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MIN CC 08/13/1996CITY COUNCIL MEETING OF AUGUST 13, 1996 BOOK "S" 39 MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 13TH DAY OF AUGUST, 1996, IN THE CITY HALL, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 5:15 P.M. The Council met in regular session with the following members present: COUNCILMEMBERS: William B. Green, Mayor Dave Luring Officers: Dan S. Davis David Martinez Gene Pipes, City Manager Ronald L. Lange Marjorie Rex Danna Welter, City Secretary Ann James JoAnn Matthews Scott Bounds, City Attorney CITIZEN INPUTANQUIRY Barbara Lupine. Mrs. Luning expressed her thanks for the excellent job the sanitation workers do in collecting trash and debris. Johnnie In Dickenson. Mrs. Dickenson stated that the new genealogy room is open at the Library and invited Council to come and see the changes made in this area. Chris Smith. Mr. Smith requested that Council consider a budget request for the Huntsville Youth Football League. The program has grown extensively in the last few years and at this time there are 157 children signed up. Due to lack of funds, some children are having to be turned away. Mr. Smith invited the Mayor and Council to the opening day bowl game on August 31st at Bowers Stadium and asked Mayor Green to flip the coin. ' Mayor Green stated that this request has been entered into the budget work book as a decision package and will be considered during the budget process. Dee McFarland. Mrs. McFarland stated that the 22nd annual Fair on the Square will be held on the first Saturday in October. The City has always been a major partner is this project which bring many visitors to Huntsville (between 15- 20,000). She thanked the City for the immeasurable support from various City department in the past and continued support in the future. I Councilmember Lange requested that all merchants and professionals in the downtown area be notified in advance of [his event and its effect on their business. Mrs. McFarland assured the Council that letters will be sent out and everyone notified in a timely fashion. James Black. Mr. Black distributed a proposal to Council to end the problems between the City and Walker County Rural Water Supply Corporation. His proposal gives the City the major corridors for expansion for business and industry, and release the mral areas to be serviced by the water corporation. He asked that Council consider his proposal. Mayor Green stated that he had read the proposal and there are many things that are positive and worth consideration. INVOCATION Invocation by Reverend Ken Huggins, Elkins Lake Baptist Church. MINUTES OF JULY 16, 1996 Councilmember James made a motion to approve the minutes of July 16. 1996. and Councilmember Rex seconded the motion. The motion passed unanimously (Note, Councilmember Matthews absent for this motion). ATTENDING CITIZEN 1. Recognition of the retirement of Fire Chief Joe French. Mayor Green thanked Chief French for his service and dedication to the City of Huntsville and presented him with a jacket and a plaque that reads: `In appreciation of 23 years of outstanding service to the City of Huntsville, January 1, 1973 - July 31, 1996." Mr. Pipes introduced the new Fire Chief, Tom Grisham. Chief Grisham presented Chief French with his helmet and a portrait of him that will hang permanently in The Cafe Texan. Council recessed for fifteen minutes for cake and punch. CITY COUNCIL MEETING OF AUGUST 13, 1996 BOOK "S" 40 2. Mr. Lemv Wilkinson and Set Alex Paiz to report on the activities of the STAR Program. Sgt. Paiz updated Council on the progress of the STAR Program. 825 students went through the program during the past school year, with 47 repeat offenders, with 7 being placed in other programs/facilities. The 825 students completed 6,282 hours of community service. A trial program was implemented where if a students was suspended, he was sent to the program instead of being sent home. The school district supplied two substitute teachers to help with the students. There were no repeat offenders in this group. A summer school program was also held with 33 students - juvenile services, alternative school and main stream junior high students. Sgt. Paiz thanked the City for their continued support. Councilmember Luring stating that in attending the meetings on juvenile issues, it is clew that the STAR Program is the king pin to the success of other programs since the STAR Program takes care of the students. Sgt. Paiz stated that another program in a trial basis is one suggested by City Judge Jack Haney involving adults. Mr. Wilkinson stated that members of the Texas Juvenile Probation Commission Board have indicated that they will be visiting Huntsville to see the program first hand. It is unique that a community of our size can pull together and fund this $100,000 program without any monies from the state. He thanked the City Council for their support of this program. 