MIN CC 07/01/2003- CITY COUNCIL MEETING OF JULY 1 2003 BOOK T" 43
MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 1STDAY OF JULY, 2003, IN THE CITY HALL,
LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 5:15 P.M.
j The Council met in a regular session with the following members present:
ij COUNCILMEMBERS: Judy Kayse OFFICERS:
Karl Davidson, Mayor Steed Smith Paul Isham, Acting City Manager
�{ Jack Choate
Gary Crawford
Vance Howard
Bob Tavenner
Jim Willett
Mac Woodward
Stephanie Brim, Deputy City Secretary
FINANCE COMMITTEE [4:00 -4:55 p.m.]
The Finance Committee including a quorum of Council met to discuss golf course issues, including: Club house /pro
!. shop, Financing alternatives, Food and beverage operations, and Operating structure.
Due to time constraints, the fire station issues and possible issuance of debt for projects was not discussed. NOTE:
Councilmember Gary Crawford was present from this time forward.
WORK SESSION [5:00 -5:50 p.m.]
The City Council conducted a work session to discuss: Golf course issues; and Fire station and Daisy Lane/Tall Timbers
extension issues. The Finance Committee recommended to the Council that the golf course clubhouse bid be approved, that
the clubhouse food and beverage operations be bid out, that the golf course operations be amended so thatthe superintendent
reports to the pro who reports directly to the Acting City Manager, and that $300,000 be cut from the golf course's budget.
The Council discussed various aspects of the street extensions for Daisy and Tall Timbers and the placement of the fire
station at that property, the legality of and implications of breaking the contract with Mr. Dawson.
' The Council decided to adjourn the work session and discuss the additional items (City Manager selection process and
Little Thicket Mobile Home Park) until after the regular session due to time constraints.
CALL TO ORDER [6:09 p.m.]
Councilmembers Jack Choate and Mac Woodward reported that ex- Secretary of State James Baker had paid a visit to
Oakwood Cemetery this morning to visit his great - grandfather's grave, and that Mr. Baker was amenable to assisting in
fundraising efforts for the cemetery.
Mayor Davidson called the regular session to order.
PLEDGE OF ALLEGIANCE to US AND TEXAS FLAGS, INVOCATION
Ray Black, Director of Parks and Recreation, led the invocation.
PRESENTATIONS
Mayor Davidson read Proclamation 2003 -23, proclaiming July 1, 2003 as "Cleo Tyson Day' in recognition of her
academic and athletic accomplishments. Cleo and her parents were on hand to accept the proclamation.
PUBLIC COMMENTS
1. Gary Brizendine. Mr. Brizendine inquired as to which specific budget cuts have been proposed for the golf course.
2. Keith Jenkins. Mr. Jenkins spoke on behalf of the Parks and Recreation Advisory Board, stating they supported a quality
structure for the golf course clubhouse.
3. Laura Bruns. Ms. Bruns spoke in opposition to the TXDOT- proposed angle -to- parallel parking changes in the downtown
area.
' 4. Brian Woodward. Mr. Woodward, as representative of the Citizens for Open Government, spoke in opposition to:
awarding the bid for the clubhouse, the transfer of the water well, the proposed street extensions with American Bank,
and awarding the Stivers utility extension.
,i 5. Billy McMillian. Mr. McMillian addressed Council, stating that the sewer rates are too high.
6. Chris Tyson. Mrs. Tyson thanked the Council for Cleo's recognition and urged the Council to continue to recognize youth
in our community.
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CITY COUNCIL MEETING OF JULY 1, 2003 BOOK "T"
44
CONSENTAGENDA
1. Approve the minutes of May 6 and 20, 2003 City Council meetings.
2. Authorize the Acting City Manager to issue a check to Foundation Surgery Affiliate of Huntsville, LLC in the amount of
$11,894.67 to refund the overpayment of property taxes on leased equipment,
3. Authorize the Elkins Lake Recreation Corporation to construct an entrance sign for Elkins Lake at the Brookhollow
entrance located off Veterans Memorial Boulevard in the City's right of way north of the Elkins Lake Subdivision property
line and within the City owned 100' green space.
