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MIN CC 12/11/1990MINUTES OF THE HUNTSVILLE CITY COUNCIL MEETING HELD ON THE 11TH DAY OF DECEMBER, 1990 IN THE CITY HALL COUNCI CHAMBERS, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 6.30 P.M. The Council met in a regular session with the following members present: Jane Monday 0. Eugene Barrett City officers present: Gary Bell James L. Carter Gene Pipes, City Manager Ila G. Gaines William B. Green Scott Bounds, City Attorney William H. Knotts, Jr. Percy Howard, Jr. Ruth DeShaw, City Secretary William L. Haemk CITIZEN INPUT /INQUIRY SESSION Mr. Kelley Barber concerning no right on red at 17th Street and Sam Houston Avenue Mr. Barber spoke concerning the possibility of motorists being able to turn right on red at the intersection of 17th Street and Sam Houston Avenue. Mayor Monday referred this item to Mr. Pipes, City Manager. Mr. Pipes said he will look into this matter and respond to Mr. Barber soon. FORMAL MEETING CONVENED Mayor Monday then opened the formal session. Mayor Pro tem Howard presented the invocation. CONSIDER THE MINUTES OF DECEMBER 4 1990 Councilmember Barrett made the motion to approve of the minutes of December 4 1990 and Councilmember Green seconded the motion. ALL were in favor and the motion passed unanimously. Councilmenber Barrett made the motion to adopt this resolution as Presented and COUncilmenber Green seconded the motion. ALL were in favor and the motion Passed unanimously. Mayor Monday then presented certificates of outstanding achievement to each of the football players, their head coach, Joe Clements, and the other coaches and trainers. CONSIDER CONTRACT Consider a_ contract for preliminary engineering services to Wisenbaker. Fix A Associates for work in repermitting wastewater treatment plants Mr. Pipes, City Manager, advised the staff did discuss with the Council in the budget sessions the need to proceed with repermitting the city's wastewater treatment plants with the expectation that higher standards than are yet in -place would be expected. He said it has been quite interesting in the staff's investigation Of this matter to find that the 1015 permit is the standard to be expected when the city is already complying with it. He said the City has had a 2020 permit from the outset and is already doing better and has always exceeded the 1015 parameters. In fact, he said, the city is quite confident, except for the dechlorination of the water at the discharge point, that the city will have very little modification to do but this work does need to be done. He said the engineering contract is on an hourly basis for the work and for the appearances before the Texas Water Commission and staff in Austin in order to accomplish what needs to be done. He assured the Council the City will not be opposing the 1015 permit, but in fact will be advising that its plant already complies so we can effect a renewal of our permit. He said the engineering work and the representation is important to the city. He recommended the engineering - contract with Wisenbaker, Fix & Associates for the Council's consideration. CONSIDER RESOLUTION Consider Resolution No. 90 -15 honoring the 1990 Huntsville Hornet Football Team and individual members ' Mayor Monday presented this Resolution, the caption of which is as follows: RESOLUTION NO. 90 -15 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF HUNTSVILLE, TEXAS RESOLVING THAT THE 1990 HUNTSVILLE HORNET FOOTBALL TEAM BE ACCORDED THE RECOGNITION, CONGRATULATIONS AND APPRECIATION OF THEIR COMMUNITY FOR A SUCCESSFUL SEASON OF CHAMPIONSHIP AND RECORD SETTING FOOTBALL COMPETITION. Councilmenber Barrett made the motion to adopt this resolution as Presented and COUncilmenber Green seconded the motion. ALL were in favor and the motion Passed unanimously. Mayor Monday then presented certificates of outstanding achievement to each of the football players, their head coach, Joe Clements, and the other coaches and trainers. CONSIDER CONTRACT Consider a_ contract for preliminary engineering services to Wisenbaker. Fix A Associates for work in repermitting wastewater treatment plants Mr. Pipes, City Manager, advised the staff did discuss with the Council in the budget sessions the need to proceed with repermitting the city's wastewater treatment plants with the expectation that higher standards than are yet in -place would be expected. He said it has been quite interesting in the staff's investigation Of this matter to find that the 1015 permit is the standard to be expected when the city is already complying with it. He said the City has had a 2020 permit from the outset and is already doing better and has always exceeded the 1015 parameters. In fact, he said, the city is quite confident, except for the dechlorination of the water at the discharge point, that the city will have very little modification to do but this work does need to be done. He said the engineering contract is on an hourly basis for the work and for the appearances before the Texas Water Commission and staff in Austin in order to accomplish what needs to be done. He assured the Council the City will not be opposing the 1015 permit, but