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HomeMy WebLinkAbout111521 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 workshop and regular meeting on Monday, November 15, 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 attend via Zoom. WORKSHOP (6:15 p.m.) Agenda of Items: 1. Call Workshop Meeting to Order Mayor Sample called the workshop to order at 6:15 p.m. In attendance were Mayor Pro Tem Montgomery, and Councilmembers Barnes and Bell. Councilmember Carroll was absent. Staff in attendance were City Manager Beach, City Secretary Gilliam, Assistant City Attorney Katie Rutherford with Olson and Olson, Assistant to the City Manager Thompson, and HR Director Urban. 2. Employee Satisfaction Survey Matters related to an employee satisfaction survey. Recommended Action: Discuss and provide feedback and direction. Mr. James Urban, HR Director Human Resources Director Urban presented and said staff will be securing Energage to perform the employee survey and he gave an overview of what categories would be included in the survey and how they are measured. Mr. Urban said the survey will be conducted in January and staff will immediately improve anything that can be improved on immediately then have a follow-up in June or July so that any appropriate changes can be incorporated during the budget process in August/September. After Mr. Urban’s presentation, he fielded concerns and questions from Council. Following were some of the statements from Council: • Mayor Sample said she would like a survey that people feel they can be open about, not just check the boxes. • Councilmember Bell said she is concerned that because the City is such a small organization, the anonymity is going to be very hard to protect and if people do not feel they are anonymous, they are not as honest. City Council Meeting Minutes, November 15, 2021 2 of 7 Mr. Urban said anonymity is something he is concerned with as well. He said he spoke with the consultants and there will be aggregate results, not individual, and that the results will not be available by department if there are less than five respondents within a department. • Mayor Sample said she wants employees to know that if they say something, it makes a difference. She said she wants real answers because there has been a lot of turnover in the last couple of years and Council wants to know why, because the City offers good pay and good benefits. • Councilmember Bell said she thinks employees really need to feel like they can answer honestly without any level of retaliation, because you only solve problems if you hear about them and know about them. Mr. Urban said if there is an issue that comes from the survey that is concerning, he will proceed from there and possibly have focus groups for a specific department or certain type of employee. • Councilmember Barnes said starting with a really broad tool like the Likert Scale and moving to focus groups, particularly if honing in on a given department, or department size, the anonymity question will pretty much be blown. • Mayor Pro Tem Montgomery said he wants to be sure that the consultant will perform a rigorous analysis and not just have the survey be a PR exercise for the city. Mr. Urban said the options for the survey was for recognition and feedback. He said he only checked the box for feedback because he wants the City to be a good place people want to come to work. Following questions, concerns and responses, Council requested that staff come back with more survey options. 3. Adjourn Workshop At 6:35 p.m., Mayor Sample adjourned the workshop. Audio of the workshop in its entirety is temporarily on the City’s website. If the audio is no longer on the website, you can obtain a copy from the City Secretary’s office. REGULAR MEETING (6:30 p.m.) 4. Call Regular Meeting to Order Mayor Sample called the workshop to order at 6:35 p.m. In attendance were Mayor Pro Tem Montgomery, and Councilmembers Barnes and Bell. Councilmember Carroll was absent. Staff in attendance were City Manager Beach, City Secretary Gilliam, Assistant City Attorney Katie Rutherford with Olson and Olson, Assistant to the City Manager Thompson, Parks and Recreation Director White, HR Director Urban, and Public Works Director Barrera. Also in attendance were Eleni Pappas and Da Li, with Traffic Engineers, Inc.; Tim Buscha with IDS Engineering Group; and Steve Ragiel with Independent Texas Recyclers City Council Meeting Minutes, November 15, 2021 3 of 7 5. Pledge of Allegiance – Girl Scout Daisy Troop 147047 lead the pledge. 6. Public Comments This is an opportunity for citizens to speak to the Council relating to agenda and non-agenda items. Alida Drewes, 6112 Fordham Street, spoke regarding the winter freeze in February 2021, and that she was without water and not allowed to shower at the Community Center. Dr. Collin Bray, 3610 Tangley, spoke to suggest ways to revitalize Poor Farm Ditch to make the area into something fantastic for the City that all citizens could use. Perry Nolan, 4203 Milton, spoke regarding the traffic study and his disappointment with lowering the speed limit on Weslayan from 30 mph to 25 mph. He said he would like Council to revise the traffic study to leave the speed limit at 30 mph on Weslayan and have better enforcement. Yvonne Jacobs, 2831 Jarrard, spoke about the recommendation for Public Works to contract with Independent Texas Recyclers for curbside recycling. She had many questions relating to the contract, which she expressed. Mayor Sample noted that the representative from Texas Recyclers was present at the meeting and would speak with Ms. Jacobs after the meeting. Dick Yehle, 6401 Rutgers, spoke about the traffic study and asked that Council look at it with a broader perspective before accepting the study. He said he has not seen anything other than saying that 25 is safer than 30 to justify the changes being proposed. Susie Hairston, 2620 Pittsburgh, spoke regarding the proposed contract with Independent Texas Recyclers. After outlining her issues with the contract, she asked that Council at least hesitate approving a five-year contract. 