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MIN CC 02/08/1989MINUTES OF THE FEBRUARY 8, 1989 CITY COUNCIL MEETING FEBRUARY 8, 1989 242 II MINUTES OF THE HUNTSVILLE CITY HELD ON THE 8TH OF , IN THE H ICOUNCIL CHAMBERSLOCATED AT 1212AVENUE M INTHE CITY OF HUNTSVILLE,COUNTYOF WA KER1TEXAS AT 5 15P.M.,,LL II The Council met in a regular session with the following members present: Jane Monday, Mayor 0. Eugene Barrett City officers Present: Gary Bell Ila G. Gaines Gene Pipes, City Manager William B. Green Percy Howard, Jr. Scott Bounds, City Attorney William H. Knotts, Jr. Ruth DeShaw, City Secretary Members absent: William L. Hammock and James L. Carter EXECUTIVE SESSION Consider contemplated litigation: a subdivision on FM 1374. The Council met in an executive session to discuss contemplated litigation germane to a subdivision on FM 1374. No formal action was taken. CITIZEN INPUT Ms. Opal Atkinson concerning a sewer line request. Ms. Atkinson advised her problem started 30 years ago when they built a house here within the City Limits where there was no sewage within about 300 feet. She said they ran their own line for sewage and have maintained it all these years. She said they have been paying city taxes and sewer charges at no expense to the city, but there comes a time when they just cannot do it anymore. She said she has spent a fortune in plumbing bills to maintain this line. She said she is here to ask the city to run a line out there so she can tap onto it, noting she has two houses there. She said the houses are old and the Housing Authority pays the rent on them and the tenant pays the upkeep and the insurance, utilities and taxes after which there is nothing left. She said she has $317.00 a month coming in from social security and she works three days a week at the Grandpersons Center. She said she is not asking for charity, but just thinks the city should take on their responsibility. Mayor Monday advised the city certainly does appreciate it and will look into this problem. Mr. Scott Bounds, City Attorney, advised he had spoken with Ms. Atkinson earlier today and she has talked to Mr. Sonny Davidson of the city's staff earlier in the week. He advised he will be talking with Mr. Davidson tomorrow and get back with Ms. Atkinson soon to see what the options may be under the city codes. He said he will report back to the Council by next week as to what those options are. Ms. Atkinson said she came years ago to ask if the city could not put in a line, could they just maintain her line, but the city would not do it. She said when she went to Mr. Davidson, he called her back to say the city could run the line, but it would cost her $1,800. She said she just doesn't think that is fair as it is a city responsibility to run that line. Mayor Monday advised of the city's policy regarding citizen input in that the city always tries to get back with the citizen in the next meeting. She said the city will have Mr. Bounds investigate this particular situation, along with Mr. Davidson and Mr. Boyd Wilder, Director of Public Utilities, and the city will then get back to her and report back to the City Council next Tuesday. She said they will be contacting her personally to let her know what the city can or cannot do. She thanked Mrs. Atkinson for coming. FORMAL SESSION CONVENED Mayor Monday called the formal session open. Councilmember Percy Howard, Jr., presented the invocation. CONSIDER THE MINUTES OF THE PREVIOUS MEETING Councilmember Barrett made the motion to approve the minutes of January 24 1989 and Councilmember Gaines seconded the motion. All were in favor and the motion Passed unanimously. I 1 MINUTES OF THE FEBRUARY 8, 1989 CITY COUNCIL MEETING FEBRUARY 8, 1989 243 CONSIDER BIDS No. 89- 11- -chlorination system -- reiect due to advertising error Mr. Gene Pipes, City Manager, advised this bid was not advertised in the local newspaper. Mr. Pipes said the bid packets were sent out and received back and while in the process of analyzing those bids, it was discovered the advertisement that had been scheduled to be in the paper in December had not appeared. He said it was a staff error. He asked the Council to accept the Purchasing Agent's recommendation to re -bid the complete chlorination system. Councilmember Barrett made the motion to reiect these bids and to authorize the re -bid of the complete chlorination system. Councilmember Howard seconded the motion. All were in favor and the motion passed unanimously. No. 89 -12 -- diesel powered cab and chassis for fire department tanker truck -- reiect due to mechanical problems with low bid; second bid beyond budget City Manager, Gene Pipes, advised when the city bids used equipment, it always tries to make an on -site inspection of the equipment to make sure that what it has bid is acceptable. He said Mr. Joe French, Fire Chief and the Garage Superintendent, Harold Ramsey, made a trip to Houston last week to view the equipment that was the low bidder. He said they found it to be in extremely poor condition and that it would probably cost more to put it back into operational order than the value of a new truck itself. He said the vendor originally had another piece of