in fact will be advising that its plant already complies so we can effect a renewal of our permit. He said the engineering work and the representation is important to the city. He recommended the engineering - contract with Wisenbaker, Fix & Associates for the Council's consideration. Counci[nember Howard made the motion to approve of this engineering contract and Counci[member Gaines seconded the motion. Discussion: Counci [member Knotts felt that the staff the city has in engineering should j! be able to comply with many of these preliminary requirements. He said the city ought to be able to do this because the city will have to give the consulting engineers aLL of the information so that they can fill out the form and report it. He felt $40,000 was a significant amount of money for this task. Mr. Pipes said this is a cost "not to exceed" type contract, on an hourly rate basis, depending upon the hours the consultants spend in the process. He said the city will be providing the information to them and doing everything possible to Limit the amount of time. He said they don't know that it will approach $40,000, but that would be the maximum. CounciLmember Knotts felt with the city staff we have, the city should be able to accomplish the recertification process in- house. Mr. Pipes said they could, inmost cases, if the city didn't have alt of the ongoing types of construction work; however, at the present time, as far as the specialization work, the city •, has always allowed Wisenbaker, Fix, who is in the wastewater treatment field, who has engineered and designed I. these plants to -date, to carry out these application processes. Councilnomber Knotts said it concerns him that the city keeps increasing its engineering budget, but it still keeps doing this outside. He felt one of the two needed to be adjusted. He felt if we are going to have this kind of engineering staff, then we need to do a lot of this work ourselves. Mr. Pipes said he didn't know that the city had increased its engineering budget in the last several years. Councilmember Knotts felt the city could do this work, get the guidelines, fill out the state compliance form; noting the city wilt have to answer the questions of Wisenbaker, Fix so they can give the state all this information anyway. He said maybe he is not looking at this right. Mr. Pipes said in the budget session discussions, the Council wanted this type of work to be done by the consulting engineers because they know the design and the capabilities of the plant and could make a better representation to the Commission on the plant capabilities. Councilmember Knotts said the city [knows the plants too because it] operates the plants everyday. Councilmember Carter supported Councilmember Knotts' comments. He said he understands the City Manager's comment about ongoing work that the engineering department has, but in the future, maybe the city could schedule this kind of work so that ' the city wit[ have time to do this kind of work rather than being on some of the capital construction projects when the city has this need. Councilmember Carter felt the city should schedule its own engineers rather than having them out on some of the capital construction projects. He said they all want to save money and he is sure the City Manager has no objections to that either. Mr. Pipes said he is very much in favor of that, but we have to pay for one or the other, either the design engineering work on the capital construction project, or this, but we can't make more hours in a 24 hour day. Upon a vote on this nation, all were in favor except Councilmember Knotts, who voted opposed. The motion passed by a vote of eight to one. CONSIDER LAND PURCHASE Consider purchase of 17.5 acres on 7th Street from the W. S. Gibbs Estate Mr. Pipes said for some time the city has been discussing the prospect of acquiring two tracts, one of which is from the Thomason family for the creation of park property. He said the W. S. Gibbs estate owns an adjoining 17.5 acre tract on the south end of a part of the Thomason property that is being gifted to the city. He said the agreement is that the estate of W. S. Gibbs will sell to the city, at the appraised value, the property and that the purchase price of that property will be refunded to the city by his widow, Mrs. Ruth . Farrington Farris, in a series of gifts over the next several years, subject to a schedule that would be established following approval of all of the details. In addition to that, he said, part of the estate was left to the Cultural Activities Foundation of Huntsville and Walker County and includes a 1 19th interest in the W. S. Gibbs ranch on Highway 75 North or its cash value. He said an option is pending on that property at the present time. He said if this project reaches fruition, then the city can simply be given, based on the agreed land value of about $920 an acre, a 8150,000 cash payment; if not, the interest in the ranch will remain until the ranch is sold and the value determined at that time. He said the stipulation is that the city would agree to build the "W. S. Gibbs Cultural Center" on the crest of the hill at the top of 7th