MIN CC 06/20/20061
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CITY COUNCIL MEETING JUNE 20, 2006 BOOK "T"
315
MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 20th DAY OF JUNE 2006, IN THE CITY HALL, t
LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 6:00 P.M.
The Council met in a regular session with the following members present:
COUNCILMEMBERS:
OFFICERS:
J. Turner Bob Tavenner
Kevin Evans, City Manager
Mickey Evans Jack Choate
Danna Welter, City Secretary
Melissa Mahaffey Mac Woodward
Thomas Leeper, City Attorney��'ii
Clarence W. Griffin Jim Willett
Steed Smith
WORK SESSION [4:30 p.m. — 5:25 p.m.]
Work Session to discuss aerial mapping project and Wynne Home operations.
CALL TO ORDER [6:00 p.m.]
Mayor Turner called the meeting to order.
PLEDGE OF ALLEGIANCE to US AND TEXAS FLAGS, INVOCATION
Parks and Recreation Director Ray Black led the invocation.
PUBLIC COMMENTS (Agenda Items Only)
a. Karl Davidson. Mr. Davidson spoke in opposition to the aerial mapping project and its cost.
b. Councilmember Woodward commended Stephanie Brim on her recent certification in Public Management.
PRESENTATIONS
a. Proclamation — Lady Hornet Softball Appreciation Day.
b. Proclamation — Fair Housing Month.
CONSENT AGENDA
'.. a. Consider the minutes of May 16 and 23, 2006. ( Danna Welter)
b. Authorize the Director of Public Safety to accept the Tobacco Compliance Grant in the amount of $4,000.00, if
awarded. (Lt. Wes Altom)
Councilmember Woodward made a motion to approve the consent agenda and Councilmember Smith seconded
the motion The motion passed unanimously.
STATUTORY AGENDA
a. Approve the purchase of workstations at a cost not to exceed $122,555.90 to be funded from budgeted funds, as
presented by Chris Vasquez, IT Coordinator.
This request is for approval for an annual purchase of workstations for staff whose computers have become outdated
i and inefficient. The proposed replacement schedule will replace workstations in 3, 4 or 5 year increments based on job
function, actual PC usage, and software used. The City currently has a total of 248 PCs and servers on the replacement
schedule.
FISCAL IMPACT or FUNDING SOURCE.,
Budgeted account number is 309 - 655 -52200 (IS Computer /Software Equipment). Available budget is $122,555.90.
b. Discuss and take action regarding taxi rate increase and /or fuel adjustment, as presented by Gary Howze,
Sergeant.
Sergeant Gary Howze stated that the City Ordinance regulates the fares which may be charged by taxicabs in the
city. There are two taxi companies operating within the City of Huntsville, Reliable Cab and Red Top Taxi. During the
past year, Red Top has asked for rate increases, general and situational, largely due to increased operating costs caused
by fuel prices. Reliable has consistently been opposed to any rate increase. He showed Huntsville's rates compared to
other cities.
Councilmember Woodward suggested that the Finance Committee review this and come back to City Council with
its suggestions.
Councilmember Woodward made a motion to table this item and have Finance Committee review and report back,
and Councilmember Choate seconded the motion. The motion passed unanimously.
C. Authorize the Public Safety Department to apply and accept the 2006 Secure Our Schools Grant, Section One and
Section Two, as presented by Lt. Wes Altom.
Public Safety would like to apply for the Community Oriented Policing Services 2006 Secure Our Schools Grant
requesting funding for an additional officer to be used as a School Resource Officer with a fifty (50) percent match for two (2)
years being funded by Huntsville Independent School District for this term.
CITY COUNCIL MEETING JUNE 20, 2006 BOOK "T"
316
The second section of this grant involves purchase of surveillance cameras to be located at Huntsville High School and !;
two (2) laptops for the School Resource Officers, funding for this phase will be provided by HISD, City of Huntsville and the
Secure Our Schools Grant.
