MIN CC 03/03/2009CITY COUNCIL MEETING of MARCH 3, 2009 BOOK "U" 190
NOTES FROM THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 3RD DAY OF MARCH, 2009, IN THE
I-Y HALL, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT
Council met in a regular session with the following:
1NCILMEMBERS PRESENT: J. Turner, Wayne Barrett, Tom Cole, Charles Forbus, Clarence Griffin, Melissa
alley, Lanny Ray [6:45pm], Mac Woodward, Dalene Zander
'ICERS PRESENT: Bill Baine, City Manager; Stephanie Brim, City Secretary; Interim Counsel Leonard Schneider
TO ORDER [6:OOpm]
Turner called the meeting to order.
OF ALLEGIANCE to US and TEXAS FLAGS, INVOCATION
:tuber Barrett led the invocation.
Reed, Director of Public Utilities, reported to the Council on the Parker Creek Lab attaining National Lab
citation status.
COMMENTS (regarding agenda items only) ,
Russell. Mr. Russell spoke in support of the Council's opportunity to join with other cities on negotiating with
TENT AGENDA
Approve the minutes of the City Council meeting held on February 17, 2009.
Authorize the City Manager to purchase two (2) 112 ton trucks and one (1) 3/4 ton truck, one (1) parks truck, one
(1) water distribution truck and five (5) Crown Victoria cars from Planet Ford for a total purchase amount for all
vehicles not to exceed $195,384.
AGENDA
Consent Agenda Item U.
Authorize the City Manager to purchase two (2) 1/2 ton trucks and one (1) 3/4 ton truck, one (1) parks truck, one
(1) water distribution truck and five (5) Crown Victoria cars from Planet Ford for a total purchase amount for all
vehicles not to exceed $195,384.
Councilmember Mahaffey asked (1) if the police vehicle was on the replacement schedule [Victor Pena,
Assistant City Manager, reported it was not but was included as part of the budget process with the additional
police officer position]; (2) what is a flex fuel engine? [one that can be converted to ethanol]; and (3) why [local
auto dealer] Wiesner did not bid [bid was let during a change in their management]. Councilmember Griffin asked
if the City had recently lost a vehicle [no].
The motion oassed 8 -0.
Presentation, discussion and/or action with respect to Ordinance 2009 -27, authorizing the issuance of City of
Huntsville, Texas general obligation refunding Bonds, Series 2009; approving an official statement; authorizing
execution of a paying agent/registrar agreement, a bond purchase agreement and an escrow agreement;
establishing procedures for selling and delivering the bonds; and authorizing other matters rel8ting - to , the
bonds.
r
CITY COUNCIL MEETING of MARCH 3, 2009 BOOK "U" 191
Councilmember Woodward moved to approve Ordinance 2009 -2T and Councilmember Griffin seconded the
motion.
Winston Duke, Director of Finance, gave a brief overview of the refunding process, reporting that the term
will be the same [10 years]. Councilmember Woodward reported this item was discussed in Finance Committee,
which recommended approval, and the City should see annual saving of approximately $70,000- 75,000.
Councilmember Mahaffey requested clarification of the cap or limitations on the City Manager's authority;
City Manager Bill Baine committed to calling the Finance Committee members with the interest rate once
determined. Councilmember Zander inquired about fees associated with the refunding; Mr. Baine reported there
were various underwriting fees, but the total amount to be saved annually would still be around $70,000 - 75,000.
The motion passed 8 -0.
Presentation, discussion and /or action with respect to Resolution 2009 -02, authorizing the City Manager to
Proceed with a Request to the Trinity River Authority to Refund the Trinity River Authority of Texas Contract
Revenue Bonds Series 1996 and Series 1997 (Huntsville Regional Water Supply System Project),
Mr. Duke gave a brief description of the refunding — actually two issues (1996 and 1997), both are actually
TRA bonds, but the City pays for them as a type of pass through. The refunding will give permission for TRA to
refund the bonds. Mr. Duke responded that savings are substantial and the term remains the same - about
$45,000 annually for the both of them.
The motion passed 8 -0.
c. Presentation, discussion and /or action with respect to Resolution 2009 -03, authorizing participation with other
Entergy service area cities in matters concerning Entergy Texas, Inc. at the Public Utility Commission of Texas and
the Federal Energy Regulatory Commission in 2009.
Councilmember Forbus moved to ioin with these other cities and approve Resolution 2009 -03; and
Councilmember Cole seconded the motion. The motion passed 8 -0.
d. Presentation, discussion and /or action with respect to Ordinance 2009 -28, amending the City Council Rules of
Procedure for the City of Huntsville, Texas.
Councilmember Zander moved to approve ordinance 2009 -28; and Councilmember Mahaffey seconded the
motion.
Interim Counsel Leonard Schneider reported a typo on page 13 to be corrected. Mayor Turner thanked
Councilmember Ray for his work on updating the Rules.
The motion passed 8 -0.
Presentation, discussion and /or action with respect to authorizing the City Manager to purchase a 2009 new and
unused sewer cleaning truck from Vac -Con, Inc. in the amount not to exceed $254,892.95 to be funded from fund
balance reserves.
Councilmember Cole moved to purchase the vacuum truck; and Councilmember Mahaffey seconded the
motion.
Mayor Turner remarked that the old vacuum truck is parked in front of City Hall if anyone would like to see it
up close. Councilmember Mahaffey asked if there was a warranty on the tank? [City Manager Baine responded
this one does have a warranty and the old one will be sent to Corsicana for revitalization before resale]; and
whether this piece of equipment was on next year's schedule to replace and should be treated as an emergency
for this year? [Yes]. Councilmember Mahaffey requested that the staff look into the problem areas [already
reviewing].