Street, which overlooks much of old town Huntsville, especially the downtown area and back to the University hill on the south end of town. He said this facility has not yet been planned, but certainly the gift of the property and the gift of the value of the 1 /9th interest in the ranch would be a very good start to the creation and the fulfillment of the hope to honor Mayor Gibbs and his term of service with the city by the creation of this facility. Mr. Pipes said the appraisal came in today. He said the Cultural Activities Foundation of Huntsville ' and Walker County did meet today and has concurred with this action. He said Mrs. Farris and her attorney have also reviewed and concurred in this act. He said with the council's approval, the matter will then be a matter of procedural authority. He said the $89,000 is recommended to be funded from the sales tax reserve the city has had set aside for some time pending the capital improvements program completion in the street area or other one time single capital purchase. He said this reserve is well in excess of the necessary money ($89,000), which is the appraised vaLue, and could be very easily handled at this time in that manner. He said the Council can make a decision Later whether to commit the $89,000 with which the Council could front the project, to the project, or whether the city simply repays itself with the reimbursement from Mrs. Farris. He said this is a decision to be made at a time when the payment schedule and the other factors are clarified. He said the funds are available. He recommended that if this project meets with the Council's approval, that the motion include the source of the funds lfromm sates tax reserve] and the authorization for the Mayor to carry out the transaction with the transfer of deeds and title, at the appropriate time. Councilmember Green seconded the motion. Discussion: Councilmember Knotts asked if there is a time limit stipulation associated with designing and constructing the cultural activities center. Mr. Pipes said there is not a time frame currently, but a time Line would be developed subsequent to this approval that will be convenient to Mrs. Farris and the sale of the ranch so that it can be worked out how it will all came together. Councilmember Knotts said to do this project, the city will need a lot more money and a lot more involved in it. He said it could be read either way in item 4 of this memorandum of understanding. m. . . agrees that upon receipt of these gifts . . . [immediately upon, or these gifts will eventually be used]. Mr. Pipes said the intention is to use these gifts for that purpose and no other. Councilmember Carter said it implies that -'upon receipt-- these gifts will be used. Mayor Monday said it is understood that the time line will be developed later. Councitmmember Carter said it needs to be in the record. Councilmember Knotts said it ought to be a lot bigger than this concept when the city does deveLOp it; the city needs time to develop this. Upon a vote on this motion. it passed unanimously. CONSIDER SCADA PROGRAM MODIFICATIONS Consider modifications to the radio communications system for data relay in the S C A D A Program proi act in the amount of $29.665 Mr. Pipes presented a memorandum from Mr. F. Boyd Wilder, Director of Public Utilities, dated December 6, 1990, outlining this request. Mr. Wilder advised a contract was awarded to Baker CAC (MCC Systems) for a Supervisory Control and Data Acquisition System ( SCADA) on June 26, 1990, in the amount of 899,427. This system as proposed in the specifications, he said, will operate by radio signal from the various sites to be monitored. This radio signal will be transmitted to the central station (City of Huntsville Service Center) to record aLl pertinent information related to the equipment being monitored, he said. In the specifications, the city planned to use radio frequencies previously set aside for governmental agencies in the 150 MHZ range, however, he said, after application for this use, the city was informed by the FCC frequency coordinator that it would not be able to utilize these frequencies for secondary signaling. Mr. Wilder noted at this point, the city began the search for an available frequency for its use. He said the city found that the 450 MHZ range frequencies set aside for local government use for SCADA systems could not be utilized because several of its sites fall within a 65 mile radius of Houston; the FCC frequency coordinator would not allow the city to use these frequencies for the secondary signalization. The 950 MHZ frequency range was investigated and would be ideal frequency for the city-s use, he said, however, the radio equipment for this frequency range is too expensive. After a discussion with the utilities director in Miami Beach, Florida, Mr. Wilder said, he found that there are a number of frequencies in the 450 MHZ range that are designated as "Special Industrial Radio Services." After contacting the FCC frequency coordinator about this, he noted, it appears that this system is available and will work for the city's system. Mr. Wilder reported that it is now necessary to change the city-s