BACKGROUND:
HISD and the City of Huntsville currently are in contract which requires the City to provide five (5) officers for HISD.
Section One: The Secure Our Schools Grant will allow for funding of an additional officer with a local cash match of fifty
(50) percent being contributed by HISD. Salary and equipment will be reimbursed by HISD less the total award of the
approved grant for two (2) years. This new officer will be partially assigned to the Huntsville Transitional Discipline Academy.
Section Two: The grant will also assist in equipment which we would like to purchase, two (2) exterior surveillance cameras,
thirteen (13) interior cameras to be placed at Huntsville High School and two (2) laptops to be utilized by the SRO and be the
property of the City. The City of Huntsville currently has a memorandum of understanding with HISD allowing us access to
similar camera equipment in place; this will be expanded to include the new equipment. This section of the grant will require a
match from the City of Huntsville.
FISCAL IMPACT /FUNDING SOURCE:
Section One: There will be no fiscal impact on the City of Huntsville for the first two years. All necessary salary and
equipment will be reimbursed by the Secure Our Schools Grant and Huntsville Independent School District. Following the two
(2) year grant period this position will be funded as specified in the contract in place at that time for the City of Huntsville and
Huntsville Independent School District.
Section Two: Will require a $2,500 match from the City of Huntsville with the balance of all invoices to be funded by
HISD and the Secure Our Schools Grant from budgeted funds.
614 -57475 Police Grants $2,500
Councilmember Woodward made a motion to Authorize the Public Safety Department to apply and accept the 2006
Secure Our Schools Grant, Section One and Section Two and Councilmember Mahaffey seconded the motion. The motion
passed unanimously.
d. Authorize the purchase of the CodeRed Community Notification System at a cost not to exceed $20,000, with $10,000 to
be funded by Walker County, and $10,000 to be funded by the City of Huntsville from prior year fund balance, as
presented by Stephanie Brim, Assistant to the City Manager. '
Staff recommends the purchase of the CodeRed EmergencylCommunity Notification System in a partnership with
Walker County for use through the joint dispatch (Walker County Public Safety Communications Center).
BACKGROUND:
Over the past year, the CodeRed Emergency /Community Notification System has been demonstrated several times to
councilmembers, commissioners, and various staff. More recently, the Walker County Public Safety Communications Center ''..
Board has considered the purchase of a reverse -911 notification system. CodeRed was once again reviewed, and both City
and County public safety staff agree that the system would benefit both city and countywith respect to emergency notification.
Given the relative ease of use of the program, the low cost forthis program offered to the City/County, and the perceived
need for a system to assist in emergency efforts on the heels of last year's county-wide disaster responses, the CodeRed
system is highly recommended by City staff. Walker County Commissioner's Court approved the joint purchase of CodeRed,
dependent on the City's participation, on May 22, 2006.
The Walker County Public Safety Communications Center Board has tasked a subgroup of public safety and other users
to develop the policies necessary to institute and manage the program through the joint dispatch center. This agenda item
seeks only the approval to purchase the software.
FISCAL IMPACT /FUNDING SOURCE:
Funding is $10,000 for the first year (one -half of the $20,000 contract), then $5,000 annually thereafter, unless the City
and County agree to increase or modify the plan.
remaining from Fire Station #3 modular building, and Councilmember Woodward seconded the motion. The motion passed
unanimously.
e. Discuss and take action on request by SL Suggs Enterprises, Inc. for utility construction relief for affordable
housing, as presented by Stan Suggs, President.
Mr. Suggs stated that he had previously come to Council regarding construction relief for affordable housing and
Council had asked him to complete the platting process and Planning and Zoning had approved. The project is on
Elks Lodge Road and he is requesting:
• The City pay for the required road bore across Vickie Lane, with approximately 50' of 6 -inch water line that will
bring the line to the subdivision at a cost of $4,150.00;
• The City pay for installation of approximately 280' of 6 -inch water line down Molly Lane up to the beginning of '
the new construction of the subdivision at a cost of $4,360.00; and
• The City waive one -half of the sewer tap fees on the eight taps into the existing sewer line and pay for one -half
of the cost of construction of the six taps on the sewer extension to be built by the developer, at a cost of
$4,300.00.
