MIN CC 01/22/2008CITY COUNCIL MEETING of JANUARY 22, 2008 BOOK "U" 87
MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 22ND DAY OF JANUARY, 2008, IN THE CITY
HALL, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 6:00 P.M.
The Council met in a regular session with the following members present:
COUNCILMEMBERS: J. Turner, Wayne Barrett, Jack Choate, Mickey S. Evans, Clarence Griffin , Melissa Mahaffey, Jim
Willett, Mac Woodward, and Dalene Zander
OFFICERS: Gene Pipes, Interim City Manager; Stephanie Brim, City Secretary; and Thomas A. Leeper, City Attorney
WORK SESSION [5:00- 5:55pm]
City Council conducted a work session to discuss potential revisions to Code of Ordinances Chapter 30: Sewers, as presented
by Bill Daugette, Director of Public Utilities. Additionally, the Council discussed a strategyfor City Manager search, discussing
the need for a dialog on expectations of the new city manager as well as presentations by potential search firms. [Note:
Councilmember Griffin arrived at 5:30pm.]
CALL TO ORDER [6:00pm]
Mayor Turner called the meeting to order.
PLEDGE OF ALLEGIANCE to US and TEXAS FLAGS, INVOCATION
Councilmember Barrett led the invocation.
PUBLIC COMMENTS (Agenda items only.)
Dalene Smither. Ms. Smither spoke in opposition to Statutory Agenda
Meadows, citing continued drainage problems in the area
Rosa Lucero. Ms. Lucero also spoke in opposition to Statutory Agenda Item (a) regarding the request from Montgomery 'I
Meadows, citing continued drainage problems in the area.
I
TENT AGENDA
Presentation, discussion and /or possible action on minutes of January 3, 2008.
Councilmember Woodward moved to approve the Consent Agenda and Councilmember Mahaffey seconded the
motion. The motion passed 9 -0.
i
UTORY AGENDA!
Presentation, discussion and /or possible action on the request for participation from Montgomery Meadows, Phase II,
Ltd. for housing tax credits, as presented by Stan Hamrick, AICP, City Planner.,,
Mr. Glockzin seeks City Council support of Montgomery Meadows Phase II located just north of the Montgomery
Rd. and Cline St. intersection. Per Texas Department of Housing and Community Affairs ( "TDHCA ") requirements the
City should provide in -kind support of the housing project as well as the attached resolution.
The proposed in -kind contribution will be in the form of a waiver from the requirement to extend water, sewer and
street improvements between Montgomery Rd. and Lake Rd. as is standard. This could result in a savings to the project
of approximately $305,454 as per the attached updated engineer's preliminary opinion of probable construction costs
provided by McClure & Browne Engineering. The developer proposes building all of the Cline Streetextension exceptfor
the portion outside of the project area.
After review by Public Works staff, it was determined that there was no immediate need to extend the water or
sewer systems along the future extension of Cline Street. Both systems are provided along Montgomery Rd. and Lake
Rd. and no dead -end portions will be created.
Additionally, the developer is proposing to relocate Windridge Lane to become an extension of Cline Streetand to
construct this portion through the development. After review staff determined no immediate need to extend Cline Street!
to Lake Road at this time. As the remaining property develops Cline Street will be extended as appropriate. !
This development will be the second phase of housing for the elderly provided in the area by Mr. Glockzin. Ai
similar request was approved in February of last year, but the application was not selected by TDHCA. This is a new
request for support.
Councilmember Woodward moved to approve Resolution 2008 -01 declaring support for the Montaomery
Meadows Phase II Ltd application for housing tax credits for the purpose of discussion and Councilmember Choate
seconded the motion Councilmember Willett moved to amend the original motion to delay approval of Resolution 2008-
01 until February 28 2008 declaring support for the Montgomery Meadows Phase II Ltd application for housing tax
credits and Councilmember Woodward seconded the motion. Councilmember Woodward then modified the
Item (a) regarding the request from Montgomery
COW
a.
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a.
CITY COUNCIL MEETING of JANUARY 22, 2008 BOOK "U" 88
amendment and Councilmember Willett agreed to add the stipulation that designated staff visitthe site and re orton th
status at the next Council meeting. City Planner Stan Hamrick answered several Councilmember's questions as to
clarification of different aspects of multiple project issues /concerns. The motion passed 9 -0.
Councilmember Woodward moved to table Resolution 2008 -01 deciannq supportforthe Montgomery Meadow
Phase II Ltd. application for housing tax credits; and Councilmember Evans seconded the motion. The motion passe d
9 -0.
b. Presentation, discussion and /or possible action on the cellular phone service contract renewal.
The City of Huntsville currently has 84 cellular phones and 17 blackberries with ATT. Prior to requesting renewal
the ATT State of Texas DIR contract, Verizon's State of Texas DIR contract was researched for comparison to ensure w
receive the best combination of coverage, pricing and features. The following steps were performed:
• Cellular service and blackberries were tested in the field.
• References were checked.
• Plan restrictions such as mobile to mobile calls and roaming were compared.
• An audit was performed on peak minutes for all staff.
• A cost/benefit analysis was performed to find the best available plan.
The City currently pays an average of $4,100 per month for voice and data services on cellular phones and
blackberries. Both ATT and Verizon Wireless were asked to provide a quote based on our current needs.
Changing to a contract with Verizon Wireless would save the City approximately $2,393 for the 1' yearand $149
for the 2n' year. However; because of the labor involved with switching out all cellular phones and the inability t
continue using our current equipment the costs savings are not enough to warrant a change at this time. Plan audits will
continue every month to ensure the City obtains the lowest possible costs. Quotes are based upon staying within the
pooled minute allotment.
