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2002 08 08 CC MinutesMINUTES OF THE REGULAR SESSION OF THE CITY COUNCIL OF THE CITY OF BAYTOWN August 8, 2002 6:30 p.m. The City Council of the City of Baytown, Texas, met in regular session on August 8, 2002, at 6:30 p.m. in the Council Chamber of the Baytown City Hall with the following in attendance: Ronnie Anderson Coleman Godwin Calvin Mundinger Don Murray Mercedes Renteria III Scott Sheley Pete C. Alfaro Gary M. Jackson Ignacio Ramirez, Sr. Gary W. Smith Council Member Council Member Council Member Council Member Council Member Council Member Mayor Interim City Manager City Attorney City Clerk The meeting was opened with a quorum present and Council Member Anderson led the pledge of allegiance and offered the invocation after which the following business was conducted: Consider approval of minutes of the work session and regular meeting held on July 25, 2002. Council Member Mundinger moved approval of the minutes of the work session and regular meeting held on July 25, 2002. Council Member Godwin seconded the motion. The vote follows: Ayes: Council Members Anderson, Godwin, Mundinger, Murray, and Renteria. Mayor Alfaro. Nays: None. Council Member Sheley abstained. The motion carried. Consider approval of minutes for the special meeting held on July 31, 2002. Council Member Murray moved approval of the minutes of the special meeting held on July 31, 2002. Council Member Mundinger seconded the motion. The vote follows: Ayes: Council Members Godwin, Mundinger, and Murray. Mayor Alfaro. Nays: None. Council Members Anderson, Renteria, and Sheley abstained. The motion carved. Page 2 of 8 Minutes of the Regular Session — August 8, 2002 Receive and discuss the Parks and Recreation Annual Report. Wayne Gray, Chairman of the Parks and Recreation Advisory Board presented the 37`h Annual Report. He commended Parks and Recreation Director Scott Johnson and staff, and thanked City Council for their support of the Board. On behalf of the City Council, Mayor Alfaro thanked Mr. Gray and the Parks and Recreation Board for their work to improve the quality of life in the City. Consider Proposed Ordinance No. 020808 -1, awarding a construction contract for the renovation of Duke Hill Park. Proposed Ordinance No. 020808 -1 awards a construction contract to D & W Contractors, Inc. in the amount of $172,237 for the renovation of Duke Hill Park. Council approved plans and specifications and authorized advertising for bids at the July 11, 2002 council meeting. Eight potential bidders attended the mandatory pre -bid conference held on July 24, 2002. During the pre -bid conference, the discussion indicated confusion over some of the bid items. Bids were extended until August 2, 2002 to provide adequate time to address the changes in the plans. We received 6 bids. The low base bid was $144,682. Three alternate line items were also considered. Alternate number 3, to extend the trail along West Main Street to connect to the future Goose Creek trail, was bid at $27,555 for a total bid of $172,237. David Black of Busch Hutchison and Associates has reviewed the bids and recommends the contract be awarded to D & W Contractors, Inc. The engineer's estimate for the base work was $150,000. The Duke Hill Park renovation project will include the construction of approximately 2,250 feet of six - foot wide concrete trail, that will connect the Riggs Street side of the park to the Banymore Street side of the park and continue through the undeveloped area of Duke Hill Park to the intersection of West Main Street and Barrymore Street. Additional construction work will include a lighted basketball court, a playground area, an asphalt overlay of the parking lot on Riggs Street, two shelter foundations, drainage improvements, and area lighting. Parks and Recreation Department employees will install the playground equipment and construct the two shelters. Alternate bid number 3 will connect the trail to the future Goose Creek Stream Phase III trail at the intersection of West Main Street and Highway 146. Busch Hutchison and Associates is the consultant for this Community Development Block Grant project. Construction is expected to begin in late August with completion by November 2002. This project is funded by the 2001 and 2002 Community Development