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HomeMy WebLinkAbout051815 CC MinThe City of West University Place A Neighborhood City CITY COUNCIL Bob Fry, Mayor Susan Sample, Mayor Pro Tern Ed Heathcott, Councilmember Joan Johnson, Councilmember Dick Yehle, Councilmember STAFF Michael Ross, City Manager Alan Petrov, City Attorney Thelma Lenz, City Secretary CITY COUNCIL MEETING MINUTES The City Council of the City of West University Place, Texas, met in a regular meeting on Monday, May 18, 2015, in the Municipal Building, 3800 University, West University Place, Texas beginning at 6:30 p.m. Agenda Items were as follows: Call to Order. Mayor Fry called the meeting to order at 6:30 p.m. in the Council Chambers. Council and Staff in attendance were: Mayor Pro Tern Sample, Councilmembers Heathcott, Johnson and Yehle, City Manager Ross, City Secretary Lenz, City Attorney Petrov, Assistant City Manager /Public Works Director Peifer, Parks and Recreation Director O'Connor, Communications Manager Leon - Barber. and Police Chief Walker. Councilmember Johnson led the Pledge of Allegiance. Secretary Lenz confirmed that the Notice of the workshop and regular meetings was duly posted in accordance with the Texas Government Code, Chapter 551. 1. Canvassing 2015 General Election Matters related to the consideration and adoption of an ordinance canvassing the returns and declaring the results of the General Election held on May 9, 2015; containing findings and provisions related to the subject; and declaring an emergency. Recommended Action: Adopt ordinance on the first and final reading. Councilmember Yehle moved to approve the ordinance canvassing the results of the 2015 General Election. Mayor Pro Tern Sample seconded the motion. MOTION PASSED. Ayes: Fry, Sample, Heathcott, Johnson, Yehle Noes: None Absent: None 2. Long -Range Facilities Master Plan Matters related to the Long -Range Facilities Master Plan including, but not limited to, properties within the 3800 blocks of University, Amherst and Milton. Recommended Action: Discuss and take any desired action. City Manager Ross presented and stated that the goal of the Facilities Master Plan Update is to identify the space needs for each department of the City of West University Place and to create a City Council Minutes, May 18, 2015 facilities plan to satisfy these needs so that West U can continue to provide high quality services to the citizens of West University Place. Mr. Ross said this update documents the current and projected staff and space allocation and identifies staff and space expected for the next 10 years. He said the update covers all City of West University Place departments and addresses the following existing City buildings: • City Hall • Public Works Administration • Public Works Maintenance Facility on Milton • Public Works Operations on Milton • Library • Community Center / Senior Center • Scout House • Recreation Center • Colonial Park After his presentation, Mr. Ross said one suggestion is for this Council to adopt the Plan as a final draft and hand it off to the next Council to formerly adopt. Councilmember Yehle said this Plan is drafted with a full swap involved and thinks two or three alternatives should be considered. He said the Plan should be reviewed as drafted simply because it will make it cleaner to talk about, but after discussion, he believes there are ways the swap dimension can be modified to still make the Plan a useful document, but one that is perhaps more realistic in assessing the opportunities that may present themselves. Mayor Fr said this Plan came to his mind in latter part of 2013 during the rededication of the library on its 60` anniversary. He said in a conversation with the head of the Harris County Library at the time, it was stated that the West U library was obsolete, so it got him thinking about that. Mayor Fry said the building was built in the early 60's and has all kinds of maintenance problems, so much so that at some point the building will have to be replaced, whether at that location or another location. Mayor Fry said that got him thinking about the process the City went through when the Police Station was moved to City Hall. He said the planning consultant at the time said the most efficient way to provide citizen services was to consolidate everything around City Hall, so this Council decided in March to update the Plan, not for them to use but for a City Council down the road years from now. He said this Plan was never intended to be something static that must be executed. He said it is a document that is available to be looked at and revised as situations change. He said his thought is that this plan be given to the next Council and recommends that each new Council review the Plan during their term and make what changes that they think need to be made so that future Councils will have that benefit. Mayor Fry said he is very pleased to pass the final draft of this plan on to the next Council. Councilmember Yehle provided the following points of emphasis, questions, and recommended changes to the draft: • Page 3 regarding space standards: The Plan talks about space standards for staff and infers that the status quo is okay and the Plan captures what might be needed in the future, so he asked Mr. Ross if the status quo is okay in all cases today