specifications on the radio equipment it planned to use because of the frequency change and the location of several of the sites. With this change, he noted, the city will need a "repeater-- radio system and plus three of the sites (both wastewater treatment pLants and Club Lake Lift Station) will require an antenna tower instead of the proposed 25 foot pole. He said ' another change to be made is in the Rustic Pines sewer project in that at the time the city bid the Rustic Pines, it proposed to add the SCADA equipment to these stations, however, the city had not received bids on the SCADA equipment so it could not specify which equipment to install. With that in mind, he said, the city budgeted $16,912 in the Rustic Pines project for this installation. Mr. Wilder proposed a change order to remove the SCADA equipment from the Rustic Pines contract and to add it to the SCADA project. In summary, he said Change Order No 1 involves adding three self - supporting towers with antennas and hardware, a repeater base station and hardware and adding the SCADA equipment for two Lift stations from the Rustic Pines project to the SCADA proiect. He said the total cost for Change Order Number 1 is $29.665. There is $16,912 available in the Rustic Pines project, he said, for funding a portion of this change order. Mr. Wi Lder said he would recommend that the remaining $12,753 be transferred from budgeted funds carried forward for sandblasting and painting the Avenue J water tower. He noted because of changes mandated by the Air PoLLution Control Board related to the required method of sandblasting, it appears that the city will not do that project this year. The balance of this fund, he noted, is $107,955. Councilmember Howard made the motion to approve of this change order and Councilmenber Green seconded the motion. Discussion: Counci [member Hammock felt that $29,000 out of a $100,000 project is substantial; someone should have known that the radio frequencies wou Ldn't work. He said he sees no choice but to do this, but felt the consultant should have known about this and should have taken sit of this into consideration '.. originally. Mr. Wilder said almost $11,000 of this $29,665 is for the addition of two sites. Councilmember Hammock said it still represents a 10 percent increase over the original bid price. All were in favor and the motion passed unanimously. GIFT OF PROPERTY Consider gift of property near 7th Street from Thomason family Mr. Pipes advised the Thomason Family proposed about two years ago to give the City approximately a 33 1/2 acre tract on north 7th Street, bounded partially by Avenue M and the Texas Department of Corrections Diagnostic Unit property on the north and Gibbs property Lon which the Council just completed a transaction], on the south side. He said this property is adjacent to Town Creek as it flows north from 7th street. He said the city has a Little more than 10 acres of property, which is the old wastewater treatment plant at that site, which adjoins it and collectively with this 33 acres of city owned property already in possession and the Gibbs ' site, the city will have a very large central park area just north of 7th Street close to downtown. He said the city is pleased to have worked out all of the details of the deed transfer. He said there is a 100 foot reserve out of it for a future roadway access on the far westernmost boundary of the property and that will simply be excluded from the matching grant funds in terms of its value. He said the city will be constructing two very short driveways, one at the end of Roosevelt Street and the other at the end of Thomason Street, that will be typical rock driveways ending at a gate. He said unless there are any particular questions, he recommended approval that this transaction be completed and that thanks be extended to the Thomason family for their gift to the city during this Holiday Season. Counci[member Barrett made the motion to approve of this transaction and CouncTlmember Gaines seconded the motion. Discussion: Councilmember Carter noted while he is very happy to have this property, he is a little concerned about the way the city treats park property. He said there has been some work done there and he knows there is an easement for a sewer line through it and the city did something beyond the easement with a bulldozer, and he also knows the Parks Board has looked at this property and made some recommendations which were moderate in scope but with which he is in agreement. He encouraged the city staff to be very careful in terms of removal of vegetation. He said he realizes some of the vegetation has large thorns on it and there is a plan and we have to do some work; but once again, he urged the city to do the minimum amount to the natural state because we will be better off economically and otherwise. He said he also read some very good comments in the newspaper from City Planner, DaLe Brown, concerning protecting natural waterways, keeping drainage areas open, etc. He said the city is moving in the right direction but has made a few mistakes here and there on some of the city's park properties. He requested a different