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HomeMy WebLinkAbout211213 CC MinThe City of West University Place A Neighborhood City CITY COUNCIL STAFF Susan Sample, Mayor David J. Beach, City Manager John Montgomery, Mayor Pro Tem Scott Bounds, Olson and Olson, City Attorney John P. Barnes, Councilmember Thelma Gilliam, City Secretary Melanie Bell, Councilmember Shannon Carroll, Councilmember CITY COUNCIL MEETING MINUTES The City Council of the City of West University Place, Texas, met in a regular meeting on Monday, December 13, at 6:15 p.m., in the Municipal Building at 3800 University Boulevard, for the purpose of considering the agenda of items listed. The meeting was held in person, but the public was also able to attend via Zoom. Agenda of Items: 1. Call Meeting to Order Mayor Sample called the meeting to order at 6:15 p.m. In attendance were Mayor Pro Tem Montgomery and Councilmembers Barnes, Bell, and Carroll. Staff in attendance were City Manager Beach, City Secretary Gilliam, City Attorney Bounds, Assistant to the City Manager Thompson, Parks and Recreation Director White, Public Works Director Barrera, Chief Building Official Acosta, IT Director Davenport, and Police Chief Walker Also in attendance was Ngoc Kim Le and John Peterson, Engineers with HDR, and Jeff Gerber, CEO and Architect with PGAL. 2. Recess Regular Meeting and Convene into Executive Session City Council will recess the regular meeting and convene into Executive Session to consult with the City Attorney in accordance with Section 551.071 of the Texas Government Code. At approximately 6:16 p.m., Mayor Pro Tem Montgomery moved to recess the regular meeting and convene into executive session to consult with the City Attorney in accordance with Section 551.071 of the Texas Government Code. Councilmember Bell seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell, Carroll Noes: None Absent: None 3. Adjourn the Executive Session and Reconvene Regular Meeting Council will adjourn the Executive Session and reconvene the Regular Meeting. At approximately 6:30 p.m., Mayor Pro Tem Montgomery moved to adjourn the executive session and reconvene the regular meeting. Councilmember Barnes seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell, Carroll Noes: None Absent: None 4. Pledge of Allegiance – Mayor and Council led the Pledge. City Council Meeting Minutes, December 13, 2021 2 of 5 5. Public Comments This is an opportunity for citizens to speak to the Council relating to agenda and non-agenda items. Stacy Debnam, 3815 Georgetown, spoke regarding Item 8 relating to the ordinance adopting the new International Code Council updates and said she does not believe it is good government for the municipality as written, especially regarding swimming pools. Alida Drewes, 6112 Fordham, spoke to suggest that the City put a dog run in redeveloped West U Parks or use portable fencing for pop-up dog runs. She also suggested that the City remove all toxic plants from parks and public places in West U and be proactive in preventing flooding in parks. Ms. Drewes also suggested that there be a dog water fountain and that the City develop a park near her home. 6. Reimbursement to Tri-Sports for Capital Improvement Expenses Matters related to a reimbursement to Tri-Sports for netting project. Recommended Action: Approve reimbursement to Tri-Sports in an amount of $32,500 for netting improvements completed in late 2019. Ms. Susan White, Parks and Recreation Parks and Recreation Director White presented and said the reimbursement request from Tri-Sports specifically relates to the netting extension project at the Recreation Center completed in 2019 along the south side of the Rec Center to prevent balls from going onto Bellaire, as well as on the north side to prevent balls from going onto neighboring properties. After a few questions from Council, Councilmember Barnes moved to approve reimbursement to Tri- Sports in an amount of $32,000 for netting improvements completed in late 2019. Mayor Pro Tem Montgomery seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell, Carroll Noes: None Absent: None 7. Eastside Street and Drainage Improvement Project – Construction Design Matters related to awarding a contract with an engineering firm for the construction design of the Eastside Street & Drainage Improvements. Recommended Action: Award the contract to HDR Engineering, Inc., in an amount of $1,243,376.10 and authorize the City Manager to execute the contract. Mr. Gerardo Barrera, Public Works Director Public Works Director Barrera presented and said staff is requesting that Council approve award of the contract for design of the eastside street and drainage improvement project. He said staff has applied for a $5.3 million grant for this project and should know if approved before the start of construction. Mr. Barrera said staff plans to hold three Council workshops and two Town Hall meetings during the design phase to keep Council and the public up-to-date. Mr. Barrera said staff is recommending that Council award the contract to HDR Engineering, Inc., in an amount of $1,243,376.10 and authorize the City Manager to execute the contract. Councilmember Barnes moved to approve staff’s recommendation. Mayor Pro Tem Montgomery seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell, Carroll Noes: None Absent: None City Council Meeting Minutes, December 13, 2021 3 of 5 8. Building/Regulation International Code Council (ICC) Updates Matters related to an ordinance adopting new International Code Council (ICC) updates. Adopt the 2021 International Code (ICC), 2020 National Electrical Code (NEC) and local amendments, which amends Appendix C, Technical Codes Schedule of the Code of Ordinances on the first of two readings. Mr. Gerardo Barrera, Public Works Director Public Works Director Barrera and Chief Building Official Acosta presented. Mr. Acosta said in working with City staff and the Building and Standards Commission, the short-term goal is to get Council’s approval and the next goal is to review the ordinance and make it more straight forward. In regards to a brief discussion regarding swimming pools, City Attorney Bounds confirmed that the requirement for the use of color primer is being deleted from the City’s ordinance because it is redundant in the Code being adopted. Public Works Director Barrera said staff intends to work with the