equipment on the lot and someone had purchased it before the city was able to get bids and get authorization. He said in order to proceed, the city would have to go to the second bid, which was beyond the budget. He asked that the Council reject these bids at this time and allow staff to wait until a later time. Councilmember Gaines made the motion to reiect this bid and to authorize the staff to rebid and Councilmember Knotts seconded the motion. All were in favor and the motion Passed unanimously. No. 89-15 -- fencing materials for ball parks -- approve Option A-- repair, to Stewart Fence Company in the amount of $9.944 -- budgeted. Reject Option B- -Youth League withdrew financial support Mr. Gene Pipes, City Manager, advised the fences at Ross Park have been in place for about 14 or 15 years and show lots of wear on the top rail and the bottom is kicked out and there have been problems associated with them, some of which are hazardous. He said the city has taken bids for the repair of the fence systems at the ballfields and have a bid from Stewart Fence Company for $9,944. He said the bids taken for additional fence originally to be paid for by the Youth League for $9,020 is not being recommended because the League has withdrawn their participation, opting instead to save their money and pool it for the possibility of matching funds to build a six -plex baseball field. Mr. Pipes then recommended bid Option A in the amount of $9,944 and the rejection of Option B. Councilmember Green made the motion to approve of the Stewart Fence Company bid for $9.944 and the rejection of Option B as recommended and Councilmember Howard seconded the motion. All were in favor and the motion passed unanimously. No. 89- 13-- compact pickup truck for customer service division to Holland Chevrolet - Nissan Inc in the amount of $8.275, as budgeted City Manager, Gene Pipes, presented the four bids received and the recommendation of Mark Bosma, Purchasing Agent, to accept the lowest bid meeting specifications submitted by Holland Chevrolet /Nissan, Inc. in the amount of $8,275.00 for the utility billing department. Councilmember Bell made the motion to drove of this bid as Presented and Councilmember Knotts seconded the motion All were in favor and the motion Passed unanimously. Consider a proposed change order to change over the service connections on FM 1374 - -12 inch water main proiect in the amount of $29,896 to Brazos Valley Utilities in order to free city crews to maintain capital improvement Program Proiects schedule Mr. Gene Pipes, City Manager, told the Council the staff has been involved over the years in the various capital rehabilitation projects. He said the capital construction crew has built the line and the other crews in the water department have made the subsequent change order of service to the lines. Mr. Pipes said it appears the city is digging up the same hole two or three times, but it is obviously different operations. He said in order to kill out an existing line and change the services over, it has to be done MINUTES OF THE FEBRUARY 8, 1989 CITY COUNCIL MEETING FEBRUARY 8, 1989 244 in that fashion. He said the expected length of time to do this work on the Possum Walk Road 12 inch water main is approximately one month. He said the time lost at the present time with Mr. Wilder's crews will severely limit the amount of work they can get done as lead work to the work that Mr. Poteete's street crews will be doing this summer in the paving program. He said rather than have the city get behind and have Mr. Poteete's street crews turning up in the back of Mr. Wilder's utility crews all summer long, he feels this would be the type of project the city could contract the work and get the benefit of the flexibility of the city's crews. He said having a contractor on site that has already done the construction work do this additional work by change order, would benefit the city. Mr. Pipes said the city did not plan initially that this project be done in this fashion, but the city simply suggests that since the Highway Department was going to widen Possum Walk that the city needed to contract for the work to be done so that the water main could be out of the way before they get ready to go to work. He said they have not yet issued a work order on that project and in fact are still waiting for funds to be freed up at the state level sufficient to cover this project. At that time, the bid will be awarded and they will go from there. He said the City will be working outside the street right-of -way for the most part. He said the city does not wish to cripple the ongoing street paving program by limiting the amount of work Mr. Wilder's crews can get done. He said since this was not an ordinarily scheduled project, he is recommending that the city undertake the work by change order to Brazos Valley Utilities in the amount of $29,896. Councilmember Barrett made the motion to approve of this change order and Councilmember Howard seconded the motion. Councilmember Knotts asked if the city is still limited to a 25% increase and does the staff see anything that might cause another increase or change order later on in the job. Mr. Pipes said he did