approach, which is not to scrape everything away and replace it, but to try to maintain as such as possible that what is already there. He said even the architect who came to visit the city recently concerning a parking lot, said the city should do an inventory of the vegetation even before it cleans a parking Lot area to make sure it is not losing something that it wants to protect. He said if we do that for a parking Lot, he is sure the city will want to do that in a park area. He said he is encouraged that the city is moving in the right direction, but urged the staff to be careful. Upon a vote on the motion on the floor, it passed unanimously. Consider transfer of funds from reserve for future allocation to sanitation budget to cover replacement costs ' of wrecked vehicle Mr. Pipes advised that last October a deer hit and damaged a city sanitation 1984 Ford F150 pickup at a cost of $3,162. Mr. Johnny Poteete, Director of Public Works, suggested that since this truck is a 1984 model and has over 80,000 miles on it, that rather than repair the truck the city nay wish to apply the 43,162 towards the purchase of a mid -size pickup estimated to cost $10,000. He said the city has adequate funds in the reserve for future allocation to cover the 53,160 of the $10,000 expense. He also advised the Sanitation Division recommends since there is over 80,000 miles on the 1984 pickup that the city purchase the new vehicle and use the older pickup for parts because the city has seven pickups within the vehicle fleet which could use the parts from the wrecked truck. Mr. Pipes said the city's policy is to insure vehicles for a $15,000 value for three years, which is generally the depreciated life, [it also insures fire trucks and rescue vehicles but no other vehicles are insured] because the premiums cost more than generally replacing a vehicle periodically that is involved in an accident with an uninsured opponent. Mr. Pipes recommended that the reserve for future allocation in the sanitation fund be allocated to replace the pickup at the replacement expense to cover the $3,160 of the $10,000 original estimated cost for a mid -size pickup. Counci lmember Howard made the motion to approve of this Proposal to replace the wrecked Pickup and Councilmlember Barrett seconded the motion Discussion: Councilmember Knotts suggested that when the city purchases new vehicles that it consider going to standard transmissions on all of the trucks because it has to pull trailers and machinery and standard transmissions are more efficient in that application. Upon a vote on the motion- all were in favor and the nation Passed unanimously. CITY MANAGER'S REPORT- -GENE PIPES City Employees Breakfast Mr. Pipes advised at 7:00 A.M., the Mayor and Council will be serving breakfast to the City employees at the Service Center. He encouraged the Council to be at the Service Center at 6:30 A.M. with their pancake flippers, spatulas, aprons, etc. He said the staff will supply the ingredients for the batter and other food items. He noted this will "serve" to thank our employees and to extend our appreciation for their work for the Last year. Councilmenber Knotts asked if this breakfast will be open for candidates too. Mr. Pipes said it will be. Councilmomber Knotts rated they could help serve. Mr. Pipes said they will let them eat. Mayor Monday agreed, noting they will not be asked to serve but are certainly welcomed to enjoy the breakfast. Glenn IsbeLL--APPOintment to the American Society of Civil Engineers -- Government Committee Mr. Pipes advised Mr. Isbell has been appointed to the American Society of Civil Engineers Government Committee. As such, he said, he will be required to attend several meetings during the normal business hours and will have some travel expenses involved to fulfill his obligations. He felt it is a singuLar honor for the city as well as Mr. Isbell to be recognized by his peers to be selected to this committee. _City Manager's Meeting in Plano Mr. Pipes advised he attended a City Manager's meeting in Plano and Denton Last week for an effective government action seminar. Mr. Pipes said it was quite beneficial to have the Larger cities, Austin, Dallas, Fort Worth, Wichita Falls, San Antonio as well as the academic staff of the University of North Texas and other experts in the field discuss finance, entrepreneurial management and other things that are of great value and interest to every city, but certainly it is also of value to understand and appreciate what others are doing and what the city is doing in parallel, with them. He said it is very beneficial always to get out to compare notes with other practitioners in the field. He said he appreciated the opportunity to be involved. He said he will be returning to a similar session in April with a different course of study. He said this conference was created and named in honor of William King Cole, who was the City Manager in College Station who died several years ago of cancer after a very distinguished career in the city management field. SUPPLEMENTARY AGENDA ITEM Consider appointments to the Board of Adjustments and Appeals Mayor Monday than recommended the reappointment