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Minutes - 05/17/2011City Council Meeting Minutes of May 2011 Book "V" MINUTES FROM THE HUNTSVILLE CiTY COUNCIL MEETING HELD ON THE 174° DAY OF MAY 2011, IN THE CITY HALL, LOCATED AT 1212 AVENUE M IN THE CITY OF HUNTSVILLE, COUNTY OF WALKER, TEXAS AT 5PM. The Council met in a regular session with the following: COUNCILMEMBERS PRESENT: J. Turner, Tom Cole, Mac Woodward, Jack Wagamon, Wayne Barrett, James Fitch, Lydia Montgomery, Don H. Johnson, Keith D. Olson COUNCILMEMBERS ABSENT: None OFFICERS PRESENT: Bill Baine, City Manager, Leonard Schneider, City Attorney, Lee Woodward, City Secretary WORKSHOP SESSION [5:30PM] - The Council will attend a workshop to discuss the selection of software for the purpose of managing citizen requests, permits, code enforcement, work orders, fleet, and inventory. [Chris Vasquez, IT Manager] Mr. Baine said the primary goal was to be able to track customer issues and provide better service. Mr. Vasquez described the deficiencies of the current processes for tracking data and workflow, and the sealing off of information in departmental silos. He said all end -user departments reviewed a list of approximately 700 variables to determine the proposal values to be rated, and discussed the teams of staff who scored the proposals. Mr. Vasquez explained the process conducted and time taken to arrive at a recommendation of Munis. Mr. Baine said it would be difficult in the beginning but would provide a much better product in the future resulting in an established service level with stated goals, saying that when he receives a complaint currently, he has to call a director and try to find out what the story is. Councilmember Woodward addressed the availability of customization to answer concerns. REGULAR SESSION* [6:001211011] 1. CALL TO ORDER Mayor Turner called the meeting to order at 6:06pm. 2. PLEDGES OF ALLEGIANCE AND INVOCATION Councilmember Barrett gave the invocation. 3. PROCLAMATIONS AND PRESENTATIONS a. Proclamation for Public Works Week b. Proclamation for Hurricane Preparedness Week c. Staff recognition by City Manager Bill Baine Mr. Baine recognized Marvin Denkins, Drainage Maintenance Crew Leader, and Kyle Mathews, Water Assistant Superintendent, of the Public Utilities Department, and Dorothy Hunter, Utility Billing Customer Service Clerk, for their long and outstanding service to the City. 4. PUBLIC COMMENT Jack Olsta thanked the Council for the City's support of Boys & Girls Club of Walker County, especially noting Councilmember Woodward, City Manager Bill Baine, and Dr. Sherry McKibben, Community Development Specialist. He also spoke on the many benefits of the local organization and its programming. 5. PUBLIC HEARING ** *The Public Hearing for Chapter 4, Lot Standards, has been pulled and will be held at a later date. * ** 6. CONSENT AGENDA (Approval of Consent Agenda authorizes the City Manager to implement each item in accordance with staff recommendations. An item may be removed from the Consent Agenda and added to the Statutory Agenda for full discussion by request of a member of Council.) a. Approve the minutes of the City Council Regular Session held on April 19, 2011. [Lee Woodward, City Secretary] b. Approve bid for Trust Property Account 49000-034 -0- 04500, Lot 45, Woodlawn, Walker County Appraisal District Property ID 39203. [Winston Duke, Finance Director] c. Approve Ordinance 2011 -33, to prohibit future placement of mobile homes, require skirting for all mobile homes and manufactured homes, and revise the definitions of a mobile home and manufactured home, 3rd reading. [Aron Kulhavy, Director of Public Works] d. Approve Ordinance 2011-34, amending the Cade of Ordinances of the C.j of Huntsville to prohibit drilling upon certain lands, and making provisions for variances from the Code, 2 reading. [Aron Kulhavy, Director of Public Works] e. Consider the award of bid for future sewer casing improvements crossing Highway 19. [Aron Kulhavy, Director of Public Works] f. Authorize the City Manager to enter into a Memorandum of Understanding (MOU) with TxDot to participate in its Federally- approved Disadvantaged Business Enterprise {DBE} Program. [Dr. Sherry McKibben, Community Development Specialist] g. Approve Ordinance 2011 -37, providing for changes to the Fiscal and Budgetary Policy, single reading. [Winston Duke, Finance Director] Councilmember Woodward made a motion to aoorove the Consent, Agenda. Councilmember Johnson seconded the tion. The Mayor asked if horizontal drilling issues were covered by the drilling ordinance, Mr. Kulhavy said it was focused City Council Meeting Minutes of May 2011 Book "V" on aboveground structures, not belowground. Councilmember Woodward asked about item c, under section 404.1, the first paragraph's wording was confusing, although the clarification was noted elsewhere that the skirting requirement would apply to newly- placed units. He said he would approve subject to this being elucidated. Councilmember Barrett also asked about the same paragraph, noting an additional word ("to ") had been struck through, believing it to be unintentional. He also noted the agenda item wording did not reflect the update to the Ordinance that the skirting requirements would be for placements after passage and was not retroactive. Councilmember Montgomery asked if grandfathering was required for the skirting issue, but Mr. Schneider said he believed the wording reflected the Council's intent that the Ordinance would not apply to homes existing lawfully in the City at time of passage. Councilmember Johnson turned to page 12 of the packet, drawing attention to 1639 being the correct overall number of mobile and manufactured homes currently in the city. He also addressed the cost of skirting shown on the page, assuming the real cost of skirting would be closer to half the amount, due to sheets half the size being needed. Councilmember Cole asked to pull item c. The motion passed unanimously, less item c. Councilmember Woodward made a motion to approve item c and was seconded by Councilmember Fitch. Councilmember Cole mentioned in -home radon tests, suggesting skirting could increase a concentration of gas, and recommended postponement until a baseline level could be determined, as an unskirted home could be safer. He also said he felt the whole measure was a violation of private property rights. Councilmember Montgomery asked if there was a history of any radon issues known locally. Mr. Kulhavy said he was not aware of any issues, and that approximately two- thirds of the manufactured homes in the city were skirted. Councilmember Woodward asked if it was common practice for cities to require skirting and Mr. Kulhavy said it varied greatly, but was often required for aesthetics and safety. Councilmember Olson said Conroe had required it and even required child restraints on porches, and noted most skirting he had seen was vented. The motion passed 7 -2. Councilmembers Cole and Waaamon votina against. 