Block Grant Program. Council Member Sheley moved adoption of the proposed ordinance. Council Member Mundinger seconded the motion. Council debated the need for this renovation, the utilization of the park by the surrounding neighborhood, the impact on the Goose Creek Stream Trail if the renovations are not done, the importance of neighborhood parks, and the duplication of services. The vote follows: Ayes: Council Members Mundinger, Murray, Renteria, and Sheley. Mayor Alfaro. Nays: Council Members Anderson and Godwin. The motion carried. Page 3 of 8 Minutes of the Regular Session — August 8, 2002 ORDINANCE NO. 9398 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS, AUTHORIZING AND DIRECTING THE CITY MANAGER AND CITY CLERK TO EXECUTE AND ATTEST TO A CONTRACT WITH D & W CONTRACTORS, INC., FOR THE RENOVATION OF DUKE HILL PARK; AUTHORIZING PAYMENT OF THE SUM OF ONE HUNDRED SEVENTY - TWO THOUSAND TWO HUNDRED THIRTY -SEVEN AND NO /100 DOLLARS ($172,237.00); MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. Consider Proposed Ordinance No. 020808 -2, awarding the bid for the full signalization of the intersection of State Highway 146 at El Chaco Drive. Proposed Ordinance No. 020808 -2 awards the bid for the full signalization of the intersection of State Highway 146 at El Chaco Drive to Florida Traffic Control Devices Inc. in the amount of $95,132.69. Three potential bidders attended the mandatory pre -bid meeting on July 29, 2002 and we received three bids. Florida Traffic Control Devices Inc. was the apparent lowest responsible bidder with a bid of $92,132.69. The scope of work includes the installation of a fully- actuated traffic signal and associated pavement markings and appurtenances at the intersection of State Highway 146 and El Chaco Drive. Work also includes advance assemblies of "Traffic Signal Ahead" signs and flashing beacons northbound and southbound, with one 45 -mph advisory safe speed plate for southbound traffic only. An additional $3,000 is included in the award amount for the required material testing. This project is funded by the Traffic Control Operating budget and the actual construction duration is estimated to be 60 calendar days. The engineer's estimate for the project was $102,000. Council Member Anderson moved adoption of the proposed ordinance. Council Member Godwin seconded the motion. The vote follows: Ayes: Council Members Anderson, Godwin, Mundinger, Murray, Renteria, and Sheley. Mayor Alfaro. Nays: None. The motion carried. ORDINANCE NO. 9399 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS, AUTHORIZING AND DIRECTING THE CITY MANAGER AND CITY CLERK TO EXECUTE AND ATTEST TO A CONTRACT WITH FLORIDA TRAFFIC CONTROL DEVICES, INC., FOR THE FULL SIGNALIZATION OF THE INTERSECTION OF STATE HIGHWAY 146 AT EL CHACO DRIVE; AUTHORIZING PAYMENT OF THE SUM OF NINETY -FIVE THOUSAND ONE HUNDRED THIRTY -TWO AND 69/100 DOLLARS ($95,132.69); MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. IN Page 4of8 Minutes of the Regular Session — August 8, 2002 Consider Proposed Ordinance No. 020808 -3, awarding an engineering contract for Garth Road traffic signal synchronization. Proposed Ordinance No. 020808 -3 awards a professional services contract to Klotz and Associates for engineering services, in the amount not to exceed $118,800 for the preparation of final design plans for the Garth Road traffic signal synchronization project. The consultant has included in his additional services a full field survey of ten intersections for $40,000. The survey services will be used as an integral part of the next phase of improvements to traffic flow on Garth Road. A preliminary engineering report has presented recommendations for intersection geometric improvements (additional lanes, turning lanes etc.), pedestrian accommodations (crosswalks, walk/don't walk displays etc.) and ADA compliance issues (ramps). The surveying services for the intersection layouts can be accomplished in a more efficient manner by being included with the signal layout surveys that are necessary for the synchronization project. Funding is available through CIP, with ultimate funding from the Municipal Development District. Interim City Manager Jackson informed Council that contract negotiations with the consultant had been completed. However, because this project