireworks in their back yards. She
said this program requires approximately 12,750 and will affect the Arts Commission's programs because
without the fireworks display, there may not be a need for the band concert, which is a part of that whole
evening. Councilmember Bell noted he would like to make the matter public if indeed the city needs to look
for outside funds to finance the fireworks program this year. Mayor Monday noted the Council has time to
Look at this issue again in order to give proper notice for planning by May. The idea of charging admission
oas discussed and problems associated with logistics in collecting the admittance fee when people park along
the highways and fringe parking areas without ever getting inside the fairgrounds proper. Mayor Monday said
the Council is open for creative ideas regarding this particular program.
MINUTES OF THE CITY COUNCIL MEETING OF FEBRUARY 9, 1988 BOOK "P" 23
User Fees Discussed
Mr. Pipes noted again that the auditors have recommended the City look at its user's fees to see if
adjustments can be made. He said the Council felt last year that the fees were about as high as we could
go. He noted only 1.15 percent of the total construction value has actually been received in permit fees
this year and the $2,134 that has been re ceived wilt not pay to operate the Permit Department. He said
while user fees increases is a sound recommendation by the auditors, there is a practical limit in low ebbs
of construction activity as to what can be generated at any fee cost. He did not recommend any increases
in user fees at this time. Councilmember Carter noted it is his understanding that the city often collects
much less in fees because the actual cost of the project is underestimated at the time the fees are
assessed. Mr. Pipes noted this is true, as it is based on an honor system. Councitmember Carter noted
there should be a way to collect fees that are more true to what the actual project cost turns out to be.
Councilmember Knotts suggested working closely with the Appraisal District on value of these projects.
Mayor Monday asked Mr. Pipes to ask the staff to look into this matter. Councilmmmember Carter noted however
that the city certainty did not want to discourage construction activity, but the city needs its fair share.
Councitmember Knotts noted too that in sank cases, the projects total cost may have been over- estiamted and
the city will have collected more than necessary in fees.
CITY MANAGER'S REPORT- -GENE PIPES
Camoaiam Signs -- City Manager, Gene Pipes, noted there are many, many campaign signs appearing on utility
poles, sign posts, etc. throughout the city. He reminded the Council that this is in violation of the
city's ordinance and they are being removed by city workers, when possible. He said if the violator is
caught putting up these signs, he will run the risk of being prosecuted under the ordinance. He said the
city workers are not removing these signs from people's front yards, but are removing those that are in the
street right -of -ways and from utility poles between now and the March 8 election day. Councilmember Carter
asked that the city not remove the yard signs in resident's yards within the street right-of -ways as long as
they are not obstructing traffic.
Ross Park "annex" baseball complex Planning -- Mr. Pipes then presented a map showing a proposed annex to
Ross Park on the east side of airport road. He said the Parks Board and Open Space Action Committee members
are actively discussing this new annex. He asked the Council's authorization to continue to plan additional
park space for Ross Park for baseball fields, and a multipurpose field in the lower part of Ross Park. He
said currently there is a soccer field on the east side of Airport Road and it is proposed that another four
field little league complex, a high school baseball field and a soccer field be constructed on that property
that butts up against the Wynne Unit fence, which is now airport property. He noted the police firing range
is an the north side of the pond in this area. He said this particular area has only been discussed for one
other purpose over the years and that was that it would be the club house area for the 1st and 18th "T" for
the envisioned 18 hole municipal golf course that was being planned by Mr. Coers several years ago in
conjunction with some preliminary efforts by Mayor William V. Nash. He said if these fields are built
there, there will not be sufficient roan for the golf course. He said the stretch of property around the
east side of the airport and the 80 acres on the north end are the only areas available at the present time,
and is very sufficient as it is, but if the Council infringes any further on it with Ross park expansion,
then the golf course project is dead in this particular location. He said the city now needs same consensus
from the Council to proceed with the planning of the expansion of Ross Park, not a commitment to dedicate
this as park property, but it does involve the school district and a number of other individual users of the
facility. After sane discussion of the Councilmembers, there was no objection expressed to this plan.
vnsiaer aam cation irasn LOLLection schedule Adjustment -- Mr. Gene Pipes, City Manager, then presented a
equest from Johnny Poteete, Director of Public Works, to revise the special call -in heavy trash pickup on
Jednesday's throughout the month, after the regularly scheduled first Wednesday of the month trash pick -up.
e recommended continuing with the first Wednesday of each month, but in place of responding to call -in's
For the remaining Wednesdays, he recommended that trash be collected, if placed at the curb, on Thursday or
riday, (depending on route), when the regular garbage is picked up. He provided statistics to show the
vings in staff telephone time, miles saved, less wear and tear on the trucks, and the added benefit of
MINUTES OF THE CITY COUNCIL MEETING OF FEBRUARY 9, 1988 BOOK "P" 24
Dviding for truck maintenance time on those Wednesdays. The Council authorized, through its consensus,
is change in procedure.