Building and Standards Commission over the next year to clean up the City’s ordinance to ensure that it matches up with the Code. Mayor Pro Tem Montgomery moved to approve the ordinance updating the ICC on the first of two readings. Councilmember Barnes seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell, Carroll Noes: None Absent: None 9. Consent Agenda All Consent Agenda items listed are considered to be routine by the City Council and will be enacted by one motion. A. City Council Meeting Minutes Approve City Council Minutes of December 6, 2021. Recommended Action: Approve City Council Minutes of December 6, 2021. Ms. Thelma Gilliam, City Secretary B. Amendments to Chapter 6 of the Code of Ordinances, Advertising and Signs Matters related to the second reading of an ordinance updating Section 6-21 of Chapter 6 of the Code of Ordinances as it relates to political signage. Recommended Action: Approve the amendment of Chapter 6, Section 6-21 of the City’s Code of Ordinances on the second and final reading. Mr. Gerardo Barrera, Public Works Director C. Staffing and Temporary Personnel Matters related to awarding a contract for staffing and temporary personnel. Recommended Action: Award contract for temporary personnel to Magnum Staffing Inc., for a term of five (5) years, with three (3) optional one-year extensions and authorize the City Manager to execute the contract. Mr. Gerardo Barrera, Public Works Director. D. Computer Room Air Conditioning System Replacement Matters related to replacing the HVAC System in the server room. Recommended Action: Award contract for replacement of both HVAC units in the server room in an amount of $170,030 and authorize the City Manager to execute the contract. Mr. Kevin Davenport, IT Director. E. BBG Consultants Contract Amendment Matters related to amending a contract for ancillary services in the Public Works Department. Recommended Action: Approve the contract amendment for Texas BBG Consulting, Inc., in an amount of $42,000 and authorize the City Manager to execute the contract. Mr. Gerardo Barrera, Public Works Director City Council Meeting Minutes, December 13, 2021 4 of 5 Mayor Sample moved to remove Item C from the Consent Agenda for discussion. Councilmember Bell moved to approve the Consent Agenda as presented, with the exception of Item C. Councilmember Barnes seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell, Carroll Noes: None Absent: None In regards to Item C, Mayor Sample asked how much is budgeted annually for the staffing and temporary personnel contract. Public Works Director Barrera responded approximately $150,000. Mayor Sample said some people want financial statements from every vendor, including Tri-Sports, but there is a $150,000 contract here that is “take it or leave it” and asked about the difference. City Manager Beach said the City knows the pay and general benefits supplied to the contracted employees and that City supervisors approve the workers’ timesheets. Councilmember Barnes noted that what makes this one a little different is that the contract employees are performing work and services under the City’s supervision and the City is able to track the hours and performance. Mayor Pro Tem Montgomery said his guess is that the City’s position on this is that if the City has a working relationship with an agency or firm and there is performance period that indicates trust and execution, the City is comfortable without the financial statements as additional evidence. Public Works Director Barrera said he agrees in this case. Mayor Pro Tem Montgomery said he is okay with the City’s position and the learning here is that under the discretion of the City Attorney, City Manager and/or Council the City has the option to engage an agency or a company with a period of trust and execution to seek or not the seek financials. City Manager Beach said, yes, but it will be subject to the terms of the contract. Councilmember Barnes said it is worth pointing out that the City does require financial statements from a number of entities it does business with and that the City has had long and trusting relationships with them, so the distinction here is that the City supervises the contractor’s work. Mayor Pro Tem moved to approve Item C. Councilmember Bell seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell, Carroll Noes: None Absent: None 10. Facilities Master Plan Matters related to the Facilities Master Plan. Recommended Action: Discuss and provide any feedback. Mr. Will Thompson, Assistant to the City Manager City Manager Beach gave an introduction for Jeff Gerber, CEO with Pierce Goodwin Alexander Linville Architects. Mr. Beach said staff is not looking for a decision and that the presentation is only to give Council ideas and options and to solicit feedback from Council. Mr. Gerber began the presentation and noted that the reason for a facilities master plan is to provide long-term guidance in order to make informed decisions short-term. He said, for example, like whether to put a 20-year roof on a building that might only have five years of life left in it. City Council Meeting Minutes, December 13, 2021 5 of 5 Mr. Gerber reviewed the City’s existing facilities and stated that the main objective is to consider long- term facility needs and locations of the facilities to satisfy the long-term (next 50 years) needs of the City. Mr. Gerber reviewed the factors for each facility and explained planning options for each, while he and staff answered questions from Council. At the end of the presentation, Mr. Gerber suggested that a timeframe be divorced from Council’s direction as some of these changes might be 10, 15 or 20 years down the road, but the master plan is so that the planning would be in place for whenever Council needs to “pull the trigger.” 11. Adjourn Meeting With no other business before the Council, Mayor Pro Tem Montgomery moved to adjourn the regular meeting at approximately 8:55 p.m. Councilmember Barnes seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell, Carroll Noes: None Absent: None Prepared by: Thelma A. Gilliam, TRMC, City Secretary Council Approved: January 10, 2022 Note: Audio of the meeting in its entirety is on the City’s website. If for any reason you are unable to download the audio from the website, contact the City Secretary’s office to obtain a copy, as well as a copy of any presentation.