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HomeMy WebLinkAbout230417 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 special and regular sessions on Monday, April 17, 2023, 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 and via Zoom. SPECIAL MEETING AGENDA: 1. Call Special Meeting to Order Mayor Sample called the special meeting to order at 6:15 p.m. Council in attendance were Mayor Pro Tem Montgomery and Councilmembers Barnes, Bell, and Carroll. Staff present were City Manager Beach and Assistant City Attorney Ramsey. 2. Convene into Executive Session City Council will convene into executive session in accordance with the following provision of Chapter 551 of the Texas Government Code (TGC): At 6:15 p.m., Mayor Sample recessed the special meeting and convened an Executive Session to deliberate the purchase, exchange, lease, or value of real property in accordance with Section 551.072 of the Texas Government Code. 3. Close Executive Session and Reconvene Special Meeting Matters related to any desired action resulting from the executive session. With no action taken, at 6:42 p.m., Councilmember Barnes moved to close the Executive Session. Councilmember Bell seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell, Carroll Noes: None Absent: None At 6:42 p.m., Councilmember Carroll moved to reconvene the special meeting. Councilmember Barnes seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell, Carroll Noes: None Absent: None City Council Meeting Minutes, April 17, 2023 2 of 5 4. Adjourn Special Meeting At 6:43 p.m., Councilmember Carroll moved to close the special meeting. Councilmember Bell seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell, Carroll Noes: None Absent: None REGULAR MEETING AGENDA: 5. Call Regular Meeting to Order Mayor Sample called the meeting to order at 6:43 p.m. Council in attendance were Mayor Pro Tem Montgomery and Councilmembers Barnes, Bell, and Carroll. Staff in attendance were City Manager Beach, City Secretary Gilliam, Finance Director Kalka, Public Works Director Cameron, and Assistant City Attorney Ramsey. Craig Maske and Johnny Kim with Halff Associates and David Carll with Tyler Technologies were also present. Charline Kirongozi with Berry Dunn attended via Zoom. 6. Pledge of Allegiance – Councilmember Bell led the Pledge. 7. Public Comments This is an opportunity for citizens to speak to the Council relating to agenda and non-agenda items. Alida Drewes, resident who did not provide address, spoke on various issues such as veterans and senior citizens not allowed to get coffee at the senior center, the need for a dog park or dog run, flooding on the eastside, and the senior tax exemption. 8. Municipal Court Clerk Appointment Matters related to the appointment of Victoria Saldivar as Municipal Court Clerk. Recommended Action: Appoint Victoria Saldivar as Municipal Court Clerk, effective July 1, 2023, or upon the retirement of the current Municipal Court Clerk, or whichever comes first. City Council Councilmember Barnes moved to approve the appointment of Victoria Saldivar as Municipal Court Clerk effective July 1, 2023, or upon the retirement of the current Municipal Court Clerk. Councilmember Bell seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell, Carroll Noes: None Absent: None 9. Public Service Recognition Week Proclamation Matters related to a proclamation proclaiming May 7 – 13, 2023 as Public Service Recognition Week. Recommended Action: Proclaim May 7 – 23, 2023 as Public Service Recognition Week. Mr. James Urban, Human Resources Manager Mayor Sample proclaimed May 7 – 13, 2023 as Public Service Recognition Week in West University Place. City Council Meeting Minutes, April 17, 2023 3 of 5 10. Westside Drainage and Pavement Improvements – Additional Modeling Study Matters related to awarding a contract to Halff Associates, Inc., in the amount of $100,000 for storm drainage modeling. Recommended Action: Award Professional Service Agreement in the amount of $100,000 for storm drainage modeling to Halff Associates, Inc., and authorize the City Manager to execute the agreement. Mr. Danny Cameron, Public Works Director Public Works Director Cameron presented, along with Mr. Maske and Mr. Kim of Halff Associates. After questions and answers, the consensus was that City Council wants to be sure that the funds, if approved, would be used for a solution, because they felt the previous engineer only provided recommendations for solutions. City Manager Beach explained that this