not anticipate another expense as we are already close to that percent now. All were in favor and the motion passed unanimously. CONSIDER SALE OF SURPLUS EQUIPMENT Consider a proposal to authorize sale of surplus equipment as described at the minimum values recommended by sealed bid following notice. Mr. Pipes advised previously the city has accumulated all of its surplus equipment and vehicles, etc. for auction during various times of the year. He said the amount of used police vehicles and other equipment that has accumulated at the Service Center has become a space problem and the city needs to be able to get rid of that in order to re- acquire space in order to be as efficient as possible in the garage maintenance area. He said the list of equipment of various vehicles dating back to 1977, includes a sidewinder mower, trailer and a gooseneck trailer from the original roll-off container program of the commercial sanitation department. He said the city does not have a good vehicle with which to pull this trailer anymore. He requested authorization to dispose of these items by sealed bid as recommended by the city staff to save the expense of stageing an on -site bid process. He said the bidders will have an opportunity to look over the project based on a sealed bid on those minimums and the city can dispose of this equipment. Councilmember Knotts made the motion to authorize the disposal of this equipment by sealed bid and Councilmember Green seconded the motion. Councilmember Bell felt the City should rethink its plan to rid itself of the gooseneck trailer as it appears it could be useful. Mr. Pipes said it was used extensively in the start up of the roll-off container system and received wear and tear going in and out of the landfill. Mr. Pipes said the trailer has been unusable from the city's purposes because of the lack of an appropriate hookup. He said to have a gooseneck trailer one must have a gooseneck hitch. He said none of the City's other equipment is so equipped. He said while we could refit another vehicle for it, we would Loose the bed space for other purposes and uses. He said we have other floating trailers that can be handled easier and the gooseneck has considerable wear on it. Mr. Pipes said the city can dispose of equipment that it has on hand through a joint auction with the County if an appropriate sealed bid is not received, however, the sealed bid method has been very useful to the city in the past. All were in favor and the motion passed unanimously. COMMUNITY DEVELOPMENT BLOCK GRANT RECEIVED Mayor Monday announced that out of 39 applications for Community Development Block Grant Funds, Huntsville has come in third in the rankings. She advised in 1988, the city came in 15th and the state funded 13 of the top ranking proposals. Mayor Monday stated the grant is for $331,614 to do sewer in three neighborhoods in Huntsville: FM 247 at Midway Road; Watkins Street at Ryan's Ferry Road; and Pine Hill Road D 1 MINUTES OF THE FEBRUARY 8, 1989 CITY COUNCIL MEETING FEBRUARY 8, 1989 245 at FM 1374 /Montgomery Road. The grant would then cover sanitary sewer improvements which will encompass the construction of approximately 6,175 linear feet of six inch PVC sewer pipe, 26 manholes, 1650 linear feet of 4 inch sanitary sewer stubs and the system will serve 150 people of which 139, or 93% are classified as low or poverty income. She said this community should be very proud of Mayor Pro tern Howard for the excellent presentation he made. She said a press packet concerning this is available for the media. CITY MANAGER'S REPORT- -GENE PIPES Consider revised charae for Planning and building commission concerning review of code Mr. Gene Pipes, City Manager, advised Councilmember Barrett made a proposal that the various codes and ordinance regarding building and development within the city be reviewed and a procedure set up by which this is to be done. He said he offered a draft of the charge to the Planning Commission and the Board of Adjustments and Appeals last Tuesday night. He said with no input by Friday, he resubmitted it for the Council's consideration at this time. He then asked for their approval of this charge. Councilmember Barrett made the motion to approve of the charge as set out by the City Manager and Councilmember Gaines seconded the motion. All were in favor and the motion passed unanimously. Councilmember Barrett said he hopes the community will get involved in this procedure because it has been a point of concern for a lot of people in Huntsville and he hopes that when the code concerning their area of expertise is scheduled for discussion that they will be there to get involved in the discussions. Consider status of Chamber /City Tourism Contract Mr. Pipes said the city is in receipt of the funds from the Chamber of Commerce that were paid in the past budget year in excess of the budget of the Tourism Division. He said the city has received some $12,500 at that time and in the intervening time over the last couple of weeks, we have been waiting the balance of the reserve funds or any other funds available to the Chamber of Commerce that were accorded to Tourism over the years on the contracts dating back to the late 1970's. He said the Chamber did provide a report of those funds last week and a check in the amount of $7,500 represented the available funds on hand at the Chamber of Commerce. He said we received a letter from Mr. Joe Henderson dated February 8, 1989 suggesting some minor language changes in the contract in the form of a letter agreement to the contract that the city had approved in December. He said those changes concern the following: All tourism monies on hand as of December 31, 1988 and not expended in a manner authorized by an approved budget shall be returned to the City by January 6, 1989. 