The motion passed 8 -0.
f. Presentation, discussion and/or action with respect to Ordinance 2009 -29, amending the fiscal year 2008 -09
budget for the purchase of 2009 new and unused sewer cleaning truck from Vao -Con, Inc.
Councilmember Mahaffey moved to amend the budget to purchase this item fsewer cleaning truck from Vac-
Con Inc .1 and Councilmember Forbus seconded the motion. There was no discussion on this item: the motion
passed 8 -0.
g. Presentation, discussion and /or action with respect to authorizing the City Manager to approve the Final
Reconciliation Change Order #1 in the amount not to exceed $33,347.37 for additional engineering costs payable
to Wisenbaker, Fix and Associates for multiple redesigns of a chlorine containment solution at the Palm Street
water plant.
Councilmember Woodward moved to approve the final change order and dose out this proiect; and
Councilmember Griffin seconded the motion.
Councilmember Woodward commented that this change order clears up the extra engineering costs portion
of the project, and that the total project came in $162,000 under budget.
The motion passed 8 -0.
CITY COUNCIL MEETING of MARCH 3, 2009 BOOK "U" 192
DRICITY COUNCILMEMBER/CITY MANAGER REPORT
Presentation, discussion and /or action with respect to the process for 2009 Charter Review Committee.
Mayor Turner commented that although no action would be taken tonight, development of a plan for the five
year review of the Charter would be starting in the next few months. Mayor Turner then opened the floor for
Councilmembers to provide input, and stated he will also take citizen input over the next few months in developing
the plan. Councilmember Woodward suggested getting the word out to the public that the committee and process
would be forming, and encouraged both Councilmembers and citizens to provide input to the Mayor.
Councilmember Barrett relayed some concern lately about procedures relative to receiving bids for bonds
specifically and stated the need to review those areas of the Charter that might require change for practicality
issues.
No action was taken on this item.
Presentation and discussion with respect to the City Attorney search process: update on hiring a firm to conduct
interim services, and continued process for permanent resolution.
Mayor Turner reported that the ad hoc committee has conducted interviews with individual candidates and at
this time recommended continuing with firm in place on temporary basis to allow for a review period. Mayor Turner
stated that he was very pleased with the current legal representation and that the Ross Banks firm and
representative have been professional.
No action was taken on this item.
Presentation, discussion and /or action with respect to the Library Feasibility Study Ad Hoc Committee report and
recommendations, as presented by Ann Holder, Committee Chair. [Note: Councilmember Ray arrived during the
presentation at 6:45pm.]
Councilmember Woodward stated he thought the originally budgeted funds for a feasibility study should be
made available for the committee to move forward. Mayor Turner agreed that these designated funds should be ,
treated as seed money to be used in the most efficient manner, and complimented the Committee on their work.
Councilmember Mahaffey asked if the motion needed to be amended to include specifics in hiring the
architect? Mayor Tuner clarified that the seed money and moving ahead meant the funds would be used for
preliminary design only in order to make decisions on design, then taking the total proposed cost to the voters for
approval. No change was made to the original motion.
Councilmember Ray requested clarification that the Council was not voting to call a bond election. [Correct.]
Councilmember Woodward discussed briefly getting the word out to the public, especially in light of meeting a
timeline for a potential November bond election. Councilmember Ray mentioned it is not a good time for asking
the public to pay for bond - funded projects. Councilmember Barrett thanked the Committee for their work, stating
they've done a professional job, and recognizing the financial savings realized through their efforts.
Councilmember Cole thanked Mrs. Holder for the presentation and tempered request in light of the current
economic situation, and suggested use of certain prime property for potential expansion, and stated the University
library should be taken into account when planning for a new library.
The motion passed 9 -0. II
Presentation, discussion and /or action with respect to the annual evaluation and revised contract with Stephanie
Brim for services as the Huntsville City Secretary.
City Manager Bill Baine reported on the status of:
Fire Protection for Hyponex Plant; Facilitating Traffic into the convenience store at 1 -45 & 11" St via street
modifications; Spring Lake Water Filter Project installation update [Carol Reed, Director of Public Utilities —
hopefully will be online March 11, 2009]; progress continues on the recycling program with hopes to have a
proposal in two weeks; and Huntsville Police Department 2009 Annual Contact Report [Allwin Barrow, Interim
Police Chief, reported the City is in full compliance with State regulations]. Mr. Baine reminded the community that
a bum ban is still in place, declared by Governor Perry, and encouraged citizens to remove combustibles from
around the edge of their homes.
No action was taken on this item.
COMMENTS (open) '
[7:14- 7:: :20pm]
CITY COUNCIL MEETING
2009 BOOK "U" 193
ECUTIVE SESSION [7:20- 8:47pm]
� Council held a closed session as authorized by Texas Government Code, Chapter 551, Section 551.074 —
sonnel matters regarding the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a
ilic officer or employee; specifically with respect to the annual evaluation and revised contract with Stephanie Brim
services as the Huntsville City Secretary.
Councilmember Barrett stated he would not be able to support this motion, stating he was opposed substantively
the reductions in various ways in this years contract compared to last year's contract and is opposed philosophically
the manner in which these reductions have been decided on.
ADJOURNMENT [8:50pm]
Mayor Winer adjourned the meeting.
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