7. Accept Engineering Report for Citywide Traffic Study Matters related to accepting the Engineering Report for the citywide traffic study. Recommended Action: Accept the Engineering Report for the Citywide Traffic Study. Mr. Gerardo Barrera, Public Works Director and Ms. Eleni Pappas, Traffic Engineer Public Works Director Barrera presented and stated that the report in front of Council reflects all the work staff has done over the past year (data collection, etc.), which was approved by the then Council on the second and final reading on May 10, 2021. In response to concerns expressed by Mayor Sample and Councilmember Bell regarding other areas considered dangerous, like at Stella Link and W eslayan, and not addressed in the report, Eleni Pappas with Traffic Engineers Inc., (TEI) stated that the study is a starting point to think about safety throughout the City. She said TI’s focus was around the speed limits themselves, which is only one piece of the larger safety puzzle. Ms. Pappas agreed that Stella Link at Weslayan is a tricky spot, but said the study was not looking into those specific safety recommendations, but it is her hope that this report is the start of many other things that can come from it. City Manager Beach said the original scope of work was to look at the speed limit, but there are some things in the report, such as the Stella Link intersection, that staff can take from this for further review. He said the acceptance of the report tonight is just for memorializing action taken by the previous Council to lower the speed limit. Mayor Sample said the data in the report recommended that the speed limit remain at 30 mph on Weslayan. She said if the City paid for the data, then the City should look at the data given, instead of not following the engineer’s recommendation. City Council Meeting Minutes, November 15, 2021 4 of 7 City Manager Beach said if there is a concern specifically about Weslayan, he will ask TEI (Ms. Pappas) to review the data again and come back to Council specifically about Weslayan. Mayor Sample said she is not asking for a specific outcome, but rather for the data that would give Council the correct answer for what speed limit should be on Weslayan. Regarding the process, Mayor Pro Tem Montgomery confirmed with City Manager Beach that this Council is to accept the report after the prior Council requested the study, staff employed the engineering firm, consultants recommended changes, and the prior council approve the ordinance accepting the changes. After confirming the process, Mayor Pro Tem Montgomery said he is curious how there were changes to the ordinance before the report was finalized. In response, Councilmember Barnes, who was on the previous Council, said that Council they had the recommendations, they just did not have the finalized report. Mayor Pro Tem Montgomery said he is not arguing with the decisions made by the prior Council, he just finds it unusual that this Council is finalizing the report and had nothing to do with the process to this point. He said if this is critical data, and it is being used to predicate the decisions Council is making, then Council should wait until the report is finalized before making those decisions in case data in the report changed or the consultants have to look into other issues, which sounds like they are about to do. City Manager Beach said going forward for this Council, staff can wait until the reports are finalized before taking any action, but staff moved forward on the direction of the previous council. Mayor Pro Tem Montgomery confirmed, for the record, staff moved prior to finalization of the engineering report provided by TEI. City Manager Beach reiterated that Council had all the information and there was a recommendation from the engineers that the speed limit could be lowered from 30 mph to 25 mph on certain streets. Mayor Pro Tem Montgomery said he is not questioning anything specifically, just the process. Mayor Pro Tem Montgomery asked Ms. Pappas if anything changed in the report between the ordinance passed by the previous Council and the report Council has to approve now. Ms. Pappas responded that 2020 crash data was added to the report, but did not change any recommendations on the corridors because those were all based on 2014 to 2019 data. Regarding Weslayan, she wanted to note that she would not make a recommendation with which she is not comfortable. Ms. Pappas said they originally started at 30 mph on Weslayan, but hearing the concerns became valid input into their analysis, which is why it changed to 25 mph. She said it was always a borderline street. She said they can look at it again, but she wants Council to know that there is a little bit more to it than just straight data. She said being that it is a two-lane residential street played a key role into their analysis. Mayor Sample said the problem is that though it is a residential street, it is also an arterial street. Councilmember Barnes said with respect to the ordinance, the prior Council was erring on the side of caution and on the side of safety in all cases. Public Works Director Barrera said staff would task TEI to review Weslayan to address some of the comments made tonight. City Council Meeting Minutes, November 15, 2021 5 of 7 8. Recycling Contract Matters related to awarding a contract for wholesale processing and sale of recycling collected curbside by the City. Public Works Director Barrera presented and stated staff solicited formal bids