will be funded by the Municipal Development District, an interlocal agreement between the City and the Municipal Development District is necessary. He said that an item will be placed on the next agenda for both entities to approve the interlocal agreement. Council Member Murray moved adoption of the proposed ordinance. Council Member Sheley seconded the motion. The vote follows: Ayes: Council Members Anderson, Godwin, Mundinger, Murray, Renteria, and Sheley. Mayor Alfaro. Nays: None. The motion carried. ORDINANCE NO. 9400 AN ORDINANCE AUTHORIZING AND DIRECTING THE CITY MANAGER AND THE CITY CLERK OF THE CITY OF BAYTOWN TO EXECUTE AND ATTEST TO A CONTRACT WITH KLOTZ ASSOCIATES, INC., FOR GARTH ROAD TRAFFIC SIGNAL SYNCHRONIZATION; AUTHORIZING PAYMENT BY THE CITY OF BAYTOWN, IN AN AMOUNT NOT TO EXCEED ONE HUNDRED EIGHTEEN THOUSAND EIGHT HUNDRED AND NO /100 DOLLARS ($118,800.00); MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. Consider adoption of the timeline for the city manager recruitment process. In order to meet the schedule that Council adopted during its meeting on July 25, 2002, it is necessary that Council establish dates for events to be completed in the selection of a city manager. The timeline recommended by Human Resources and discussed during the work session is necessary to meet Council's deadline for selection of a city manager. Council Member Sheley moved adoption of the proposed timeline. Council Member Godwin seconded the motion. The vote follows: Page 5 of 8 Minutes of the Regular Session — August 8, 2002 Ayes: Council Members Anderson, Godwin, Mundinger, Murray, Renteria, and Sheley. Mayor Alfaro. Nays: None. The motion carried. Consent Agenda a. Proposed Ordinance No. 020808 -4 authorizes the use of contingency funds for repair of the roof of the building located at 2101 Market Street (the former Baytown Rentals Building) and awards the installation of a Tremco Metal Roofing System on the structure to Underwood Sheetmetal, Inc., in the amount of $45,590. Invitations to bid were distributed to nine suppliers and we received six bids and one no -bid. The building is currently used by the Parks Department for storing supplies, assembling playground equipment and for the storing of records. During renovation of the Community Center, administrative offices will be located at the structure. b. Proposed Ordinance No. 020808 -5 awards the second renewal of the annual hot -mix asphalt contract to Century Asphalt Materials in the amount of $73,525. Century Asphalt Materials submitted a written request to renew the current contract for the same pricing, terms, and conditions. Price per ton is $29.41. Quantities remain the same. Hot -mix asphalt is picked up at the supplier's plant site and used for patching potholes, streets, parking lots, and various other applications by the Public Works Department. Proposed Ordinance No. 020808 -6 awards purchase of six Panasonic laptop computers and accessories from Trio Industries, Inc. in the amount of $5,400 each, for a total cost of $32,400. The laptops are for the Police Department patrol cars. Trio Industries, Inc., is a QISV vendor. Funding is available through the Local Law Enforcement Block grant. A local government that participates in the cooperative purchasing program established under sections 271.082 and 271.083 of the Local Government Code satisfies otherwise applicable competitive bidding requirements when it makes a purchase through the catalogue purchasing procedure established by article 6701b, section 3.081, V.T.C.S. The purpose of the QISV (Qualified Information Systems Vendors) Catalogue Purchasing Program is to allow for qualified entities (state agencies and political subdivisions) to purchase automated information systems products and/or services in an efficient, cost effective, and competitive procurement method. Council Member Mundinger moved adoption of the consent agenda, items a through c. Council Member Sheley seconded the motion. The vote follows: Ayes: Council Members Anderson, Godwin, Mundinger, Murray, Renteria, and Sheley. Mayor Alfaro. Nays: None. The motion carried. Page 6 of 8 Minutes of the Regular Session — August 8, 2002 ORDINANCE NO. 9401 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS, AUTHORIZING THE USE OF CONTINGENCY FUNDS FOR REPAIR OF THE ROOF OF THE