He stated that he felt this affordable housing development will be beneficial to the City.
CITY COUNCIL MEETING JUNE 20, 2006
motion passed 5 -4.
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317
f. Authorize the City Manager to enter into an agreement with Bentley Systems, Inc., for a Municipal Software
Subscription to be paid for from budgeted funds, to be presented by Amber Knapp, GIS Administrator.
The purpose of this item is to purchase sewer modeling software and to provide other needed software needed by the
Public Services Department.
BACKGROUND:
Currently, the City does not have any sewer modeling software. Therefore, properly analyzing the existing sewer system
for capacity and inflow /infiltration must be calculated manually or estimated. Utilizing a sewer software model will allow City
staff to quickly check sewer capacity and inflow /infiltration problems. This software will be important to utilize as a
management tool and to quickly analyze the impacts of development on the sewer system.
The other software that will be available for City staff will include image software, storm water modeling, detention pond
calculations, culverts and other hydraulic modeling. This will improve staffs productivity and customer service response by
eliminating manual calculations during the design and plan review process. The Bentley Municipal Subscription is the most
cost effective way to obtain sewer modeling software and other software that is much needed by City staff.
This item was discussed in detail with the Technology Committee on June 8, 2006. The committee approved the item
and recommended this item be brought before City Council for consideration. The Bentley Municipal Subscription will be paid
from budgeted funds as shown below.
FISCAL IMPACT /FUNDING SOURCE:
Funding Impact: $19,566 per year (1st year)
$22,283 per year (2nd year)
$25,000 per year (3rd year and beyond)
Note: The yearly subscription rate is base on population. The City of Huntsville's rate is based on a population less than
50,000.
Funding Source: Current Bentley Annual Maintenance 101 - 640 -55570 - $16,000 and Budgeted Sewer Modeling
Software Funds 101- 640 - 69025- $20,000
g. Authorize the City Manager to enter into a contract with Kucera International Incorporated for professional
photogrammetric services for an amount not to exceed $189,884 to be funded from budgeted project funds, as
presented by Amber Knapp.
The purpose of this project is to update the City's aerial photography and planimetric information. This will update the
current information which is eleven (11) years old.
BACKGROUND:
Historically, the City has maintained aerial photography and planimetrics at a 1 to 100 scale on a 10 -year interval. The
last aerial flight was conducted in 1995. This updated photography and planimetrics will be the "backbone" of the City's
geographic information system (GIS). Also, this information is utilized daily by City staff, developers, citizens, engineers and
surveyors.
If approved, the aerial flight will occur next "leaf -off' season which will occur during January or February of 2007. City
staff negotiated a contract price that is significantly less than the budgeted amount for this item. It is recommended that the
remaining budgeted funds be utilized for migrating from Geomedia software to ESRI software. This will be discussed in detail
in the appropriate agenda item concerning GIS.
This item was discussed in detail with the Technology Committee on June 8, 2006. The committee approved the item
and recommended this item be brought before City Council for consideration. This project will be funded from budgeted
project funds as shown below.
FISCAL IMPACT/ FUNDING SOURCE:
Funding Impact: $189,884
Funding Source: Budgeted Funds 815- 81518 -62600 - $250,000 (leaving a remaining balance of $60,116)
A vote was taken on the original motion Councilmembers Woodward Choate Evans Smith and Tavenner voted
for and Councilmembers Mahaffey Griffin Willett and Mayor Turner voted against. The motion passed 5 -4.
h. Authorize migrating from Geomedia software to ESRI software for a cost not to exceed $48,863 to be funded from
budgeted funds, as presented by Amber Knapp.