for this project and received two qualified bids – Waste Management and Independent Texas Recyclers (ITR). He said the City has used Waste Management for the past ten years but, along with other factors, staff learned that Waste Management would be moving to their Brittmoore facility, and chose to go with Independent Texas Recyclers. Mr. Barrera stated the contract is for five years, which has been standard, but that can change at Council’s direction. After a few questions from Council, Steve Ragiel, CEO of Independent Texas Recyclers, spoke to say that ITR is apples to apples with other processing plants in Houston, including Waste Management and FCC. He said ITR accepts all materials – glass, aluminum, steel, paper, and plastic – and they recycle all the same items as the other plants. Mr. Ragiel said ITR essentially has the same technology and processes approximately 10,000 tons a month of material and services over a million households in the Greater Houston region. Councilmember Barnes confirmed with City Manager Beach that the proposed contract with ITR does not reduce the number of types of recyclable materials nor the service level that the City had with Waste Management. In response to Mayor Pro Tem Montgomery’s question as whether anyone knows if the Waste Management actually recycles all the materials or throws some away, Mr. Raigel answered relative to glass recycling. He said ITR’s sister company has a glass processing plant and they process Waste Management’s glass for their Brittmoore and Gasmer locations, so he knows Waste Management recycles 95% of the true glass, because ITR does it for them. Councilmember Barnes moved to award the contract for the processing and sale of recycling materials to Independent Texas Recyclers for a term of five (5) years with three (3) optional one-year extensions, and authorize the City Manager to execute the contract. Mayor Pro Tem Montgomery seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell Noes: None Absent: Carroll 9. 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 Meeting Minutes Approve City Council Minutes of November 8, 2021. Recommended Action: Approve City Council Minutes of November 8, 2021. Ms. Thelma Gilliam, City Secretary B. Opioid Settlement Matters related to a resolution regarding an Opioid settlement. Recommended Action: Discuss and take any desired action. Mr. Scott Bounds, City Attorney, Olson & Olson City Council Meeting Minutes, November 15, 2021 6 of 7 C. Budget Amendment and Contract for Landscape Removals and Replacements Matters related to adopting an ordinance amending the 2021 Budget and awarding a contract for landscaping services. Recommended Action: Adopt an ordinance amending the 2021 Budget in an amount of $108,000, and authorize the City Manager to execute the contract with Landscape Art, Inc. in the amount not to exceed $108,000. Ms. Susan White, Parks and Recreation Director D. Accept Preliminary Engineering Report – East Matters related to accepting the report for PER East. Recommended Action: Accept the Preliminary Engineering Report. Mr. Gerardo Barrera, Public Works Director Councilmember Bell requested removal of Items 9C and 9D from the Consent Agenda for discussion. Councilmember Barnes moved to approve the remaining items on the Consent Agenda as presented. Mayor Pro Tem Montgomery seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell Noes: None Absent: Carroll Regarding Item C, Councilmember Bell said she wants to be sure that if there will be replacements of landscaping at any of the City’s facilities where work is scheduled to be done, especially the Wastewater Treatment Plant, that the landscaping will not need to be uprooted due to the project, because it would be an incredible waste of resources. Parks and Recreation Director White clarified that the only area that has the potential of being affected is a small are at the office entrance of the WWTP and she said staff will request that the landscaper provide the City credit for that area. Councilmember Bell moved to approve 9C with the adjustments noted by Ms. White. Councilmember Barnes seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell Noes: None Absent: Carroll Regarding Item 9D, Councilmember Bell inquired as to how the City is addressing the aspect of the engineering report as it relates to costs associated with any work regarding traffic calming referenced briefly in the report. Public Works Director Barrera said that staff and the consultants felt the best recommendation was to cover traffic calming and costs during the design phase, because Council would ultimately have to award the full amount prior to construction. Councilmember Bell asked if there is any idea as to what the costs are going to be. Tim Buscha, with IDS Engineering Group, spoke to say not at this time. He said as they move into final design aspects at the 30% and there is complete survey and right-of-way resolution, they can evaluate and provide a cost for any options to review from a traffic-calming standpoint. Following the discussion, Councilmember Bell moved to approve Item 9D as presented. Councilmember Barnes seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell Noes: None Absent: Carroll City Council Meeting Minutes, November 15, 2021 7 of 7 10. Adjourn Meeting With no other business before the Council, Mayor Pro Tem Montgomery moved to adjourn the regular meeting at approximately 7:42 p.m. Councilmember Montgomery seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell Noes: None Absent: Carroll Audio of the regular meeting in its entirety is temporarily on the City’s website. If the audio is no longer on the website, you can obtain a copy from the City Secretary’s office. Prepared by: Thelma A. Gilliam, TRMC, City Secretary Council Approved: December 6, 2021