MIN CC 07/18/2006CITY COUNCIL MEETING JULY 18, 2006 BOOK "T"
324
MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 18TH DAY OF JULY 2006, IN THE CITY HALL,
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
Clarence W. Griffin
Jim Willett
Dalene Zender
WORK SESSION [4:00 p.m. — 5:42 p.m.]
City Council toured the Wynne Home and Bill Daugette, Operations Manager presented a power point presentation on
water.
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)
None.
CONSENT AGENDA
a. Consider minutes of June 20, 22, 27and 30, 2006. [ Danna Welter] '
b. Approve Ordinance 2006 -07 -18.1 amending the FY 2005 -06 annual budget, Ordinance No. 2005 -14, to amend adopted
expenditures and revenues of the budget. [Winston Duke]
C. Approve the purchase of K -9 with necessary training, and authorize a budget of $7,500 to account 611- 554 -52400
for the purchase. [ Lt. Kevin L n f r
d]
Councilmember Tavenner pulled items b and c from the consent agenda.
Councilmember Tavenner made a motion to approve item a on the consent aoenda. and Councilmember Willett
seconded the motion. The motion passed unanimousl
STATUTORY AGENDA
a. Accept the bid from Coburn Supply Company in the amount of S156, 961.02 forwater and sewer line supplies for three
projects, to be purchased from budgeted funds, as presented by Debby Mikulin, Purchasing Agent.
Miscellaneous water supplies are needed for projects as listed below:
1-45 Boettcher /Collard Streets WL
Veterans Memorial Parkway /Golf Course to Woodward WL -
Palm /Spring Creek Water Plant Improvements
Supplies will be received into the water and sewer inventory and be charged out to the assigned projects as
material is used.
TABULATION:
Coburn Supply Co.$ 156,961.02
ACT Pipe (Houston) $ 159,760.79
Morrison Supply $ 159,888.86
ACT Pipe (Bryan) $ 161,298.75
Rural Pipe $ 163,661.84
Municipal Water Works $ 165.176.50
Golden Triangle $ 172,599.48
RECOMMENDATION:
It is the recommendation of staff to accept the lowest bid meeting specifications from Coburn Supply Company.
FISCAL IMPACT or FUNDING SOURCE:
1 -45 Boettcher /Collard Streets WL - 701 70112 ($121.499 budget balance) using $101,484.64 for Bid 06 -16
Veterans Memd Golf Course to Woodward WL — 701 -7037( $24,625 budget balance) using $23,160 for Bid 06 -16 I
Palm /Spring Creek Plant Improvements — 701 -70105 ($496,500 budget balance) using $32,316.38 for Bid 06 -16
Councilmember Woodward made a motion to accept the bid from Coburn Supply Company in the amount of
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b. Approve Ordinance 2006 -07 -18.2, amending Employee Policies and Procedures, as presented by Victor Pena, Director
of Administrative Services.
The City of Huntsville established in September 2005 the Employee Policies and Procedures Ordinance to serve as a
1
CITY COUNCIL MEETING JULY 18, 2006 — BOOK T" — -- - 325
clear policy statement, providing for the equitable treatment of employees as well as the terms, conditions and
benefits of City employment. Amending various Employee Policies and Procedures provide for the following:
• Ensure compliance with relevant State and Federal laws concerning employment and conditions of employment.
• Provide for the equitable treatment of employees.
• Insert language inadvertently left off original changes.
• Clarify language to simplify interpretation of policy.
• New programs.
FISCAL IMPACT or FUNDING SOURCE:
Liability impact for September 30, 2006 increases from 674,629 — (current booked liability) to $711,063.
The new sick leave policy will save the City $207,705 over a 3 -5 year time frame.
After discussion, Councilmember Tavenner requested this item be tabled to allow time to review all the changes.
Councilmember Tavenner made a motion to table this item and Councilmember Mahaffey seconded the motion. All
were in favor except Councilmember Woodward and Mayor Turner. The motion passed 7 -2.
C. Authorize the Huntsville Police Department to participate in the Labor Day Impaired Driving Mobilization Step Grant for
2006, partnering with Texas Department of Transportation, as presented by Lt. Kevin Lunsford.
Huntsville Police Department requests permission to partner with Texas Department of Transportation, TXDOT, to
participate in the Labor Day Impaired Driving Mobilization during the 2006 Labor Day Holiday. There will be the possibility of
receiving a grant for $4,000.00 which can be used for equipment or training.