7. STATUTORY AGENDA a. Presentation, discussion, and possible action to approve Ordinance 2011 -36, codifying the amendments to Chapter 2 of the Code of Ordinances in previous Ordinance 2010 -09, concerning the City Manager's general authority for expenditures and intrafund budget transfers, 1st reading. [Leonard Schneider, City Attorney] City Attorney Leonard Schneider confirmed this was merely codifying the changes made by the previous ordinance. b. Presentation, discussion, and possible action to authorize the City Manager to apply for, accept if awarded, and implement the 2011 COPS Grant funding for three additional police officer positions. [Dr. Sherry McKibben, Community Development Specialist] Councilmember Woodward made a motion to approve. and was seconded by Councilmember Olson. Councilmember Woodward confirmed that the grant had overlooked the City for two officers in the previous year and was now. offering those officers as well as additional officers. Dr. McKibben assured him that all positions would run concurrently, for the three years paid followed by the City being responsible for all salary, benefits, and expenses. Councilmember Woodward made a motion to amend the number of officers to one additional to the two from the previous year. Councilmember Montgomery seconded the amendment. Councilmember Johnson asked if there would be more potential grants to continue paying for the officers. Dr. McKibben said the City could continue to maintain the officers beginning in the fourth year or let them go. Councilmember Montgomery asked about this in relation to the budget. Mr. Baine said police protection was pretty serious and that although he thought the City could afford the additional amount for three officers, there would also likely be hidden costs, and that regular attrition might help account for some expenses. Chief Kevin Lunsford said he understood the amount of the undertaking if five officers were granted. He said he could use all five officers, but could make do with only the three, and that the department was in a better position than previously. Councilmember Fitch discussed allocation of officers and that the department numbers were "behind the curve." He acknowledged the numbers they were reviewing were only salary and benefits, not automobiles and equipment. He said three officers would be a great compromise. Councilmember Woodward reminded the Council of the prior discussions for the need for firefighters, as both were paid for through General Fund, and Chief Lunsford concurred. Councilmember Fitch and the Chief said the optimal number of officers would be in the mid - sixties or seventies a few years ago, and that the force currently had 55 positions, with only one open. They also noted that the four local law enforcement departments had a great working relationship, which made up a lot of the need. Mr. Baine congratulated Dr. McKibben and the police department for getting the two officers, and noted other issues with the overall employee count and positions needed. The amendment passed unanimously. City Council Meeting Minutes of May 2011 Book "V" The main motion passed unanimously. C. Presentation, discussion, and possible action to consider the purchase of software for the purpose of managing citizen requests, permits, code enforcement, work orders, fleet, and Inventory. [Chris Vasquez, IT Manager] L1 _ _ t 'II �' �- 'i t, +? , t s. • _• .. ;• • a • c sj•`• t • •- t Councilmember Fitch said he did not feel comfortable approving the item after only having a 30- minute work session for this amount of money. Councilmember Fitch made a motion to table the item and was seconded by Councilmember Wagamon. The motion to table passed 7 -2. Councilmembers Barrett and Cole ayainst. 8. MAYORICITY COUNCIL AND CITY MANAGER REPORT a. Presentation, discussion, and possible action to approve nomination of Kyle McKenzie for Youth Advisory Board. [Mayor Turner] The Mayor made a motion to nominate Kyle McKenzie. Councilmember Woodward seconded the motion. The motion passed unanimously. b. City Manager's Report 1. Updates on City construction, grants, studies, City projects, City purchases, and economic development. Mr. Baine showed the design for the new splash pad. He also spoke about grants for firefighters, hoping for a positive result. Mr. Baine said the City had its first music festival and that they had learned a lot. He noted the City had purchased a "big cheap truck' with low mileage for about $6000 for the Fire Department for high water rescue and grass fire suppression. Mr. Baine announced events on June a and le for the Auburn model of economic development, and encouraged the public to come to the SHSU Performing Arts Center at 1:30pm on June le. He noted the assistance of Walker County and the Chamber of Commerce. 9. PUBLIC COMMENT There were no additional public comments. 10. MEDIA INQUIRIES RELATED TO MATTERS ON THE AGENDA There were no media inquiries. 11. ITEMS OF COMMUNITY INTEREST (Hear announcements concerning items of community interest from the Mayor, Councilmembers, and City staff for which no action will be discussed or taken.) a. The Farmers Market will be held Saturdays from 8 -noon through September 24"'. b. Groundbreaking for the Highway 19 widening project will be at 10am on Friday, May 20. c. The City will be closed for Memorial Day on Monday, May 30. Councilmember Wagamon also noted a benefit for the HEARTS Museum on May 26"' at 7:30pm.