MIN CC 07/02/2002LJ
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CITY COUNCIL MEETING OF JULY 2, 2002 BOOK'S"
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MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 2ND DAY OF JULY, 2002, 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 a regular session with the following members present:
COUNCILMEMBERS: OFFICERS:
William B. Green, Mayor John Escobedo Bob Hart, City Manager
Jack Choate Vance Howard Paul Isham, City Attorney
Gary Crawford Judy Kayse Danna Welter, City Secretary
Ralph A. Davis, Jr. Steed Smith
ABSENT: Mark Erb
PERSONNEL COMMITTEE MEETING [4:45 -5:15 p.m.]
The Personnel Committee met to discuss the culture survey findings and the proposed amendment to the Personnel Policy
Holiday Schedule.
Mayor Green called the meeting to order.
City Manager Bob Hart delivered the invocation.
CALL TO ORDER [5:15 p.m.]
INVOCATION
PUBLIC COMMENTS
1. Sheila Hugo. Ms. Hugo discussed at length her opposition to the Citys currently proposed annexation plan, citing
updating and/or expanding City services to existing areas as a reason to wait to annex the proposed areas, and
presented a petition to Council signed by Northgate Meadows residents also opposed to annexation.
2. Jon Byrd. Mr. Byrd supported extending the drinking hours in Huntsville. He also stated his opposition to the proposed
annexation (specifically in the Highway 19 area), citing updating and /or expanding City services to existing areas as a
reason to postpone annexation.
3. Mark Robinson. Mr. Robinson requested the following financial information: (1) the amount of debtowed by the City at
the time Mr. Pipes left as City Manager, and (2) the current amount of debt owed by the City.
CONSENT AGENDA
1. Approve participation in the utility extension for wastewater services to 2222 Badger Lane in the amount of $2,000.00
(half the total cost of $4,000.00) to be funded from unallocated C.I.P. funds.
2. Approve the Raven Nest Golf Course Maintenance and Cart Storage Facilities bid in the amount of $358,007.55to J&M
Contracting to be funded from available funds from the golf course project.
3. Authorize the City Manager to enter into a four year lease agreement with Government Capital Corporation for the
municipal lease of golf course maintenance equipment in the amount of $84,571.68 peryearand approve and establish
Resolution 2002 -07 -02.1.
4. Approve the three year contract with ABM Janitorial Services for regular and special services at City facilities in the
amount of $57,000 per year from budgeted funds.
5. Approve the Old Colony Road Sewer Grant bid in the amountof $433,194.84 to Doughtie Construction to befunded from
the TCDP Grant and the budgeted City matching funds.
6. Approve the purchase of replacement computers, printers and UPS products for the Police Department from Dell
Corporation at a cost not to exceed $12,300.00 to be funded from the General Reserve Fund.
1 Authorize the City Manager to enter into a four year lease agreement with Government Capital Corporation for the
municipal lease of golf course maintenance equipment in the amount of $84,571.68 per yearand approve and establish
Resolution 2002- 07 -02.1.
The City received pricing for golf course maintenance equipment in April of 2002. City council approved the
recommendation to lease equipment from Professional Turf Products in the amount of $84,571.68 per year forfour years
with the option to buy the equipment when the lease expires.
The preliminary estimate for the FY 02/03 budget was $48,000. Based on a review of equipment needed, the
CITY COUNCIL MEETING OF JULY 2, 2002 BOOK "S"
annual cost for each of the next four years will be $84,571.68.
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6. Approve the purchase of replacement computers, printers and UPS products for the Police Department from Dell
Corporation at a cost not to exceed $12,300.00 to be funded from the General Reserve Fund.
Several computer related items were damaged on June 14, 2002 due to an error bythe electrical contractor. UPSs
(Universal Power Supply) saved the damage from being more extensive. Funds were not budgeted forthis item and will
use $12,300.00 from General Reserve Fund. The electrical contractor's insurance should reimburse the City for
$8,050.00 of the $12,300.00. The difference in prices for replacing the equipment also comprises additional UPS units
to protect all equipment purchased.
STATUTORY AGENDA
1. Approve the Final Adjustment Change Order No. 9 and the final payment to Riata Construction Co. in the amount of
$170,896.57 as stipulated.
Failure of Riata Construction Co. to provide an "Affidavit of All Bills Paid" related to the Labor, Equipment and
Materials on the project has mandated thatjoint checks be madeto sub - contractors who have notified us of non- payment
by the contractor. Final payment to Riata Construction in the amount of $170,896.57 as follows;
$ 1,243.00 - Riata Construction Co. and TLS Traffic Control
$ 3,350.00 - Riata Construction Co. and LaBuff & Associates
$ 12,031.39 - Riata Construction Co. and Kingsley Construction
$ 17,503.75 - Riata Construction Co. and Batterson Inc.
$ 59,404.01 - Riata Construction Co. and J & M Contracting Co.
$ 77.364.42 - Riata Construction Co.