Staff recommends migrating from Geomedia software to ESRI software in order to provide the most cost effective GIS
platform.
BACKGROUND:
The current Geomedia GIS applications are not supported widely and used by very few agencies. Upgrading Geomedia
to suit internal and external customers would be very costly. Migrating from Geomedia to ESRI is the most cost effective
solution.
CITY COUNCIL MEETING JUNE 20, 2006 BOOK "T" 318
r As GIS has evolved overtime, ESRI has become the industry standard for GIS. Currently, all other entities in this part of
the state use ESRI. This includes all other HGAC members, all Brazos Valley COG members, Sam Houston State University
I' and Texas A &M University. Implementing ESRI will allow for better data sharing capabilities with other entities, more training
courses will be available for staff, utilization of college interns will be available, and provide a larger market for staffing GIS;'
i� professionals.
I This item was discussed in detail with the Technology Committee on June 8, 2006. The committee approved the item !'
and recommended this item be brought before City Council for consideration. The migration can be funded from utilizing
existing annual maintenance money for Geomedia and remaining funds from aerial mapping as shown below.
FISCAL IMPACT/ FUNDING SOURCE:
Funding Impact: $48.863
Funding Source: Budgeted Funds 101 - 640 -55570 - $20,000 and remaining Budgeted Funds from Aerial Mapping
$28,863
Councilmember Tavenner made a motion to authorize migrating from Geomedia software to ESRI software for a
cost not to exceed $48,863 to be funded from budgeted funds and Councilmember Woodward seconded the motion.
The motion passed unanimously.
i. Authorize the City Manager to enter into a lease agreement with T- Mobile to construct a communications site on
City property located behind the Service Center, as presented by Steve Stacy, City Engineer.
The purpose of this lease is to provide a site for a communications company and generate revenue for the City.
BACKGROUND:
T- Mobile approached the City about leasing some property to construct a communications site. After several meetings
and phone conversations with T- Mobile, it was decided that a site located directly behind the Service Center yard would be
acceptable. T- Mobile asked for a 50' by 50' site. The site will be fenced and access will be granted to them at all times.
Extensive research was conducted concerning what communications companies pay for this type of site. There is great
variation concerning lease rates. A price of $800 per month was negotiated with T- Mobile. This amount is approximately
twice the amount that is currently being charged for the AT &T site located in the Service Center yard.
The lease agreement has been reviewed by the City Attorney and accepted by T- Mobile. The terms of the agreement
consist of the following: '
■ T- Mobile will pay $800 for an "Initial Option Term" that will give them the option of actually leasing and J
constructing the communication facilities. This option can be extended for additional year at a cost of an additional
$800.
■ Once T- Mobile commences construction, a monthly lease rate of $800 will be collected by the City for the first
year. Beginning the second year, the lease rate will be adjusted by the "Consumer Price Index."
■ The initial lease term will be for five (5) years with three (3) additional five (5) year terms available.
This will generate $9,600 of revenue forthe first yearand increase according to the consumer price index which typically
increases each year.
FISCAL IMPACT/ FUNDING SOURCE:
Funding Impact: additional revenue of at least $9,600 per year
Funding Source: T- Mobile
MAYOR I COUNCILMEMBER I CITY MANAGER REPORT
a. Comprehensive Plan Action Committee (CPAC) report, as presented by Chairman Mickey Evans.
Councilmember Evans stated that the CPAC -X would have its first meeting on Thursday, June 22, 2006 at City Hall I,l
beginning at 6:00 pm. He stated that the meeting was posted to allow all Councilmember to attend.
PUBLIC COMMENTS
MEDIA
Kelly Prew, The Huntsville Item asked about other software the City owns and does not utilize. City Manager Evans
stated that he did know of any software that was not being utilized.
ADJOURNMENT [8:00 p.m.]
Danna Welter, City Secretary