2. For tourism services to be provided from January 1, 1989 to December 31, 1989, the City agrees to pay the Chamber $80,000 in twelve equal monthly installments of $6,666.66 on the first of each month beginning January 1, 1989; provided, however, that any funds not used in accordance with the approved budget shall be returned to the City by January 31, 1990. 3. The Chamber agrees to provide the City monthly reports and financial information outlining all activities and expenses of the Chamber related to tourism services. 4. The City and Chamber agree to meet quarterly to discuss ongoing activities and financial status related to tourism services and to make any necessary budget adjustments for large expenditures that may be incurred. Exhibit A of this letter agreement presented an $80,000 budget: Direct program costs: $43,000; program support costs: $5,000 and program implementation costs: $32,000. Mr. Pipes said the Chamber has agreed to initiate and incorporate into their audit this year a final resolution of the audited funds- -the fund balance and the cash balance in the Tourism Division to make sure there is complete and full disclosure of the entire history of the transactions between the City and the Tourism Division of the Chamber of Commerce and ample documentation of the status of all those funds. He said with the Council's approval of these minor changes in the letter agreement previously approved in MINUTES OF THE FEBRUARY 8, 1989 CITY COUNCIL MEETING FEBRUARY 8, 1989 246 mber, and the acceptance of this status, the city will be dispatching the fist two payments tomorrow to Chamber: the January and February payments, according to the letter of agreement and look forward to resolution of the information presented to the Chamber's audit by June 1. Councilmember Gaines made otion. Councilmember Green asked about Item No. 1 above in that those dates have already passed. Mayor onday stated the dates were left there because it is good for a landmark as the city did comply with those ates. Councilmember Bell underscored for the record in the cover letter from Joe Henderson as mentioned Bove that there is going to be a reconciliation of all funds through an audit initiated by the Chamber of ommerce by June 1, a date he felt is relatively important. Secondly, Councilmember Bell asked that the ity remind them of that date a month or two in advance. All were in favor and the motion passed unanimously HISTORICAL PRESERVATION COMMITTEE MEETING Mr. Pipes said this committee met last Tuesday night to review a document to be used to serve notice on historical properties that have been so designated around town. He presented it for the record. Mayor Monday reminded the Council of the map of historically significant structures that was presented earlier by the Walker County Historical Committee. She said that map has been accepted and the Building Official is now notifying the Walker County Historical Commission if any of the houses on that list are brought into consideration for condemnation. She said they are getting prior notice of that and this procedure is now in place. She said in addition it was thought perhaps a letter speaking to the historical significance of these properties would be in order when the letter goes out from her. The committee has reviewed this letter and it is now here for consideration. Councilmember Barrett made the motion to approve this letter and Councilmember Green seconded the motion. After some discussion concerning typographical errors, and those being agreed upon, all were in favor and the motion passed unanimously. CITY MANAGER'S REPORT --GENE PIPES Gene Pipes, City Manager, advised the city expended some 473 man -hours and approximately $6,797 in Labor costs this past weekend. He said the city used 175 tons of material in the Public Works Department for a $2,800 dollar expense sanding the major arterial route primarily and approaches to hospital and other critical access areas, including Possum Walk Road. He said by late Monday, the city branched out considerably from the main arterial streets. He said the city benefited from a shop built spreader which pas mounted on the back of one of the city's large dump trucks and expedited tremendously the spreading of naterial. He felt it is appropriate to acknowledge the Police Department, the Fire Department, the EMS, and iumerous vehicles in the Public Works Department that worked many long, hard and strenuous hours in a very trying and testing situation. MAYOR'S ACTIVITY REPORT - -JANE MONDAY Mayor Monday complimented the Item on their