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Home My WebLink About111300R CC Min , / .,~t~(..i;. L~-~ /t/~;;~ i CITY COUNCIL REGULAR SESSION MONDAY, NOVEMBER 13, 2000 MUNICIPAL BUILDING COUNCIL CHAMBERS 3800 UNIVERSITY BOULEVARD 7:30 P.M. The City Council convened in Regular Session in the Municipal Building Council Chambers on November 13,2000, with the following members present: Mayor Lewis presiding, Council Members Ballanfant, Bertini, Grubb and May. The City Manager, City Secretary, City Attorney, Parks and Recreation Director, Public Works Director, Police Liteneunant and Utilities Superintendent were also present. The notice for this meeting was posted in accordance with the Texas Government Code, Chapter 551, on the 10th day of November 2000 at 3: 10 p.m. Ordinance canvassing returns of Bond Election. Matters related to the first and final reading of Ordinance No. 1662. Mayor Lewis read the caption of Ordinance No. 1662 as follows: An Ordinance canvassing returns and declaring results of the Bond Election held in the City of West University Place, Texas on November 7, 2000; containing findings and provisions relating to the subject; and declaring an emergency. Copies of Ordinance No. 1662, in the form proposed for adoption, were available in the Council Chambers. A motion was made by Council Member Ballanfant, seconded by Council Member Grubb, to adopt Ordinance No. 1662 on the first and final reading. A vote was taken on the motion with the following result: Voting Aye: Mayor Lewis, Council Members Ballanfant, Bertini, Grubb and May None None Voting Nay: Absent: Ordinance canvassing returns of Charter Amendment Election Matters related to the first and final reading of Ordinance No. 1663. Mayor Lewis read the caption of Ordinance No. 1663 as follows: J {)fl{)I)()Q City Council Regular SesslUn, November 13,2000 An Ordinance canvassmg returns and declaring results of the Charter Amendment Election held in the City of West University Place, Texas on November 7, 2000; containing findings and provisions relating to the subject; and declaring an emergency Copies of Ordinance No. 1663, in the form proposed for adoption, were available in the Council Chambers. A motion was made by Council Member Ballanfant, seconded by Council Member Bertini, to adopt Ordinance No. 1663 on the first and final reading. A vote was taken on the motion with the following result: Voting Aye: Mayor Lewis, Council Members Ballanfant, Bertini, Grubb and May None None Voting Nay: Absent: Ordinance canvassing returns of the Initiative Ordinance Election Matters related to the first and final reading of Ordinance No. 1664. Mayor Lewis read the caption of Ordinance No. 1664 as follows: An Ordinance canvassing returns and declaring results of the Initiative Ordinance Election held in the City of West University Place, Texas on November 7, 2000; containing findings and provisions relating to the subject; and declaring an emergency. Copies of Ordinance No. 1664, in the form proposed for adoption, were available in the Council Chambers. A motion was made by Council Member Ballanfant, seconded by Council Member May, to adopt Ordinance No. 1664 on the first and final reading. A vote was taken on the motion with the following result: Voting Aye: Mayor Lewis, Council Members Ballanfant, Bertini, Grubb and May None None Voting Nay: Absent: At this point, Council Member Bertini requested that the ordinances canvassing the returns of the above three elections be signed and entered into the records. Ordinance No. 1662, 1663 and 1664 were signed by Mayor Lewis and handed to the City Secretary for recording. 2 City Council Regular SesslUn, November 13,2000 Recognition of Millenium citizen The City Council recognized Court Clerk Iola Pickul for her service to the city. Citizen Comments. Mayor Lewis invited citizens who wished to address the City Council to come forward as their names were called. John Horton, 4207 Colony Court, spoke to the City Council about Ordinance No. 1665 relating to pavement and street areas. Richard Cole, 4609 Birch Street, stated that he was representing Southwestern Bell. He commended the City Attorney for the work he dedicated to Ordinance No. 1665. Proclamation honoring JMH day Mayor Lewis presented a Proclamation honoring JMH Day on November 18, 2000. Ordinance relating to street areas and other public places. Matters related to the first and final reading of Ordinance No. 1665. Mayor Lewis read the caption of Ordinance No. 1665 as follows: An ordinance relating to pavement, street areas and other public places; amending chapter 19 of the code of ordinances of the City of West University Place, Texas; providing for fees; extending temporary regulations; containing findings and provisions relating to the subject; and declaring an emergency. Copies of Ordinance No. 1665, in the form