of Mr. Luther Jones and Mr. ALLan Pritchard to the Board of Adjustments and Appeals. She also recommended the appointment of Mr. Carrot Joe Heaton to this board. Councilmember Barrett made the nation to approve of these appointments and Councilmember Howard seconded the motion. ALL were to favor and the motion Passed unanimously MAYOR'S ACTIVITY REPORT --JANE MONDAY School Children to Visit City Hall Mayor Monday rated two groups of third grade students will be visiting City Hall as a part of their study of government. She encouraged members of Council who would Like to drop by to take part of the presentations to do so. Library Volunteers Honored Mayor Monday noted the Library recently recognized their volunteers at a luncheon. She said the volunteer hours of service this past year total 380 hours from the Friends of the Library; the Library Board " donated 152 hours; the general Library volunteers donated 1,220 hours; the genealogical society members volunteered 940 hours; the volunteers for the preschool- outreach program (POP] gave 1,251 hours; the PALS program volunteers donated 160 hours; the RIF program volunteers donated 90 hours; and the story hour volunteers gave 21 hours. She said this is a total of 4,234 hours donated to the library by 135 volunteers last year. Mayor Monday commended the staff for performing the type of work that would generate that type of support and she appreciated the many volunteers. Glenn Isbell-s Recognition Mayor Monday congratulated Glenn Isbell for the role he will be playing in the American Society of Civil Engineers. Christmas Gift of Land to the City Mayor Monday noted the Council has witnessed here tonight a very wonderful Christmas gift to the City of Huntsville. She said as she added up the acreage, the city will be receiving this evening 60 acres in the center of downtown Huntsville. She felt that is a lasting legacy for aLL of the Council to the City of Huntsville and particularly for these fine families who have Left this to the City of HuntsvilLe. She also recognized the development this evening of the Cultural Activities Center. She said she cannot think of a better way to end the year and also for a promise to the new year. She thanked the Council and the staff and particularly the families for the heritage and legacy being left to the City. COUNCIL ACTION Middle East Situation Councilmember Knotts requested the City show support for the U.S. role in the Middle East crisis. He noted H. Ross Perot stated on the National Press Club presentation recently that the United States probably shouldn-t be in Saudi Arabia in the first place, [the main theme of his presentation was to commit the nation and then commit the troops, but now we have troops there and we need to commit the nation] but since it is, he urged tge council and representatives of all political entities to notify their representatives and senators that they, as a town or council, are behind the leaders and what is going on so that the troops that are there can feel comfortable in being there and know that they have a purpose and that we are all behind them. He said maybe Huntsville can be one of the first to make this into a resolution or proclamation to Charles WiLson. He said he would Like to see this CounciL get behind the program we have going there and stay behind the troops to help unify the country. Smither Overpass Sionalization being Installed Councilmember Bell noted it appears the signalization is being instalLed at the Smither overpass at the 1 -45 frontage road at Avenue S. Lines are obscured at entrance to Spring Lake Councilmmber Bell noted because of the repaving of FM 1374, there has been an obscuring of the lines on the pavement at the entrance to Spring Lake. He noted there has been one accident there and the person who called him about the accident attributed it to the lack of lines. He asked that the lines be repainted on the highway to prevent any other accidents. Accident at Brazos Drive at Highway 30 Councilmember Barrett noted another accident has occurred at Brazos Drive and SH 30. He said he wishes CITY COUNCIL MEETING OF DECEMBER 11, 1990 BOOK "0" 271 Department in order to show the need for a stop light there. Councilmember Carter noted he supports this concern and request. Solid Waste Management Workshop- -H -GAC in Courthouse, Commissioners Chambers Councilmember Howard advised there will be a solid waste management workshop in the Walker County Courthouse on December 20 at 2:00 P.M. He encouraged the Council and staff members to attend this meeting. Councilmember Bell requested that the Council be reminded of that workshop. MEDIA INQUIRIES Set we Choucair, Huntsville Item reporter, requested copies of all of the handouts. Mayor Monday noted they will be provided to her. Mr. Wayne Sorge, KSAM Reporter, asked if there was a timetable for the park and the cultural center. Mr. Pipes said not at the present time; these timetables are yet to be developed. Christmas Wishes Mayor Monday wished everyone a very Merry Christmas. She reminded the Council to remain after the meeting for the annual Christmas Photo. ADJOURNMENT Ruth DeShaw, City Secretary December 11, 1990