BACKGROUND:
This grant /award is targeted towards the enforcement of the Drinking While Intoxicated laws during the Labor Day
Holiday, August 18 — September 4, 2006. The award will be based on a random drawing. The Department must conduct
awareness through the media focusing on impaired driving, then conduct activity directed towards the enforcement of reducing
impaired driving in the City of Huntsville.
FISCAL IMPACT /FUNDING SOURCE:
The grantlaward is in the amount of $4,000.00 with no match required.
d. Approve the purchase of the annual Microsoft license agreement at a cost not to exceed $58,000, to be funded from
budgeted funds, as presented by Chris Vasquez, IT Coordinator.
This is the second year of a three year agreement with Microsoft to license all Microsoft based software in use by the
City.
FISCAL IMPACT /FUNDING SOURCE
The use of budgeted funds will be used to pay for Microsoft licensing — Account number 101 - 640 -55053 (Microsoft Licenses).
Councilmember Woodward made a motion to approve the purchase of the annual Microsoft license agreement at a cost
not to exceed $58.000. to be funded from budqeted funds and Councilmember Tavenner seconded the motion. The motion
assed unanimousl
e. Approve an interlocal agreement between the City of Huntsville and Texas Parks and Wildlife Department for refuse
collection services for the period of September 1, 2006 through August 31, 2009, and, approve the $17,000 expenditure
from the Solid Waste Unallocated Reserve to purchase twenty -four (24) six (6) yard dumpsters, as presented by Bill
Daugette, Public Services Operations Manager and Cindy Blaylock, Solid Waste Superintendent.
Since May 1, 2004, staff has met on several different occasions with Huntsville State Park representatives to discuss the
City of Huntsville Solid Waste Commercial Collection Division becoming the refuse hauler for the Park. On July 22, 2004, the
TPWD requested bids from the private haulers and the City of Huntsville for the refuse collection of the Park. A private entity,
Allied Waste Services, was low bid and was awarded the contract on August 31, 2004. City staff has continued to pursue a
partnership with the Park, suggesting an interlocal contract/agreement once their contract ended with Allied Waste Services.
On June 16, 2006, TPWD presented a contract/agreement for the City to provide twenty -four (24) six (6) yard dumpsters,
refuse collection once per week, and twenty (20) extra pickups (call -ins) at the Park site. The contract/agreement pay
schedule was for a three (3) year period totaling $68,625.80.
FISCAL IMPACT or FUNDING SOURCE:
In order for the City to provide refuse collection services for the Park, the Solid Waste Division must purchase twenty -
four (24) six (6) yard dumpsters at a bid price of $17,000. The Division is requesting that the funds to purchase the dumpsters
be allocated from the Solid Waste Unallocated Reserves, which has a current balance of $1,002,311. The initial startup cost
of $17,000 for dumpsters plus labor /equipment costs of $11,422.32 per year would allow the City to make an overall three (3)
year profit of $17,358.84 or $5,786.28 per year, with a year 4 and later profit of approximately $23,643 per year, assuming the
contract is extended .
CITY COUNCIL MEETING JULY 18, 2006 BOOK "T" 326
f. Approve the proposed CodeRed Community Notification System policies, as presented by Stephanie Brim, Assistant to
the City Manager.
Walker County Commissioner's Court approved thejoint purchase of CodeRed, dependent on the City's participation, on
May 22, 2006. The City approved a similar recommendation on June 20, 2006, contingent upon policy development and
approval by both entities.
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 of the policies as outlined for use of the software. Attached is the committee's proposed policy with
recommended changes by Thomas Leeper, City Attorney.
FISCAL IMPACT/ FUNDING SOURCE:
None (for policy development).
Councilmember Tavenner asked that the policies be reviewed in six months.
Councilmember Evans made a motion to approve the proposed CodeRed Community Notification System policies with
a six month review. and Councilmember Griffin seconded the motion The motion passed unanimously.
g. Authorize the Mayor to execute a Quitclaim Deed to abandon a portion of right -of -way on State Highway 30, as
presented by Steve Stacy, City Engineer. -
The Texas Department of Transportation is requiring the relocation of a city 12" waterline in order to complete the
Highway 30 widening project. The relocation will require the acquisition of additional easements and the relocation of the
existing 12" waterline to the north side of Highway 30. The existing line is in a city easement outside of the previous TxDOT
right of way therefore TxDOT will refund 94.97% of the cost to relocate. A portion of the existing easement that is within the
new right -of -way must be abandoned by Quitclaim Deed.
h. Discuss future negotiation for water rights.