proposed for adoption, were available in the Council Chambers. City Attorney Jim Dougherty reported that Ordinance No. 1665 maintains strong encouragement that streets affected by work be rejoined from joint to joint and prohibits patching of roadways. The temporary regulations relating to users of street areas imposed by Ordinance No. 1626 are extended through January 22, 2001. A motion was made by Council Member Grubb, seconded by Council Member Bertini, to adopt Ordinance No. 1665 on the first and final reading. A vote was taken on the motion with the following result: V oting Aye: Mayor Lewis, Council Members Ballanfant, Bertini, Grubb and May V oting Nay: None 1 3 {){){)f)10 City Council Regular SesslUn, November 13, 2000 Absent: None Appointment of independent auditors. Matters related to the appointment of Patillo, Brown & Hill, L.L.P. as the city's independent auditors. Finance Director Walter Thomas commented that State Law and the City Charter require the City to undergo an annual audit performed by a firm of independent certified public accountants. The firm of Null - Lairson has served as the City's auditors for the years 1995 - 2000. While Null - Lairson has done an outstanding job as the City's auditors; it is considered a good business practice to rotate the firm of independent auditors from time to time in order to bring new professionals into the process and to avoid the appearance of the lack of independence. Staff mailed requests for proposals to firms of certified public accountants known to have experience in auditing municipalities. The City received two responses: Patillo, Brown & Hill, L.L.P. and Sanderson Knox & Belt, L.L.P. Both firms provided credentials evidencing considerable experience in governmental accounting and auditing. ] Staff reviewed both proposals and contacted references. Based on this review, staff believes that while both firms are highly qualified to serve the City, Patillo, Brown & Hill, L.L.P offers the most efficient, cost effective audit approach. The proposed fee for 2001 is $17,900. A motion was made by Council Member May, seconded by Council Member Grubb, to appoint the firm of Patillo, Brown & Hill, L.L.P. to serve the City as independent auditors. A vote was taken on the motion with the following result: Voting Aye: Mayor Lewis, Council Members Ballanfant, Bertini, Grubb and May None None Voting Nay: Absent: Parks master plan contract. Matters related to the transfer of various agreements from James Patterson Associates, Inc. d.b.a. White Oak Studio to Knudson and Associates. J Parks and Recreation Director Mark Mailes stated that the City Council has approved a professional services agreement with James Patterson Associates d.b.a. White Oak Studio to provide a Park Master Plan to the City in January 2000. The amount of the agreement was $42,250. In addition, other professional services agreements with White Oak Studio have been executed. On November 1, 2000, White Oak Studio merged with Knudson and 4 City Council Regular SesslUn, November 13,2000 Associates. Jim Patterson has requested that the professional services agreements with White Oak Studio be transferred to Knudson and Associates. Jim Patterson will continue to be the principle responsible for this project and there is no change in the fee. A motion was made by Council Member Ballanfant, seconded by Council Member May, to transfer various agreements from James Patterson Associates, Inc. d.b.a. White Oak Studio to Knudson and Associates. A vote was taken on the motion with the following result: Voting Aye: Mayor Lewis, Council Members Ballanfant, Bertini, Grubb and May None None Voting Nay: Absent: Interlocal agreement with the City of Southside Place. Matters related to an interlocal agreement with the City of Southside Place for inspection servIces. Public Works Director Ed Menville reported that staff is requesting that the City Council authorize the interlocal cooperation contract for building regulation services between the City of West University Place and the City of Southside Place. I ) A motion was made by Council Member Bertini, seconded by Council Member Grubb, to approve the interlocal agreement with the City of Southside Place relating to inspection serVIces. A vote was taken on the motion with the following result: Voting Aye: Mayor Lewis, Council Members Ballanfant, Bertini, Grubb and May None None Voting Nay: Absent: Mutual Aid contract. Matters related to an interlocal cooperation contract for law enforcement assistance. Police Liteneunant Tod Schneider commented that the City is committed to providing the best available services to residents and businesses. As part of this commitment, police officers have attempted to assist the St. Marks Episcopal School. The School, due to its enrollment and location, has been experiencing traffic problems during their "drop-off' and "pick-up" times. 