or are there any immediate 2of8 City Council Minutes, May 18, 2015 issues with meeting the space standards? Mr. Ross responded that there are no immediate issues that need to be addressed. Page 7 regarding the IT Department: The IT Department was recently was moved to a satellite building on Milton Street. He said that serves them from a square footage point, but he thinks it is maybe the wrong solution from an operational standpoint. He said the Plan notes that it should be moved back to City Hall and he thinks the Plan needs to give that concept more emphasis because IT is a critical department with their servers and most of their clients being located at City Hall. Councilmember Johnson interjected to say that regarding the Community Building /Senior Center, there is reference that the auditorium is used for City functions. She pointed out that the Plan also needs to state that the auditorium is rented out for events. Secondly, the deed restrictions for the land use of the Community Building and Library have to be kept in mind. She said the Plan doesn't state that they can't be relocated, but there are restrictions. Mayor Pro Tem Sample said she read through the deed restrictions with a fine -tooth comb and nowhere does it state that a library is even permitted. At this point, Councilmember Yehle continued with his points: Page 8 regarding the library: For some reason this community has chosen not to get interested in addressing issues with the library building, but that building is an issue that really needs to get elevated in the Plan. He said from a program level, it is deficient and thinks the City should reach out to the County to ask what it would recommend for a library serving this type of community (i.e. the programs, the square feet, etc.) and incorporate it into the Plan. Also regarding Page 8, Councilmember Johnson said under specific recommendations, the Plan doesn't state anything about reviewing the needs of the library or whether it should be rebuilt and she suggested that it be added. Councilmember Yehle continued: • Page 10 regarding the library: The Plan states that the library is one of the buildings outside the planning window of this Plan and he thinks that is wrong. He said he thinks it should be at the front of the planning window. Councilmember Johnson agreed. • Page 10 regarding staff levels: The Plan states that the staff levels are expected to range at or near current levels for the next 10 years with only minor increases. He said the exception to that is the proposed substantial increase in police patrol staff. He said he understands that patrols "office" in cars rather than in buildings, but he said to make that statement correct, it should state that the levels are at or near the current levels, "with the exception of police patrol staff'. • Page 13 regarding the City Hall site being large enough to accommodate expansion: He questions if there is sufficient parking to accommodate such an expansion because when adding people, the need for parking will increase, but expansion of the building might decrease the number of parking spaces, so staff needs to consider how those two things will come together. • Page 21 regarding the library: The text should be expanded to acknowledge that the building improvements are likely to reduce the program area. He said the document talks 3 of 8 City Council Minutes, May 18, 2015 mostly about staff, but there is a significant programming issue with the library that needs to be addressed and kept at the forefront. Page 23 regarding the Senior Center: He thinks there are some functionality issues that ought to be addressed in the Plan. For instance, when entering the building from the rear parking lot, you walk through the activity room, which is a problem. He said the office space for the two staff members is fine according to the space plan, but there is a desk in the office dedicated to volunteers and a steady stream of people coming in, so that it needs to be substantially bigger than it is today. There is very little storage for the diversity of programs that have supplies and other miscellaneous items associated with them. The room behind the stage is like a dungeon and is hard to access due to the hall pattern. He said these functionality issues need some visibility. Page 35 regarding police: The Plan talks about increasing the patrol staff and though offices aren't required, he questions if there are sufficient locker rooms, report writing areas, space for additional squad cars and space for employee parking? He said there may be an impact from that significant increase in patrol staff not addressed in the Plan. Page 35 regarding library: The County is apparently suggesting doubling the library staff (from 2 to 4) in a building that is already too small, a plan so that will exacerbate the space problem. Page 36 regarding General Services. The Plan talks about a 64% growth in the space requirement for General Services but does not explain it. The growth and its implications need to be clarified. Councilmember Johnson had a comment regarding Page 56 relating to the Community Building and the library. She said there needs to be information listed in the Plan regarding the deed restrictions so that nobody forgets about them. Councilmember Yehle said he would like to make a suggestion on