Total $170,896.57
Councilmember Howard made a motion to approve the Final Adjustment Chance Order No 9 and the final
payment to Riata Construction Co. in the amount of $170.896.57 as stipulated: and Councilmember Crawford seconded
the motion. The motion Passed unanimousl
2. Approve Ordinance No. 2002 -07 -02.1 regulating itinerant vendors, merchants and peddlers.
This proposed ordinance was considered by the City Council at its July 2, 2002 meeting, but was tabled in order for
an exemption to be included in the ordinance exempting fairs, festivals, etc. from the permitting process. The exemption
is now found in J. (4) and will exempt vendors who are selling wares at authorized fairs or festivals. Vendors selling food
items or food products will have to comply with the health regulations dealing with those items. Also, Section C. has
been revised to clarify that only one permit is necessary for a farmer's market.
Several Councilmembers asked for additional darifications and /or exemptions, namely for Fair on the Square.
Councilmember Smith made a motion to table this item until further updates can be made and Councilmember
Crawford seconded the motion. The motion passed unanimously.
3. Approve the purchase of the enterprise licensing from SHI- Govemment Solutions for Microsoft products in the amountof
$49,940.00 to be funded (one -third each) from the General Reserve, Water and Waste Water funds.
The Information Technology Department has completed an audit of all software on all machines to checkwith and
bring into compliance all licensing. Microsoft has begun instituting a maintenance fee for all of its software with regards
to support and upgrades and compliance with server licensing.
Funds were not budgeted for this item and will use $16,646.00 each from the General Reserve Fund, the Water
Fund and the Waste Water Fund. Compliance is necessaryto avoid anyfnes that Microsoft could and would levy if the
City is not in compliance.
Councilmember Howard made a motion to approve the purchase of the enterprise licensing from SHI- Government
Solutions for Microsoft products in the amount of $49,940.00 to be funded (one -third each from the General Reserve ii
Water and Waste Water funds; and Councilmember Choate seconded the motion The motion passed unanimously.
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4. Award the contract for an annual auditing of the City's books to Kenneth Davis, P. C. in the amount of $18,000.00 for
three years to be funded from budgeted funds.
Every three years the City requests proposals from accounting firms for conducting the annual audit of the Citys
financial records. This year the City received proposals from Kenneth Davis, P. C. of Huntsville and Pattillo, Brown and
CITY COUNCIL MEETING OF JULY 2, 2002 BOOK "S" 403
Hill, L. L. P. of Waco.
Kenneth Davis has conducted the audit for the past three years. His proposal includes 400 hours of audit time ata
price of $18,000. Although Pattillo, Brown and Hill is a well -known firm that audits throughout Texas, the staff
recommends that the City continue to use Kenneth Davis' firm. Mr. Davis' proposal includes more hours of audit time
and a lower fee (Pattillo, Brown and Hill's proposal includes 320 hours of audit time at a price of $28,570.)
The staff is currently in a transition period for implementation of GASB 34. Compliance will impact ourvarious internal
service funds. Davis' familiarity with our system will be particularly useful at this time. Although the audit function is
clearly within the purview of the Council, given the current workload, the staff recommendation is to award the contract to
Kenneth Davis.
Councilmember Howard made a motion to award the contractfor an annual auditing of the City s booksto Kenneth
Davis P C in the amount of $18,000.00 for three years to be funded from budgeted funds' and Councilmember Smith
seconded the motion The motion passed unanimously.
5. Approve Ordinance 2002 -07 -02.2, amending Chapter 9, Section 1 of the Personnel Rules related to the holiday
schedule.
This item requests approval to alter the holiday schedule. Currently, the City observes eleven (11) holidays per
year including a personal holiday. The request would cancel or drop the personal holidayand add two days: Juneteenth
(June 19) and Cinco de Mayo (May 5). These days would be observed only if they fall on a weekday.
Councilmember Davis made a motion to approve Ordinance 2002 -07 -02.2. amending Chapter 9 Section 1 of the
Personnel Rules related to the holiday schedule- and Councilmember Smith seconded the motion. The motion passed
unanimously.
6. Presentation of the draft Airport Master Plan.
MAYORICITY MANAGER ACTIVITY REPORT
1. City Manager Project Updates:
a. Two of the projects included in the Ash & Browne cost estimates for consideration during this fiscal yearwere the
Pine Shadows Drive and Twentieth Street Extensions to the frontage roads and the Sixteenth Street extension
during next fiscal year. The Transportation Master Plan has been completed and staff is now seeking direction
from Council on the Pine Shadows /101" Street extensions. Staff will place the item on the next agenda for
discussion with Council's approval.
b. Fourth of July Celebrations: The HEARTS Veterans Museum has requested the Council to ride on their float for
the Fourth of July parade. Five Councilmembers volunteered. The band will begin at around 6:OOpm and the
fireworks will begin at approximately 9:15pm.
2. Future Events:
July 4 9:30- 11:30am Fourth of July Parade
July 4 City Holiday
July 16 5:15pm City Council Meeting
July 25-27 AMCC Institute, El Paso
Augusta 8:OOam -4:00pm Budget Advance Planning
August 6 5:15pm City Council Meeting
August 20 5:15pm City Council Meeting
MEDIA INQUIRIES
EXECUTIVE SESSION [6:50 p.m. — 7:00 p.m.]
ADJOURNMENT [7:00 p.m.]
WORK SESSION ON PROPOSED ANNEMTION PLANS [7:05 p.m. - 8:07 p.m.]
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Danna Welter, City Secretary