5 {\()()?1? City Council Regular SesslUn, November 13,2000 The School, which is located within our city limits, faces and is accessed by Bellaire Boulevard. Bellaire Boulevard is within the city limits of Southside Place. Due to legal concerns, WUP officers, working off-duty employment, are not allowed to direct traffic outside of the city limits. Attempts have been made by the school to locate reliable and effective officers who have original jurisdiction in both cities, i.e. sheriff deputies and/or deputy constables, but these efforts have not been successful. The Sf. Marks Episcopal School parent association and school administrators have approached the WUP Police Department to help solve these problems. This agreement will allow off-duty WUP officers to have the necessary jurisdiction in Southside Place to legally deal with and solve these problems. A motion was made by Council Member Grubb, seconded by Council Member Bertini, to authorize the Chief of Police to enter into an agreement with the City of Southside Place giving WUP police officers original jurisdiction in Southside Place. A vote was taken on the motion with the following result: Voting Aye: Mayor Lewis, Council Members Ballanfant, Bertini, Grubb and May None None V oting Nay: Absent: Repairs to lift station. Matters related to the repair of the lift station's concrete structure at the city's wastewater treatment plant. Mr. Menville reported that after several rains following the hot and dry summer the driveway adjacent to the WWTP Lift Station had dropped approximately eight inches. A portion of the driveway was removed to investigate. A cavity was found under the stairwell leading down into the lift station and raw sewerage coming from the bottom of the lift station structure. Further investigation revealed a deterioration of the concrete surfaces both on the wall and the floor of the lift station. To perform the needed repairs to the structure and stop the leakage of sewerage and the washing of ground water and soil into the lift station, a bypass of the lift station will need to be established and repairs to the structure and internal mechanisms of the lift station structure will be required. Staff has acquired quotes of each of the separate items and tasks needed to complete the project. The Water Utilities Division will lead the project using two sub-contractors to perform the specialized tasks needed. Repair costs are estimated at $21,500. The cost breakdown includes, $9,000.00 for structural repairs and coating, $6,000.00 for bypass pump and accessories rental, $2,500.00 for repairs to the bar screens, $1,000.00 for equipment rental, $3,000.00 for miscellaneous repairs and contingencies. In addition, 6 City Council Regular SessIOn, November 13,2000 $8,500.00 for City employee wages, including 24-hour operations of the bypass pumping is anticipated. A motion was made by Council Member May, seconded by Council Member Bertini, to authorize the Water Utilities Division to proceed with the project to repair the Wastewater Treatment Plant Lift Station Structure. A vote was taken on the motion with the following result: Voting Aye: Mayor Lewis, Council Members Ballanfant, Bertini, Grubb and May None None Voting Nay: Absent: Repairs to water utilities warehouse. Matters related to the repair of the foundation at the water utilities warehouse. Mr. Menville reported that a large crack was found in the rear wall of the parts storage warehouse. The south wall of the structure is more than two inches out of plumb. This is a result of the foundation cracking and settling approximately two inches. To perform the needed repairs to the foundation and stop further damage to the structure of the warehouse fourteen piers will need to be installed and the floor raised back to level. As per the purchasing policies of the City, staff has acquired quotes from three contractors. The low quote in the amount of $11,571.00 is from Primary Construction Company of Magnolia, Texas. A motion was made by Council Member Bertini, seconded by Council Member Grubb, to authorize the Water Utilities Division to issue a purchase order to Primary Construction Company for the repairs to the warehouse foundation in the amount of $11,571.00. A vote was taken on the motion with the following result: Voting Aye: Mayor Lewis, Council Members Ballanfant, Bertini, Grubb and May None None Voting Nay: Absent: Bid award for Priority Area 12. Matters related to bids received October 30, 2000 for infrastructure improvements lI1 Priority Area 12. 