Mr. Gene Pipes, City Manager, advised the Council that the TDHPT has adopted a new policy regarding the
struction, maintenance and operations of traffic signals to the effect that the Department is authorized
install, operate and maintain traffic signals on all controlled access highways, and on all
-controlled access highways in cities under 50,000 population according to the latest Federal Census.
Pipes noted this means where existing signals on state highways are presently being maintained and
rated by the City, the state is authorized to assume this maintenance and operation responsibility from
City. It was noted the city presently maintains 17 stop and go type signals, two flashing overhead
con installations and two flashing school zones, noting including the two signals at the IH 45 and SH 30
erchange, which are the responsibility of the state to maintain and operate as per an earlier agreement
ween the City and the state, dated August 26, 1975. He advised the city will continue its maintenance
operation responsibilities until an agreement is executed between the city and state which establishes
effective transfer date. Mr. Pipes noted at that time, the employees responsible for that function will
able to devote more time to their other responsibilities.
the street and Dogwood Street Water Line -- Mr. Gene Pipes, City Manager, advised the city proposed some
ime ago the extension of a six inch water line up Pine and Dogwood Streets in conjunction with the street
aving program to provide better water service and fire prorection. He noted while this proposal was not
idely accepted by the residents on those streets at that time, there are now some residents in favor of
his extension and they have asked that the City once again consider this project. He then asked the
Duncil for authorization to include this water line project in the city's plans. The Council agreed that
f 100 De cent cooperation can be achieved in the acauisition of rho nearaecary Wnt— i ;.,e
MAYOR'S ACTIVITY REPORT- -JANE MONDAY
Mayor Monday then made the following rwminations for membership on the Open Space Action Committee for
year terms: The new appointment of Marvin Hyvl and David Bailey; and the re- appointment of the
lowing individuals:
John Birkner Chester Crawford Joyce Hilliard
John Chandler Raymond Dailey Donald Coers
Donald Gibbs Charles Robinson Joyce Robinson
Allen Pace Clayton Waits
Councilmember Hammock made the motion to approve of these new and re- appointments as Presented above and
Mayor Monday then requested the Councills authorization to expand the Arts Commission to add a Film
dvisor, as a ninth advisory member, whose responsibility it would be to represent the City in efforts to
ttract filmmakers to Huntsville and to report to the City through the Huntsville Arts Commission. This
dvisor could act as liaison with any developing private film support groups which might wish to sponsor
ilm festivals or special showings or to act as technical advisors to the film liaison. Also, the Mayor
resented the concern of the Arts Commission regarding its involvement in the commercial aspects of film
:velopment and its recommendation that, should an abundance of activity develop in this area, that the
punch give some consideration to establishing a separate citizens advisory group or Film Commission.
MINUTES OF THE CITY COUNCIL MEETING OF FEBRUARY 9, 1988 BOOK "P° 25
Hotel -Motel Sales Taxes
Mayor Monday noted the Council will be reviewing the whole issue of the hotel -motel sales taxes and the
status of the current collections and any further action the Council may need to take. She noted the
Council will be provided with some history and documentation of this situation in the next meeting.
CONSIDER RESOLUTION
Consider Revised Resolution No 88-3 authorizing the submission of a Texas Community Development Program
Application to the Texas Department of Community Affairs for the Community development Fund and Designating
the City Manager as the signatory on required documents
Mr. Gene Pipes noted this is a replacement resolution for one done earlier which designated the Mayor as
the signatory for ail these documents. He noted the problem is that he has signed all the documents, and we
now either have to change the resolution or have the Mayor sign a large number of documents that he has
already signed and submitted. With this explanation, Councilmmmmber Barrett made the motion to adopt
Resolution No 88-3 designating the City Manager as the signatory and Councilmember Hammock seconded the
motion All were in favor and the motion passed unanimously.
COUNCIL ACTION
Meeting to discuss a statewide energy Plan
Councilmember Gary Bell expressed his concern that a representative of the City should be in attendance
at the February 19 statewide energy plan meeting. The Council agreed that Councilmember Bell should
represent the City at this meeting, but that he should first review with them what he plans to submit in the
way of ideas or suggestions. Councilmember Bell agreed to share that with the Council in the next meeting
(February 16).
Drainage Problems
Councilmember Carter expressed his concern again that Sam Houston State University has provided for
construction of additional concreted areas which will contribute to the massive amount of run -off into the
downtown area into the drainage facilities. He asked that there be some communication between the city and
the university germane to coordination of master plans, especially as the two entities work together
concerning drainage problems.
Left Turn Lane Needed
Councilmember Bill Green requested the City consider striping for a left turn lane on Normal Park at
11th Street. He noted there is a real traffic problem in this area. Mr. Pipes noted he will take a look at
this situation.
ADJOURNMENT
Respectfully submitted,
Ruth DeShaw, City Secretary
February 9, 1988
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