coverage of the ice storm. She recognized the city mployees for their diligent efforts in several departments and commended the valiant efforts in all areas, rom sanding the streets to taking those with broken bones to the hospital. She suggested the "City News otes" article should capture some of the human interest stories that may have occurred during this time in he community. She asked the directors to pass along the Council's appreciation. L 1 MINUTES OF THE FEBRUARY 8, 1989 CITY COUNCIL MEETING FEBRUARY 8, 1989 247 Tourism Board Appointees Mayor Monday then presented the nominations for membership on the Chamber of Commerce /City of Huntsville Tourism Board for 1989. Those nominations are: Don Craven, Director, Waterwood National Resort & County Club Gloria Wright, Huntsville Consolidated Travel Toni Bruner, The Highlands Apartments Steve Bullard, University Hotel Scott Cherryholmes, Tinsley's Sally Craycraft, Huntsville Independent School District Geraldine Dickerson, Zip -N- Grocery Candy Dixon, CPA Rhonda Ellisor, West Hill Mall Ken Johnson, Texas Department of Corrections Dianne King, King's Candies Don Kraemer, Haney & Kraemer Dan Leasure, McDonald's Mary Frances Park, Retired *Jerry Tallant, Sam Houston State University *Barry Teare, The Texas Berry Farm *Walt Moore, Homeplace Inn *Rich Heiland, The Huntsville Item *George Franz, KSAM /KHUN Radio *Bob Bell, KKNX Christian Radio *New members in 1989- -all others reappointments. Councilmember Barrett made the motion to approve of the Tourism Board nominations and Councilmember Howard seconded the motion. All were in favor and the motion passed unanimously. Commendation of Recycling Businesses Mayor Monday advised she has signed a proclamation concerning Huntsville's Recycling Businesses earlier in the evening. She passed the commendation around for the Council's review. Inspection on Municipal Solid Waste Disposal Facility Mayor Monday advised the recent inspection of the City's solid waste disposal facility was favorable and the City is certainly in compliance. SHSU Local Committee on the Master Plan The Council was advised that the City Manager, Gene Pipes; Glenn Isbell, Director of Engineering Design; and the Mayor were invited to be a part of SHSU's local committee on their master plan, which will take them to the next 5, 10, 15 and 20 years, respectively concerning things they are proposing to do on campus. She said this plan will go to their Board of Regents on Thursday for approval. Once official, Mr. Jack Parker and /or representatives of SHSU's administration have been invited to come to make an official presentation to the city council. Arbor Day Ceremony Mayor Monday advised she participated in Arbor Day Ceremonies at the Sam Houston Memorial Museum for trees to be planted on the museum grounds. Trip to Athens cancelled Mayor Monday advised the Highway 19 Association Meeting scheduled in Athens on February 7 will be rescheduled. When the date is set, the City plans to be represented. MINUTES OF THE FEBRUARY 8, 1989 CITY COUNCIL MEETING FEBRUARY 8, 1989 248 Mayor Monday said she spoke this morning to the SHSU Communications Class, some members of which are here tonight. COUNCIL ACTION Councilmember Green expressed his appreciation for the work of the city employees during the ice torm. Councilmember Bell asked about the dust now present from all the chip rock. Mr. Johnny Poteete, irector of Public Works, said clean up has already started in the area of the hospital and other streets. e advised the street broom will sweep the rock into the gutter and the street sweeper will pick it up, but his will be done on Sam Houston Avenue between midnight and 8:00 A.M. when the traffic lets up. ouncilmember Barrett said he would like to congratulate the city staff- - because of their actions, a lot of recks were prevented. Councilmember Barrett made the request that a member of the Fire Department be present when the ilding codes are being reviewed to be sure all the citizens get the maximum protection as far as fire Dtection. Councilmember Barrett asked where the city obtained the sand for the streets. Gene Pipes, City anager, said it is not sand, but rather limestone aggregate and it is part of Pavers Supply's asphalt plant nd is used in their batch mix. Mr. Pipes said the city was able to go get it as it needed it during the torm rather than storing it. He said their people responded several times at 2:00 and 3:00 A.M. to go out nd toad from their stockpile. He said they cooperated very well. Mayor Monday suggested writing them a etter of appreciation. Councilmember Gaines expressed her appreciation to Jane Monday and Percy Howard, Jr. for their fforts with H -GAC in presenting our grant application information. Mayor Monday then thanked Dale Brown, ity Planner, for his assistance in putting the grant application together. Mayor Monday noted mid -year budget adjustments are coming up soon. She stated we will want to look our one stop shop in our tracking system to see if we can look at the coordination there and perhaps a ition there of a coordinator to help facilitate this when our codes are in line. ADJOURNMENT Respectfully submitted, Ruth A. DeShaw City Secretary