7 A{){)f)1J1 City Council Regular SesslUn, November 13,2000 Mr. Menville reported that the construction of Priority Area 12 represents the next area to be improved using 2000 Public Improvement Bonds. Once again the bonds are a combination of General Obligation (street and drainage) and Revenue Bonds (water and sewer) . Three companies submitted bids for this project ranging from a low of$3,513,837.70 to a high of $4,910,784.00. This project was bid using the City's new contract documents developed by staff, the city attorney and the City's consulting engineer. This new document contains a special qualification statement found in Official Bid Form, BID- 106s. The statement says, " The successful bidder must have been "in existence" and "in full operation" continuously during the five years preceding the date this bid is opened". CTI was formed in July 1996 and therefore does not meet the special qualification test. Claunch & Miller, the City's consulting engineers, are therefore recommending that the bid award go to the second low bidder Comad Construction Co. A motion was made by Council Member Ballanfant, seconded by Council Member May, to accept the staff and consulting engineer's recommendation and award the contract for infrastructure improvements in Priority Area 12 to Conrad Construction Co., the second low bidder and most advantageous bid for the City, based on their bid of$3,653,219.25. A vote was taken on the motion with the following result: I ! Voting Aye: Mayor Lewis, Council Members Ballanfant, Bertini, Grubb and May None None Voting Nay: Absent: Bid award for police station renovations. Matters related to bids received October 31, 2000 for the renovation of the communications office of the police station. Liteneunant Tod Schneider commented that as part of the 2000 Budget, the City Council approved a capital improvements project for the renovation of the Police dispatch area. With the addition of dispatchers for ISO rating improvement, it was mandatory that the size of this office be increased. Furthermore, the current condition of this office is below the standard that has become expected for both public appearance and employee efficiency. The project consists ofthe renovation/expansion of the communications office. New furniture will be installed to utilize space and increase efficiency. In addition, the two- way radio base unit is being replaced to bring it up to the same technology as is currently being used by police and fire personnel and vehicles. The renovation will create two complete, independent dispatching stations as required by ISO standards. 8 City Council Regular SesslVn, November 13,2000 The following bids were submitted: Bidder Bid Amount Hunter-Allied of Texas F our Seasons Development Heights Builders Shetting Construction Management $58,880.00 $84,408.48 $60,046.00 $64,262.00 The low bid submitted by Hunter-Allied was researched by the architect/designer involved in this project and found that they are capable of completing the project in a timely and professional manner. A motion was made by Council Member Grubb, seconded by Council Member Bertini, to award the bid for the police station renovations to Hunter Allied of Texas, Inc. based on their bid of $58,880.00. A vote was taken on the motion with the following result: Voting Aye: Mayor Lewis, Council Members Ballanfant, Bertini, Grubb and May None None Voting Nay: Absent: Date change for City Council meeting. Matters related to changing the date of the Council Meeting scheduled for December 25, 2000. A motion was made by Council Member Bertini, seconded by Council Member Grubb, to change the date of the regular session scheduled for December 25,2000 to December 4, 2000 beginning at 6:00 p.m. A vote was taken on the motion with the following result: Voting Aye: Mayor Lewis, Council Members Ballanfant, Bertini, Grubb and May None None Voting Nay: Absent: City Council minutes. Matters related to the minutes of the Special Sessions conducted on October 19 and 30 and Special and Regular Sessions conducted on October 23,2000. 9 City Council Regular SesslUn, November 13,2000 A motion was made by Council Member Ballanfant, seconded by Council Member May, to approve the minutes as presented. A vote was taken on the motion with the following result: Voting Aye: Mayor Lewis, Council Members Ballanfant, Bertini, Grubb and May None None Voting Nay: Absent: Staff Report. City Manager Sherman Yehl reported that the real estate contract will be delivered to the Y.M.C.A. on Tuesday. Marshall Clinkscales is the chief negotiator on the project. Council comments. Council Member Grubb commended the City Council for adopting Ordinance No. 1665 relating to street areas. Council Member Ballanfant commended the citizens on the election results. Council Member Bertini commented that the blue recycling containers would be distributed for use citywide. Adjournment. With no furthe~ business to come before the City Council at this time, a motion was made by Council Member Grubb, seconded by Council Member Bertini, to adjourn. The Regular Session adjourned at 8:07 p.m. 10 ^ r"\. ...... __