4. Approve the easement to Entergy Gulf States to provide an electrical source for lighting the soccer fields at Kate Barr
Ross Park, and authorize the use of a portion of the funds budgeted for the soccer field renovation to purchase lights for
the soccer fields at Kate Barr Ross Park, and the Huntsville Youth Soccer Association to assemble and install the poles j
and electrical equipment to specifications. j
5. Approve Resolution 2003 -07 -01.1, approving the interlocal governmental contract for disposal and landfill services',i
between the City of Huntsville and Polk County and it's representative, Santek Environmental of Texas, LLC, for the
period of October 1, 2003 through September 30, 2008.
STATUTORYAGENDA
Consider and take action on construction of the Raven Nest golf course club house /pro shop.
The current Golf Course budget calls for a total of $500,000 for the Golf Course Pro Shop/ Club House facility
($28,000 for the design, $400,000 for construction and $72,000 for furniture/fixtures). Currently committed funds are
$28,000 for the design of the facility by TAO Limited (Architect).
Bids were received and opened on May 16, 2003 for the construction of the facility with J & M Contracting the
lowest bidder at a cost of $247,800.00 (base bid), $7,500 (brick siding), ( +) $10/vf greater than 12'/( -) $ 5 /vf less than
12' (drilling footings), and 150 days (contract time). If Alternate # 1 is selected by City Council, J & M Contracting is still
the lowest responsible bidder at $255,300.
It should also be noted that an additional $65,000 needs to be reserved from the $400,000 construction budget for
an Allowance for Addendum #1 Piers, Floor Covering & Base Trim, Sidewalks, Staging Area, Landscaping, Window
Coverings, Track Lighting, Misc. Connections (Appliances, Phones, Computers).
Based on the above estimated budget and the base bid for the building, the completed Pro Shop/ Club House
structure will cost $312,800 which is $87,200 under the projected $400,000 budget. The only remaining item(s) to be
addressed will be the $72,000 expenditures for the furniture and fixtures.
2. Authorize the transfer of the water well and roadway at the golf course to the Water Fund for a consideration of
$581,900.
Mayor Davidson tagged this item
3. Authorize the Acting City Manager to enter into a Construction Contract with Grisham Construction Company, Inc., in an
amount not to exceed $221,640.02 for the construction of the street extensions.
The John Granito Fire Study conducted in February 2001 indicated that the existing fire station property would not
be adequate for development of a new fire station; therefore. an alternative site was selected. Response times were
evaluated by the fire department with regards to site locations and a site was selected on Veteran's Memorial south of
FM1374. The property selected will allow for the extension of Daisy Lane and Tall Timbers which will provide a second
entrance into these two areas and allow for emergency response vehicles to access a side street prior to Veteran's
Memorial arterial.
The 5.0 -acre site was given by Steve Dawson in exchange for the construction of the Daisy Lane and Tall Timbers
extensions by the City. Bids were received on May 7, 2003 with Grisham Construction Co. Inc. the low bidder in the
amount of $221,640.02.
4.
Considerand take action on proposed street improvements between 11th Street and Normal Park Drive at a cost not to
exceed $100,000 to be funded from budgeted funds.
Mayor Davidson tagged this item
5. Considerand take action on issuing a letter of concurrence with respect to downtown parking recommendations as made
by the Texas Department of Transportation.
David Stephens, Area Engineer for the Texas Department of Transportation, presented a brief PowerPoint slide
show regarding the proposed change from angle parking to parallel parking along 11 to Street on the north side of the
CITY COUNCIL MEETING OF JULY 1, 2003 BOOK "T"
45
Courthouse Council discussed other alternatives such as keeping angle parking but limiting parking to economy sized
vehicles. Council asked to table this item for two weeks in order to prepare a letter for Mr. Stephens.
Council member Choate made a motion to table this item until the July 15 meeting and Councilmember Crawford
seconded the motion The motion Passed unanimously.
6. Consider and take action on Tracy and Kimberly House's request for 50% City participation in the construction costs of
wastewater extension to Lot 33 in the Hill -N -Dale Subdivision for a proposed residential structure in an amount not to
exceed $3,500 to be funded from budgeted funds.