This item was discussed in Executive Session.
i. Approve the purchase of a 2007 Mack MR688S and McNeilus 40 yard Front Loader in the amount of$179,672from the
'
Capital Equipment Fund and add appropriation to the Vehicle equipment line in Capital Equipment to the amendments
approved in the Budget Ordinance, Exhibit A.
Truck number 373 -846 was burned up beyond repair in a fire on July 10`". This truck was scheduled for replacement in
the 2006 -2007 budget as part of the City's Vehicle Replacement Program. Due to the criticality of this vehicle, staff is
requesting that the purchase be expedited and purchased immediately.
FISCAL IMPACT or FUNDING SOURCE:
Purchase price of the truck and chassis is $179,672 without trade -in.
C -b. Approve Ordinance 2006 -07 -18.1 amending the FY 2005 -06 annual budget, Ordinance No. 2005 -14, to amend adopted
expenditures and revenues of the budget. [Winston Duke]
Councilmember Tavenner stated that he pulled this item so that it would be approved following the statutory agenda.
Ordinance No. 2005 -14, to amend adopted expenditures and revenues of the budget and Councilmember Choate seconded
the motion. The motion passed unanimously.
C -c. Approve the purchase of K -9 with necessary training, and authorize a budget of $7,500 to account 611 - 554 -52400
for the purchase. [Lt. Kevin Lunsford]
On June 15, 2004 the City of Huntsville retired its K -9 due to illness. Since that time, HPD has not owned a K -9. With
the assistance of other agencies we have requested the use of their K -9's in emergency situations. This purchase will allow a
faster response time and a more proactive approach to drug enforcement.
FISCAL IMPACT /FUNDING SOURCE
Current balance of Forfeiture Monies $22,778
611 - 554 -52400 Purchase of K -9 with training 7 500
Balance of Forfeiture Monies after transaction $15,278
Councilmember Woodward made a motion to approve the purchase of K -9 with necessary training, and authorize a ,
budget of $7,500 to account 611- 554 -52400 for the purchase and Councilmember Choate seconded the motion. The
motion passed unanimously.
MAYOR / COUNCILMEMBER I CITY MANAGER REPORT
a. Comprehensive Plan Action Committee (CPAC) report, as presented by Chairman Mickey Evans.
Councilmember Evans stated that on July 6", the CPAC Expanded had its kick -off followed by various focus groups.
The CPAC plans to meet next week with the CPAC(X) meeting the following week. The Ward Congresses will take place on
the Thursdays in September with dates and times to be announced.
CITY COUNCIL MEETING JULY 18, 2006 _ BOOK T" _ _ 327 —
b. Reappoint Mickey S Evans and appoint Jim Willett to an unexpired term to the Walker County Public Safety
!. Communications Center Executive Board.
'I Councilmember Choate made a motion to reappoint Mickey S. Evans and appoint Jim Willettto an unexpired term to the
Ii Walker County Public Safety Communications Center Executive Board and Councilmember Griffin seconded the motion. The
i motion passed unanimously.
c. Authorize the City Manager to enter into a contract with Ken Davis and Company for the FY 2005 -06 audit (year end
September 30, 2006) in an amount of $28,000, to be funded from budgeted funds, as presented by Mayor Turner.
r-- H ...hor taruoe m�H. n mMinn rn a,,thn17a tho City Mananer to enter info a cnntract with Ken Davis and
PUBLIC COMMENTS
j a. Christopher Whitaker, Mr. Whitaker, SHSU Student Body Community Ambassador, thanked City Council for allowing
students on the CPAC Committee and offered to host the Ward 4 Congress.
Councilmember Evans stated that there would be an additional public meeting with SHSU at a time to be determined.
None.
MEDIA
EXECUTIVE SESSION [7:25 p.m. – 8:10 p.m.]
City Council recessed into Executive Session to discuss future negotiation for water rights.
ADJOURNMENT [8:10 p.m.]
Danna Welter, City Secretary