3. Ms. Ann Holder, Public Library Board. Ms. Holder thanked City Council for their continued support of the Huntsville Public Library. The renovation and refurbishing has improved services in the Library. She is requesting that Council consider the two decision packages in the budget process - disaster recovery system and a CD -ROM research station. Mayor Green stated that these requests will be considered during the budget process. - 4. Mr. Greeory Shaw and Mr. Tommy E. Grant to request use of City owned moperty for parking for new business. Mr. Shaw stated that he and his partner have recently started construction on the comer of Avenue M and 13th Street (Johnson property) for a "Jazz/Blues Facility". They are in need of additional puking to comply with the City's Development Code. Fifty percent of parking is required on- premise. They are requesting ajoint use agreement or a lease /purchase agreement for the City's lot at the comer of 13th and Avenue M. If the Council is not receptive to this idea, Mr. Shaw and Grant would entertain the idea of selling their property to the City. _ Mayor Green stated that he would like to refer this item to an executive session as a real estate acquisition. CONSIDER ADOPTION OF TIIE PAY AND CLASSIFICATION SYSTEM STUDY AS BY THE PERSONNEL COMMITTEE OF CITY COUNCIL Councilmember Lange made a motion to adopt the pay and classification system study as recommended by the Personnel Committee. and Councilmember Rex seconded the motion. The motion passed unanimously. CONSIDER QUARTERLY BUDGET ADJUSTMENTS FOR QUARTER ENDED JUNE 30, 1996 Councilmember Matthews made a motion to approve the quarterly budget adi ustments (including the adjustment for the Visitor's Center), and Councilmember Davis seconded the motion. All were in favor except Councilmember Martinez. The motion passed 7 -1. CONSIDER JULY TAX REPORT WITH ADJUSTMENTS TO THE LEVY Councilmember Davis made a motion to approve the July tax report with adjustments to the levy, and Councilmember Matthews seconded the motion. The motion passed unanimously. CONSIDER A PROPOSED JOINT REDISTRICTING PLAN AS DISCUSSED WITH WALKER COUNTY Mr. Bounds stated that meetings have been held with County officials to discuss a joint redistricting plan. The areas to be redistricted include the areas annexed by the City in September 1994, and a small area between Elmwood Drive and 1 -45 that needs to be corrected. The only problem area is the annexed area including the Sam Houston statue since the City annexed County Precinct 402's voting box and they are having trouble finding another suitable location. Current County officials are working on a solution to this problem. Staff is requesting that Council approve these changes and request that the County make the changes effective immediately following the November election. - Councilmember Davis made a motion to ant rove the proposed ioint redistricting with Walker County. and Councilmember James seconded the motion. The motion passed unanimous) CITY COUNCIL MEETING OF AUGUST 13, 1996 BOOK "S" 41 CONSIDER A PLAN TO CLOSE THE SOUTHWESTERN LIFE INSURANCE COMPANY RETIREMENT PLAN CONTRACT Mr. Boards stated that Southwestern Life Insurance Program was a voluntary retirement program the City had prior to 1980. The plan was not a qualified plan through the IRS rules and there are no clear provisions on what steps are to be taken upon termination. Staff is recommending that the funds left in the plan ($20,907) be distributed on a pro rata basis based on the value of each person's account in the plan as of the time of termination. The proposed distribution is $20,907 based on the value in the account at the time of 9 -01 -80 of $169,511. Councilmember Rex made a motion to close the Southweam Life Insurance Company retirement elan contract as recommended the Trustee Scott Bounds (option 3) and Councilmember Lange seconded the motion The motion passed unanimously. CONSIDER POLICY TO ALLOW CITIZENS TO PAY -OUT CHARGES FOR UTILITY EXTENSIONS, UTILITY TAPS, AND DRIVEWAY AND CULVERT REPAIRS POLICY I- Contracts will be inform designated by the City Attorney. 2. Deposit and connect fees must be paid at the time of the request. - 3. Payments may be made over a period not to exceed 90 days at no interest. 