how to enhance the Plan. He said Page 50 is the map showing the interlocking ownership of the West U Baptist Church and the City. He said he accepts, that the swap of properties is not currently being considered, but after the church presumably builds its Youth Center on Amherst, that will effectively take three lots out of the Plan; however, there are three other church -owned lots that pose an issue to the people who live on that block and possibly could be considered as a means to develop another swap concept. Mr. Yehle said this document is drafted with a full swap anticipated in terms expressed on Page 56 and along with other possible scenarios, such as: what could be done if a mini -swap is made using some or all of the remaining lots, or possibly not doing any swaps at all yet still contemplate moving the Maintenance Facility to Dincans as strongly recommended in the Plan. He said that site at the corner of Milton and College could possibly become the site for a new library because it links up with the parking lot that is subject to a shared parking protocol. Councilmember Johnson added that with the lots that are there (between Amherst and University), she recommends the City looks into buying them should the people living there decide to sell their houses /lots. Mayor Pro Tem Sample said the Plan calls for an increase in the police force and asked Police Chief Walker to speak on that. Chief Walker said it is not a recommendation at this point, but rather something that future Councils might need to think about. He said from what he sees happening in terms of rising criminal activity , he thinks before long additional staff will be necessary to keep the criminal element out of West U. City Council Minutes, May 18, 2015 With no further comments, Councilmember Yehle moved to endorse the 2015 West University Place Long Range Facilities Master Plan with improvements as discussed. Councilmember Johnson seconded the motion. MOTION PASSED. Ayes: Fry, Sample, Johnson, Yehle Noes: Heathcott Absent: None 3. Public Comments This was an opportunity for citizens to speak to Council relating to agenda and non - agenda items. There were no public comments. 4. Colonial Park Project Matters related to Friends funding for design of Colonial Park project. Recommended Action: Approve funding, Parks and Recreation Director O'Connor presented and said with the adoption of the 2015 Parks Master Plan, the Parks Board felt that immediate action should be taken in regard to re- designing the west end of Colonial Park to make that approximately one - quarter of an acre green space available year around instead of just during the seasonal operation of Colonial Park Pool. He said staff prepared a preliminary scope of work and secured a quote from PGAL. Mr. O'Connor said the Friends Board and the Parks Board reviewed and both Boards unanimously approved this funding request; so, as required by Ordinance, the funding request is being brought forth to City Council for approval. Mr. O'Connor recommended that City Council approve the Friends funding of the design phase of the west end of Colonial Park at a cost not to exceed $25,000 and authorize staff to move forward with appointing a Citizens Task Force and preparing designs for the citizen board and City Council to review and approve. Councilmember Yehle observed that the scope of work included planning for cabanas, something not yet officially recommended by the Parks Board. Mr. O'Connor confirmed that but indicated the scope of work is a "maximum" concept with final details being subject to further approval before implementation. Councilmember Heathcott moved to approve Mr. O'Connor's recommendation. Mayor Pro Tem Sample seconded the motion. MOTION PASSED. Ayes: Fry, Sample, Heathcott, Johnson, Yehle Noes: None Absent: None 5. Sanitary Sewer Force Main- Bissonnet Street Matters related to approving agreements for engineering and construction services for the replacement of sanitary sewer project including repair of street surfaces and amenities as may be removed to facilitate the piping installation with an approved expenditure not to exceed $117,500.00; as well as, the associated appropriation of funds from the Water and Sewer Capital Reserve Fund. 5of8 City Council Minutes, May 18, 2015 Recommended Action: Authorize city manager to execute agreement for engineering and construction services for the replacement of sanitary sewer project with an approved expenditure not to exceed $117,500.00. ACM /Public Works Director Peifer presented this item and said on February 23, 2015, staff responded to a water leak report at Bissonnet Street and Academy Street. He said findings during the investigation revealed that a sanitary sewer force main was leaking under Academy Street immediately before the pipe entered into Bissonnet Street and that the leak was excavated and repaired immediately. Mr. Peifer said due to the age and condition of the pipe, staff began a dialog with the consulting engineer to plan for the replacement of the pipe to avoid a future problem; so, staff recommends approval of $117,500 in emergency funds to complete engineering work and issue a contract to directionally drill under Bissonnet Street from mid -block between Emory Street and South Judson Street on Academy Street to a point ending at the west end of the 