study will build upon the PER done by the previous engineer, which helped to identify the corridors and removed Kilmarnock as the preferred option, because it was found that Kilmarnock is at capacity and could not handle more water. He said, additionally, the PER clearly identified that the new trunk line running down the west side of the city would be the preferred alignment for the city to receive any benefit. City Manager Beach said the goal of this final review is to build upon what the previous engineer did so that what they did is not a waste. He said in the end, the city should have a game plan with options to go forward with construction design and to be able to convey to residents in layman’s terms that “if you spend this, this is what you can expect to receive.” Mr. Maske confirmed that the study will have the data to evaluate options and will show the additional benefits and costs for each option. Councilmember Barnes moved to award the Professional Service Agreement in the amount of $100,000 for storm drainage modeling. Mayor Pro Tem Montgomery seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell, Carroll Noes: None Absent: None 11. Enterprise Resource Planning – Financial System Matters related to a contract for the Enterprise Resource Planning Financial System. Recommended Action: Approve the agreement with Tyler Technology in the amount of $715,795 and authorize the City Manager to execute the contract. Ms. Marie Kalka, Finance Director Finance Director Kalka gave a presentation, along with David Carll of Tyler Technology, regarding the project background and approach, project milestones, the financial management implementation scope, anticipated benefits, and costs. After discussion, Mayor Pro Tem Montgomery moved to approve the agreement with Tyler Technology in the amount of $715,795 and authorize the city manager to execute the contract. Councilmember Barnes seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell, Carroll Noes: None Absent: None City Council Meeting Minutes, April 17, 2023 4 of 5 12. Professional Real Estate Services Matters related to awarding an agreement with Jones Lang LaSalle Brokerage, Inc., for Professional Real Estate Services. Recommended Action: Approve the agreement with Jones Lang LaSalle Brokerage, Inc., for professional real estate services and authorize the City Manager to execute the agreement. Mr. Dave Beach, City Manager After a brief explanation of services by City Manager Beach, Councilmember Barnes moved to approve the agreement with Jones Lang LaSalle Brokerage and authorize the city manager to execute the agreement. Councilmember Carroll seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell, Carroll Noes: None Absent: None 13. 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 at a Council member’s 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 Matters related to approving the City Council Minutes of March 27, 2023. Recommended Action: Approve City Council Minutes of March 27, 2023. Ms. Thelma Gilliam, City Secretary B. City Council Meeting Minutes Matters related to approving the City Council Minutes of April 9, 2023. Recommended Action: Approve City Council Minutes of April 9, 2023. Ms. Thelma Gilliam, City Secretary [See Agenda Memo 13A] C. Quarterly Investment Report for March 2023 Matters related to receiving the March 2023 City’s quarterly Investment Report. Recommended Action: Accept the March 2023 Quarterly Investment Report. Ms. Marie Kalka, Finance Director [See Agenda Memo 13B] D. Monthly Finance Report for January 2023 Matters related to the City’s monthly Financial Report. Recommended Action: Receive the City’s January 2023 Monthly Financial Report. Ms. Marie Kalka, Finance Director Mayor Pro Tem Montgomery moved to approve the Consent Agenda as presented. Councilmember Barnes seconded the motion. MOTION PASSED. Ayes: Sample, Montgomery, Barnes, Bell, Carroll Noes: None Absent: None 14. Adjourn Regular Meeting With no other business before the Council, at 7:35 p.m., Councilmember Bell moved to adjourn the regular meeting. Councilmember Barnes seconded the motion. MOTION PASSED. City Council Meeting Minutes, April 17, 2023 5 of 5 Ayes: Sample, Montgomery, Barnes, Bell, Carroll Noes: None Absent: None Audio of the meeting is temporarily on the City’s website. If the audio is no longer on the website, you can obtain a copy, and any presentation, from the City Secretary’s office. Prepared by: Thelma A. Gilliam, TRMC, City Secretary Council Approved: May 8, 2023