4. Contracts for longer than a 90 day period will be charged interest at 6% per year. 5. Contracts exceeding 12 months or $2,000 require Council approval. 6. Payment amounts will be added to the utility bill if available The contract payments and current month bill must be paid in full each month to avoid discontinuance of service. Councilmember Lunina made a motion to approve a policy to allow citizens to pay -out charges for utility extension utility taps ' and driveway and culvert repairs with the addition that the interest rate be considered annually. and Councilmember Davis seconded the motion. Councilmember Davis made a motion to amend the motion to add that the entire nolicv be reviewed annually, and Councilmember Luning seconded the amendment All were in favor and the motion passed unanimously. A vote was taken on the original motion All were in favor and the motion passed unanimously. CONSIDER ORDINANCE 96-08 -13.1 ALLOWING MARGIE LILLARD TO PAY $1,261.76 (PLUS 6% INTEREST) IN 18 INSTALLMENTS FOR WATER AND SEWER TAP INSTALLATION AND DRIVEWAY INSTALLATION Councilmember Davis made a motion to aonrove Ordinance 96.08 -13 I allowing Ms Lillard to pay $1.261.76 (with 6% interest) in 18 installments for public imnrovements and Councilmember James seconded the motion All were in favor except Councilmember Matthews. The motion passed 7 -1 CONSIDER BIDS 1. Bid 96 -16, Water Meter Bid (annual), to Badger Meter in the amount of $24,590.80 (with trade -in) and $26,626.30 (without trade - in). Councilmember James made a motion to annrove Bid 96 -16, water meters (annual) to Badger Meter in the amounts listed above, and Councilmember Luning seconded the motion The motion passed unanimously. 2. Bid 96 -19, Miscellaneous Pipe, to International Supply of Lufkin, Texas, in the amount of $16,266.20. Councilmember Rex made a motion to approve Bid 96 -19, miscellaneous nine to International Supply of Lufkin. Texas, in the amount of S16,266.20. and Councilmember Davis seconded the motion The motion passed unanimously. CONSIDER EXPANSION OF WATER SERVICE TO THE TEXAS DEPARTMENT OF CRIMINAL JUSTICE HEADQUARTERS AS REQUESTED Mr. Wilder stated that he had received a request from Tom Merka, Director of Utilities and Energy for TDCJ requesting that the City consider ajoint funded project to provide an adequate water supply, including fire protection, to the TDCJ Headquarters Complex on Spur 59. TDCJ is proposing to purchase the materials for this project and that the City design and construct the line. Based on preliminary estimates, the cost of materials would be $233,289 and the cost of the design and construction would be $299,711, for an estimated total cost of $533,000. CITY COUNCIL MEETING OF AUGUST 13, 1996 .. BOOK "S" 4; TDCJ also inquired about the possibility of continuing the use of their two wells for irrigation purposes, If this is allowed, water usage and revenues would go down. It was noted that the wells at the Ellis- Estelle complex are being shut down upon Row of City water. - Councilmember James made a motion to expand water service to the Texas Department of Criminal Justice headquarters as reQuested by TDCJ and Councilmember Lance seconded the motion Councilmember James amended the motion to state that TDCJ must close the wells when City water becomes available. and !� Councilmember Lange seconded the amendment The motion passed unanimously. !� A votc was taken on the orieinal motion The motion passed unanimously. CONSIDER EMERGENCY REPAIRS TO WATER WELL #15 AT A COST NOT TO EXCEED $40,000 Councilmember Lunina made a motion to approve emergency repairs to water well #15 at a cost not to exceed $40.000. and Councilmember Davis seconded the motion The motion passed unanimously. CONSIDER RESOLUTION 96 -08 -13.1 MAKING FINANCIAL ASSURANCES THAT THE CITY WILL ADEQUATELY FUND ITS TRANSFER STATION OPERATIONS Mr. Wilder stated that this is a resolution that TNRCC requests that the City pass annually. Councilmember Davis made a motion to approve Resolution 96-08-13.1 making financial assurances that the City will adequately fund its transfer station onerations. and Councilmember Rex seconded the motion The motion oassed unanimously. CITY COUNCILMEMBER ACTION TML Fall Meeting. Councilmember Davis thanked Councilmembers for their attendance and support at the TML Fall Meeting. He noted that he was elected First Vice President of Region 14. ' MEDIA INQUIRIES ADJOURNMENT Council adjourned into an EXECUTIVE SESSION to discuss: a. Pending litigation: Walker County Rural Water Supply System v. COI, Hyvl v. COH, and Townsend v. COH; and b. Real estate acquisition: Robinson Creek Wastewater Treatment Plant site Danna Welter, City Secretary