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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 1