This contract will be good for one year with the option to renewfor two additional years and both vendors allow fo
the cancellation of cellular lines without charging any fees.
CouncilmemberZender moved to authorize the City Mana ertoexecuteacontractrenewalwithATTWirelessfo
voice and data services at a cost not to exceed $53,901 to be funded from budgeted funds and Councilmember
Woodward seconded the motion. The motion passed 9 -0.
Presentation, discussion and /or possible action on the changes to the Employee Policies & Procedures.
The current Employee Policies and Procedures were adopted by Ordinance on September 20, 2005. The
proposed Personal Leave Policy was presented to City Council on December 11, 2007, and allows for flexibility and
employee discretion when it comes to either working or being off for Once de Mayo and Juneteenth. Citizen comment
reflected disapproval of the proposed policy. Personnel Committee members were asked to seek out citizen input with
staff directed to receive employee preference on the proposed policy. The employee preference was recorded in the
form of a ballot with the following results:
YES
NO
NO PREFERENCE
244
10
11
Councilmember Mahaffey moved to approve Ordinance 2008 -01 adopting amendments to Cha ter4 of Employee
Policies and Procedures with Section 4.7 2 amended second sentence to include "Department Heads may den ...o
the City of Huntsville; in the event of an employee personal leave request the Department Head shall apply the
standard utilized forre uests off on recognized national holidays.": and Councilmember Choate seconded the motion.
The motion passed 8 -1 with Councilmember Woodward voting against.
J. Presentation, discussion and /or possible action on acceptance of the Parker Creek collector sewer lines.
The City of Huntsville, Texas, received a loan from the Texas Water Development Board to construct the Parke
Creek Collector Sewer Lines (Contract No. HV -045, TWDB Project 21090 CID 07), and the Parker Creek Collector
Sewer Lines and related improvements have been constructed.
Councilmember Choate moved to approve Resolution 2008 -02 accepting the Parker Creek Collector Sewer
Lines; and Councilmember Griffin seconded the motion. The motion passed 9 -0.
L. Presentation, discussion and /or passible action on request for participation from Alpha Omega for City sewer service.
Alpha Omega Academy requested City Council participation in the costs associated with designing and
constructing a sewer line and associated appurtenances that would provide City sewer service to Alpha Omega
Academy. The request is for the City to participate up to 25% (estimated at $75,806.25) of the estimated cost
associated with the project.
The City received a request from AOA of the possibility of constructing City sewer infrastructure to serve th
campus. City staff developed a cost estimate for the project. AOA has made this request because of the high cost and
large amount of acreage (7 to 9 acres) that will be required to install an on -site system.
There are various routes that can be utilized to construct the project. The attached cost estimates show the cos
of each and possibilities of existing house connections. Please note that none of the houses are within the current City
limits. AOA indicates that their participation level be based on the lowest cost and most direct route to provide the sewer
service to the campus. Other routes that would be at a higher cost would be the City's responsibility.
Also noteworthy is the costs for easements and electrical costs (for the lift station) are not included in the cos
estimates. At this time, AOA representatives are working with the landowner to the east (southeast corner of Highway
30 and FM 1791) about securing easements. They indicate the communications have gone well so far. Power is
CITY COUNCIL MEETING of JANUARY 22, 2008 BOOK "U"
available in the area. At this time, it is unknown what the electrical costs will be until the lift station is designed and the
power requirements determined.
MAYOR I CITY COUCILMEMBER I CITY MANAGER REPORT
a. Presentation, discussion and /or possible action on a potential exchange of parkland with Texas Departmentof Criminal
Justice ( "TDCJ ").
City Attorney Thomas Leeper and City Surveyor Gene Woods presented information regarding the potential need
for a land swap in order to clear up boundary issues between the City's northern property line of Eastham- Thomason
Park and TDCJ's southern property line at the Byrd Unit. The issue was brought to light during survey of City property
for the recent Texas Parks and Wildlife grant for park improvements. Since the property in question is dedicated
parkland, any exchange or release must be approved by the voters.
Councilmember Choate moved to direct staff to correct the appropriate documents and submit for a vote at a
future election; and Mayor Turner seconded the motion. The motion passed 9 -0.
Presentation, discussion and /or possible action on a proposed appointment of an interim city manager.
Mayor Turner explained briefly the process of contracting with Mr. Gene Pipes to be the Interim City
councilmembers expressed concern that they had not been provided a copy for
This item was tabled for a vote until further discussion in Executive Session.
C. Presentation, discussion and /or possible action on the Annual Review of Charter Officer— City Attorney.
This item was discussed in Executive Session.
d. Councilmember Evans commended the Solid Waste Division for their recent successful E -Waste Recycling Program.
EXECUTIVE SESSION [7:55 - 8:42pm]
As authorized by Texas Government Code, Chapter 551, Section 551.074 - personnel matters regarding the appointment,
employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee; City Council (1)
discussed the details of the proposed contract for interim city manager services; and (2) conducted an annual review of
Charter Officer— City Attorney Thomas Leeper.
RECONVENE in OPEN SESSION
PUBLIC COMMENTS (Open.)
Billie Walker. Ms. Walker spoke about drug issues and responsiveness /enforcement through the Huntsville Police
Department in her neighborhood.
ADJOURNMENT [8:53pm]
Mayor Turner adjourned the meeting.
Stepha A. Brim, City Secretary