MIN CC 04/01/2008CITY COUNCIL MEETING of APRIL 1, 2008 BOOK "U" 107
MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 1 ST DAY OF APRIL, 2008, IN THE CITY
LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 6:OOPM.
The Council met in a regular session with the following:
COUNCILMEMBERS PRESENT: J. Turner, Wayne Barrett, Jack Choate, Tom Cole, Mickey S. Evans, Melissa Mahaffey,
Mac Woodward, Dalene Zender
COUNCILMEMEBRS ABSENT: Clarence Griffin
OFFICERS PRESENT: Gene Pipes, Interim City Manager; Thomas Leeper, City Attorney; Stephanie Brim, City Secretary
WORK SESSION [5:00- 5:55pm]
City Council conducted a work session at which they received an update on the Weatherford research test facility
Weatherford representatives Jack Setterberg and Johhny DeBaugh; and also received an update on the Solid Wa
Automation project by Gene Pipes, Interim City Manager and Bill Daugette, Director of Public Utilities.
REGULAR SESSION
CALL TO ORDER [6:02pm]
Mayor Turner called the meeting to order.
PLEDGE OF ALLEGIANCE to US and TEXAS FLAGS, INVOCATION
Councilmember Barrett led the invocation.
I PRESENTATIONS
a. Proclamation No. 2008 -10, Public Safety Telecommunications Week, April 13 -19, 2008, received by Jason January.
b. Proclamation No. 2008 -11, Library Month, April 2008, received by Gene Myrick.
C. Proclamation No. 2008 -12, Child Abuse Prevention and Awareness Month, April 2008, received by CASA members.
PUBLIC COMMENTS (Agenda items only.)
None.
CONSENT AGENDA
a. Accept the 2007 SAFER grant for Public Safety — Fire Services.
b. Accept the bid for miscellaneous pipe.
Item (b) was removed from the Consent Agenda by Councilmember Mahaffey for further discussion.
STATUTORY AGENDA
(b.) Accept the bid for miscellaneous pipe.
Water and sewer supplies are kept in inventory at the City warehouse. These items are purchased and restoc
at various re -order levels. Vendors were asked to offer either an annual or six month contract, whichever would be
most cost effective considering the fluctuating market for many of these items.
Nine bid packets were mailed and three bids were received from: Ferguson Water Works, Municipal Water We
Supply and HD Supply Waterworks. Estimated quantities were provided to each bidder. The bidder with the lowest p
per item is recommended to receive that portion of the contract. No contract will be allowed to exceed the purch .
order limits, which is set forth in the City of Huntsville Procurement Policies and Procedures Manual without pre
authority.
Staff recommendation is to establish three separate contracts to obtain the best possible pricing. Six me
contracts will be established with each vendorwith an option to renewfor two additional six month periods if in the t
interest of the City.
Items are checked into the warehouse utilizing different warehouse account codes. Once items are checked
they are charged to the user department.
CITY COUNCIL MEETING of APRIL 1. 2008 BOOK "U" 108
Presentation, discussion and /or possible action on the purchase of a mini - excavator.
Currently the Public Works Department has one (1) eight -yard dump truck assigned to Capital Improveme
Projects, and one (1) Ford Crown Vic assigned to the Public Works Director, both scheduled for replacement in F
2007 -2008. Additionally, there was one (1) New Holland backhoe shared between Public Works and Public Utilitii
Departments which was not scheduled for replacement. The dump truck and the backhoe will be right sized to one(
mini excavator. The Crown Vic will be removed from the replacement schedule and an asset auctioned and the Pub
Works Director granted a car allowance. Pricing was obtained from Houston Galveston Area Council and the Buy -Boa
for the mini excavator.
b. Presentation, discussion and /or possible action on the Mayes Addition (Oakwood Cemetery) road extension bid.
Extension of the road will improve and extend the access through the Mayes Addition of Oakwood Cemetery. Thi
will allow for further platting of lots and improve access.
The current access road ends with rock /gravel turnaround. The proposed extension will improve and extend th
access road allowing additional lot sales and access through the cemetery. Funds were budgeted to extend the acces
road in this year's budget. The budget developed for this project included the cost of hiring an experienced contractor t
construct the concrete pavement and City crews to perform all other work required to complete this project.
A contractor is required to install the concrete pavement because they can install the pavement more effcientl
and quickly because they have the appropriate resources and equipment. City crews are not equipped to install larg
sections of concrete pavement because of the very limited number of concrete pavements maintained by the City.
Bids were received and opened on March 12, 2008. The bid tabulation sheet is attached. Seven (7) bid packet
were picked up by prospective bidders with four (4) bids being received. The low bidder is a local contractor who als
constructed the concrete pavement for the Brook Hollow Drive concrete replacement project. The low bid is within th
project budget n am t not t _ exceed - 9, t from Councilmember Woodward moved to authorize the City Mana erto enter into a Construction Contract with J&
Contracting in an amount not to exceed 39 500 for the installation of concrete pavement from bud eted Gener
C. Presentation, discussion and /or possible action on Ordinance 2008 -13 amending certain sections of the City
Huntsville Municipal Code Title 30, Water and Sewers.
Ordinance revisions provide updated guidelines and regulations to insure the sewer collection system
constructed, operated, and maintained in an efficient and legal manner. With sewer rules and regulations becomi
more stringent it is necessary that our ordinance provide the guidance and authority to our staff and citizens to insure
operate legally and efficiently. This revision will replace the existing Chapter 30, Section 02 in its entirety and moc
Chapter 30, Section 03.05.
d. Presentation, discussion and /or possible action on Ordinance 2008 -14, amending the FY 2007 -08
)R / CITY COUCILMEMBER / CITY MANAGER REPORT
Update on the contract status with Arcus Public for the city manager search.
No update was presented at this time.
b. Presentation, discussion and /or possible action on compliance with the Fair Labor standards Act ( "FLSA ").
This item was discussed in Executive Session however, no action was taken at this time
PUBLIC COMMENTS
CITY COUNCIL MEETING of APRIL 1, 2008 BOOK "U" 109
MEDIA INQUIRIES
None.
EXECUTIVE SESSION [7:05- 7:45pm]
City Council conducted a closed session in as authorized by Texas Government Code, Chapter 551, 551.071 — consultation
with counsel on legal matters, regarding compliance with the Fair Labor standards Act ( "FLSA ").
RECONVENE in OPEN SESSION
No action was taken.
ADJOURNMENT [7:48pm]
Mayor Turner adjourned the meeting.
i
Steph nie A. Brim, City Secretary