BUILDING LOCATED AT 2101 MARKET STREET; ACCEPTING THE BID OF UNDERWOOD SHEETMETAL, INC., FOR THE INSTALLATION OF A TREMCO METAL ROOFING SYSTEM ON SUCH STRUCTURE; AND AUTHORIZING PAYMENT BY THE CITY OF BAYTOWN, THE SUM OF FORTY -FIVE THOUSAND FIVE HUNDRED NINETY AND N0 1100 DOLLARS ($45,590.00); MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. ORDINANCE NO. 9402 AN ORDINANCE OF THE CITY COUNCIL, CITY OF BAYTOWN, TEXAS, RENEWING THE CONTRACT OF CENTURY ASPHALT MATERIALS FOR THE ANNUAL HOT -MIX ASPHALT CONTRACT AND AUTHORIZING PAYMENT BY THE CITY OF BAYTOWN, THE SUM OF SEVENTY -THREE THOUSAND FIVE HUNDRED TWENTY -FIVE AND NO /100 DOLLARS ($73,525.00); MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. ORDINANCE NO. 9403 AN ORDINANCE OF THE CITY COUNCIL, CITY OF BAYTOWN, TEXAS, AUTHORIZING THE PAYMENT OF THIRTY -TWO THOUSAND FOUR HUNDRED AND NO 1100 DOLLARS ($32,400.00) TO TRIO INDUSTRIES, INC., FOR THE PURCHASE OF SIX (6) LAPTOP COMPUTERS AND ACCESSORIES; MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. Consider appointments to Local Law Enforcement Block Grant Advisory Board. It is necessary to appoint members of the Local Law Enforcement Block Grant Advisory Board in order to hold public hearings and establish a budget for the block grant funds. The Board must have a representative from each of the following: local court, religion, community group, school, prosecutor's office, and police. The persons who have served on the Advisory Board last year are as follows: • Hon. Larry Bailey (local court) • Reverend Silverio Sanchez (religion) • Al Weatheral (school) • Julie Escalante, Assistant City Attorney (prosecutor's office) • Jackie E. Erikson, Captain (police) • Jerry Bliss (local community group). Reverend Richard Turner and Lieutenant David Alford may be reappointed to serve as alternates. Each person is willing to serve again, if reappointed. rMN Council Member Sheley moved appointment of the following to the Local Law Enforcement Block Grant Advisory Board: Hon. Larry Bailey (local court), Reverend Silverio Sanchez (religion), Al Weatheral (school), Julie Escalante, Assistant City Attorney (prosecutor's office), Jackie E. Erikson, Captain (police), Jerry Bliss (local community group), Reverend Richard Turner (Alternate), and Lieutenant David Alford (Alternate). Council Member Mundinger seconded the motion. The vote follows: Page 7 of 8 Minutes of the Regular Session — August 8, 2002 Ayes: Council Members Anderson, Godwin, Mundinger, Murray, Renteria, and Sheley. Mayor Alfaro. Nays: None. The motion carried. Consider confirmation of the Mayor's appointment of Wayne Gray and Douglas P. Shipley to the Parks and Recreation Board. The terms of Wayne Gray and Douglas P. Shipley will expire on August 31, 2002. Both have agreed to serve if reappointed. During the most recent term, Mr. Gray attended all the meetings held and Mr. Shipley attended 16 of the 20 meetings of the Board. Each Mr. Gray and Mr. Shipley have indicated a willingness to continue their service to the City. Council Member Sheley moved confirmation of the Mayor's appointment of Wayne Gray and Douglas P. Shipley to the Parks and Recreation Board. Council Member Renteria seconded the motion. The vote follows: Ayes: Council Members Anderson, Godwin, Mundinger, Murray, Renteria, and Sheley. Mayor Alfaro. Nays: None. The motion carried. City Manager's Report. Interim City Manager Jackson thanked Council and staff for participation in National Night Out on August 6, 2002. He also reminded Council of the upcoming budget work sessions to be held on August 12, 2002, at 7:00 a.m., August 13, 2002, at 5:00 p.m., and August 14, 2002, at 5:00 p.m. The public hearing on the budget and discussion of the tax rate will be held at the August 22, 2002 City Council meeting. The adoption of the 2002 -2003 budget and setting of the tax rate are scheduled for the September 12, 2002 City Council meeting. Adjourn. Council Member Mundinger moved that the meeting adjourn. Council Member Renteria seconded the motion. The vote follows: Ayes: Council Members Anderson, Godwin, Mundinger, Murray, Renteria, and Sheley. Mayor Alfaro. Nays: None. The motion carried. Page 8 of 8 Minutes of the Regular Session — August 8, 2002 There being no further business, the meeting adjourned at 7:08 p.m. dky W. Smith City Clerk