Tracy and Kimberly House purchased Lot 33 from the adjoining property owner (owner of Lot 36). The
undeveloped lot has access to water but sanitary sewer services have never been extended. The proposed 150 I.f.
extension will connect to an existing line in Easley Circle and be placed in an existing utility easement to service Lot 3
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Considerand take action on Joe Stiver's request to City Council for approval of 50% City participation in the construction
costs of water and wastewater extensions along Veterans Memorial Parkway fora proposed development (the developer
will pay for the engineering and related survey costs plus one -half of the construction costs; and authorize the Acting City
Manager to negotiate a utility easement, not to exceed 36' in width, across a City owned 1 00' wide greenbelt in order to
provide electrical and other related services to the proposed lot from the northern boundaryof Elkins Lake subdivision.
Joe Slivers has requested 50% City participation in t he extension of a 6" water a nd wastewater I ine from
Broadmoor Dr. northerly along Brookhollow to Veterans Memorial Dr. then easterly to the proposed subdivision. The
proposed utilities will service a two -acre lot for Joe Stivers' future office development as well as provide utilities
accessibility to the adjoining Smither property. The developer will pay for the engineering and related survey costs plus
one -half of the construction costs ($32,576.50). Total estimated construction costs are $65,153.
Additionally, a utility easement across a City -owned 1 00' wide greenbelt is requested forelechical and other related
services.
After discussion, Council decided it would be best to approve the easement until such time it was feasible to meet
with Entergy to develop a long -term plan for providing electricity along Veteran's Memorial Parkway.
8. Consider and take action to adjust the salary of Acting City Manager.
9. Take action, if necessary, on the items listed under "Work Session ", (c1).
No action was taken on these items pending the completion of the Work Session following the Regular Session
MAYORICITY MANAGER ACTIVITY REPORT
1. Mayor /City Manager / Councilmember Report.
a. Mayor Davidson gave a brief report on the NLC Conference, and stated he would be providing materials to
Councilmembers who were unable to attend.
b. The Library hours of operation effective immediately are: Monday through Thursday, 8:OOam- 7:OOpm, Friday
8: 00am- 5:OOpm,Saturday9:00- 5:00pm. Monday through Friday the Library is open for self -use from 8:00- 10:00am
with staff available for assistance from 10:OOam until closing time.
C. Fourth of July Fireworks at Kate Barr Ross Park will begin at dark. The public is invited to attend.
2. Future Events:
July 4 Independence Day (City offices closed)
July 15 6:OOpm City Council Meeting (work session begins at S:OOpm)
July 25 -26 TML Newly Elected Officials' Orientation (Austin)
August 1 12:00- 5:00pm Budget Work Session
August 2 8:OOam- 3:OOpm Budget Work Session
August 5 6:OOpm City Council Meeting (work session begins at 5:OOpm)
August 19 6:OOpm City Council Meeting (work session begins at 5:OOpm)
September 1 Labor Day (City offices closed)
September 2 6:OOpm City Council Meeting (work session begins at S:OOpm)
September 16 6:OOpm City Council Meeting; Budget Adoption (work session begins at 5:00pm)
September 30 Boards & Commissions Reception
October 7 6:O0pm City Council Meeting (work session begins at S:OOpm)
October 21 6:OOpm City Council Meeting (work session begins at S:OOpm)
CITY COUNCIL MEETING OF JULY 1, 2003 BOOK "T"
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MEDIA INQUIRIES
Brian Lacy of the Huntsville Item requested clarification on an item discussed in the Finance Committee meeting
regarding who would be making cuts in the golf course budget. Acting City Manager Isham responded that he and Kit
Thomson would be working together to cut the budget by $300,000 as directed by Council.
RECESS [8:00 p.m.]
EXECUTIVE SESSION [8:20 p.m.]
The City Council conducted a closed session under Texas Government Code, Chapter 551, Section 551.074, to
deliberate the appointment, employment, evaluation, reassignment, duties, complaint or charge against one or more public
officers or employees.
RECONVENE [8:51 p.m.]
Councilmember Howard made a motion to increase the Acting City Manager's salary to $98,500 annually, effective
immediately and Councilmember Crawford seconded the motion The motion passed unanimously.
City Council discussed the extension of water and wastewater service to the Little Thicket Mobile Home Park in light of
the event that a local businessman has expressed interest in purchasing the park if he were to secure the same conditions of '..
upgrading the water and sanitary sewer service to the park as was originally arranged with the prior owners. Council was
amenable to the same contract; Acting City Manager Isham told Council it would be an action item on the next agenda.
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ADJOURNMENT [9:00 p.m.]
r f'
Stephanie Brim, Deputy City Secretary