4000 block of Browning Street. Mr. Peifer said funds are available for this project within the Water and Sewer Capital Reserve Fund. Councilmember Johnson moved to approve that the City Manager approve an agreement for engineering and construction services for the replacement of the subject sanitary sewer project to be no more than $117,500. Councilmember Yehle seconded the motion. MOTION PASSED. Ayes: Fry, Sample, Heathcott, Johnson, Yehle Noes: None Absent: None 6. Consent Agenda All Consent Agenda items listed are considered to be routine by the City Council and will be enacted by one motion. There will be no separate discussion of these items unless a Council member requests in which event the item will be removed from the Consent Agenda and considered in its normal sequence on the agenda. A. City Council Minutes Approve City Council Minutes of May 4, 2015. Recommended Action. Approve Minutes. B. Friends of West U Parks Fund, Inc., Appointments Matters related to an appointment and reappointments to the Friends of West U Parks Fund, Inc. Recommended Action: Appoint Judy Cheng to Position 16 with term ending August 31, 2017 and reappoint Jeth Jones to Position 9, Christi Young to Position 11, Elizabeth Boyle to Position 14, with term ending August 31, 2016, and John T. Young, Jr., to Position 18, Kara Schaefer to Position 19, and Michele Marvin to Position 20 with terms ending August 31, 2018. C. Facility Master Planning & Property Exchange Proposal Expenditures Matters related to the compilation of expenses related to the Long Range Facility Master Planning and Property Exchange Proposal. Recommended Action: Approve the compilation of expenditures and budget amendment. D. Senior Services Board Appointment Matters related to an appointment to the Senior Services Board. Recommended Action: Appoint Carlos de la Torre to Position 6 of the Senior Services Board. .. City Council Minutes, May 18, 2015 E. Cooperative Purchasing Program Matters related to authorizing City Staff to utilize the National Association of State Procurement Officials (NASPO) Value Point Cooperative Purchasing Program. F. Budget Amendment Matters related to an ordinance amending the Budget of the City of West University Place, Texas for the fiscal year beginning January 1, 2014 and ending December 31, 2014; containing findings and provisions relating to the subject; and declaring an emergency. Recommended Action: Approve ordinance amending the 2014 Budget. G. Collection Fee for Delinquent Court Fines Matters related to a resolution authorizing a collection fee in the amount of 30% of debts and accounts receivable paid by a Municipal Court serving the City, and amounts in cases in which the accused has failed to appear. Recommended Action: Approve resolution authorization a collection fee in the amount of 30 %. Councilmember Johnson moved to remove Item B from the consent agenda for discussion. Councilmember Yehle stated that the term ending date on the Resolution needs to be August 31, 2016 not 2018 and moved to approve the Resolution with that change. Councilmember Johnson seconded the motion. MOTION PASSED. Ayes: Fry, Sample, Heathcott, Johnson, Yehle Noes: None Absent: None Mayor Pro Tern Sample moved to approve the remaining items on the Consent Agenda as presented. Councilmember Johnson seconded the motion. MOTION PASSED. Ayes: Fry, Sample, Heathcott, Johnson, Yehle Noes: None Absent: None Before adjourning Mayor Fry said it has been a privilege serving and said the City has an outstanding staff. He said staff can either make you or break you and this staff has made Council look very, very good. He said thank to staff, this Council accomplished all of the goals it set out to do. He thanked staff and this Council for all they have done. Councilmember Yehle said he retired from his first employer in 2000 and volunteered to serve on the Sidewalk Committee, which began a period of service that extended for 15 years and included terms on the ZBA, ZPC and three terms on City Council. He echoed the Mayor's comments and observed that staff is what glues everything together and provides the high level of services enjoyed within the City. He thanked the public for allowing him to serve for the last 15 years. Councilmember Heathcott said he has been in public service since 1999 and he can say without exception that this City is run better than any City you will find due to its staff. He said this staff has a way of getting things done and working together that other cities don't have. He also said this Council has worked exceptionally together, even though they may have had different points of views, it never became personal. He said it has been his pleasure the City and this group. 7of8 City Council Minutes, May 18, 2015 Councilmember Johnson echoed what everyone else said. She said the staff is fantastic and thanked all of staff for the help over the last four years. She also said this has been a very good Council working together and it has been a very good experience. Mayor Pro Tem Sample said she enjoyed working with all of Council and look forward to working with her new Council as Mayor starting on June 1. 7. Adjourn With njB. siness to discuss, Mayor Fry adjourned the meeting at approximately 7:15 p.m. Prepar v S IJN 4P 444' '4L S Thelma A. Lenz, City SecreticA6 pproved � flttFM / PM