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HomeMy WebLinkAboutPACKET JAN 14 2003 LIQJJI City of Beaumont REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS JANUARY 14,2003 1:30 P.M. AGENDA CALL TO ORDER * Invocation Pledge Roll Call * Presentations and Recognition * Public Comment: Persons may speak on scheduled agenda items 1-6/Consent Agenda * Consent Agenda * Administration of the oath of office-City Magistrate Craig Lively Recess GENERAL BUSINESS 1. Consider authorizing the City Manager to execute a lease agreement for parking lot property located in the Downtown Business District on Park Street 2. Consider authorizing the City Manager to execute a sublease agreement with Jefferson County for parking lot property 3. Consider approving a six month contract for the purchase of asphaltic concrete for use in the Public Works Department 4. Consider approving a one(1)year contract for the purchase of cement stabilized base for use in the Public Works Department 5. Consider approving a contract between the City of Beaumont and the Southeast Texas Community Development Corporation, Inc. (SETCDC) 6. Consider approving a contract between the City of Beaumont and Habitat for Humanity PUBLIC HEARING: Readoption of the Land Use Plan Element and Major Street Highway Plan of the Comprehensive Plan 7. Consider the re-adoption of the Land Use Plan Element of the Comprehensive Plan and its accompanying "Development Strategies Plan"and re-adoption of the Major Street &Highway Plan"Map" and accompanying "Appendix A" defining street and highway development standards of the plan, all of which are components of the Comprehensive Plan of the City of Beaumont COMMENTS * Councilmembers/City Manager comment on various matters * Public Comment (Persons are limited to 3 minutes) Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact Pat Buehrle at 880-3725 a day prior to the meeting. 1 January 14, 2003 Consider authorizing the City Manager to execute a lease agreement for parking lot property located in the Downtown Business District on Park Street it tooV~qw_ City of Beaumont Council Agenda Item 'a 1;1 K,TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: January 14, 2003 AGENDA MEMO DATE: January 9, 2003 REQUESTED ACTION: Council consider authorizing the City Manager to execute a lease agreement for parking lot property located in the Downtown Business District on Park Street. RECOMMENDATION Administration recommends authorizing the City Manager to execute a lease agreement with the Boston Store Dry Goods Company and Ione S. Ney, as Trustee of the Ney Family Trust, for property described as Lots 404 through 408 inclusive, Lots 410 and 411, and Lots 413 through 415 inclusive, Block 57, of the Beaumont Townsite Subdivision, also known as 790 through 796 Park Street. BACKGROUND In 1999, City Council approved a five (5) year lease agreement with Mr. Randolph J. Ney, President of Boston Store Dry Goods Company (BSDGC), for the use of vacant parking lot property across from the newly remodeled Municipal Court Building on Park Street. The property was leased to provide excess parking for court patrons and to fulfill the need for additional parking should the building be expanded to the upper floors. As compensation to Mr. Ney, the City agreed to allow him use of a storage vault on the third floor of the building. No other payment was included in the agreement. Since the lease was executed, Jefferson County has negotiated a new lease agreement with the United States Postal Service to provide additional space at the Remote Encoding Site, located at 750 Pearl Street. Their new agreement provides approximately 65,200 square feet of floor space for encoding services, as opposed to 26,630 square feet utilized under a 1994 lease agreement. Also required in the County's agreement with the U. S. Postal Service is for the County to provide an additional 300 parking spaces for the additional personnel to be employed at the Remote Encoding Site. Lease Agreement- Parking Lot January 9, 2003 Page 2 In order for the County to comply with the parking provisions of their agreement and to secure the additional jobs that their lease provides, they have asked for the cooperation of the City to extend the lease agreement with Mr. Ney. Once the City's lease is extended, they may sublease the parking lot property from the City to meet the requirements of their lease. The proposed lease agreement with BSDGC commences on January 1, 2005, thus perpetuating the existing lease agreement, and terminates at the end of December 2009. This new lease agreement provides for a monthly rental payment of$1,200, or$14,400 annually. Also provided as consideration is the continued use of the storage vault by Mr. Ney on the Municipal Court Building's third floor. If for any reason the City decides to deny access to the vault, an additional $600 will be added to the monthly rental payment. Because of the potential future use of the parking lot, such as an expansion of the Municipal Court Building to the upper floors or new development in the downtown area, an option to purchase the property is included in the agreement. The property value was appraised by Bishop Real Estate Appraisers in 2002 at $170,000. If prior to the expiration of the lease agreement the City wishes to purchase the property, the option maybe exercised and the property purchased at the 2002 appraised value less all amounts which have been paid in rent under the lease. The agreement may be terminated by the City with at least 120 days written notice if Jefferson County no longer has a need for the property as a parking area. The City also has the right to sublease the property to Jefferson County, and to make improvements. A separate agreement with Jefferson County will be present for Council review. Jefferson County has already made improvements to the parking lot to facilitate parking needs brought about by the influx of mail during the holiday season. All of the improvements have been at the expense of the County. A copy of the proposed lease agreement is attached for you review. BUDGETARY IMPACT There is no impact to the FY 2003 operating budget. Annual rental payments in the amount of $14,400 begin in January 2005 (FY 2005). PREVIOUS ACTION None. SUBSEQUENT ACTION None. Lease Agreement- Parking Lot January 9, 2003 Page 3 RECOMMENDED BY City Manager RECOMMENDED MOTION Approve/Deny authorizing the City Manager to execute a lease agreement with the Boston Store Dry Goods Company and Ione S. Ney, as Trustee of the Ney Family Trust, for property described as Lots 404 through 408 inclusive, Lots 410 and 411, and Lots 413 through 415 inclusive, Block 57, of the Beaumont Townsite Subdivision, also known as 790 through 796 Park Street. V 1p op 0 o b ° �'yy CXU O j ,.p d. L / tp 4� o �e / be ° b'o °° lop \04 tp ° •o ° ,� GO 4c . �� � •� �Coil�P.G\ ��• °o �� s �°o �� 'y ��� ��, kg ,A° a o• tt• Y' e� I byo NO 0 Ck O �c G__``�� o r '• 7v e° o io �, + t•" "C 4p op bo t•• eo 'o `e1 o 0 y Veil* `p O O a b O * ' O0 O O At 10 e° t t �O l lip, pN0 J � � fit• '10 �i','i° tit• bo STATE OF TEXAS § COUNTY OF JEFFERSON § LEASE WITH AN OPTION TO PURCHASE WHEREAS, the City of Beaumont, a municipal corporation of the State of Texas (herein "Lessee"), currently leases property described as Lots 404 through 408 inclusive, Lots 410 and 411, and Lots 413 through 415 inclusive of Block 57 of the Beaumont Townsite Subdivision, 790-796 Park Street (herein "Premises"), from Ney S-Trust ("Lessor"); and WHEREAS, City desires to execute a successor lease to commence January 1, 2005; IN WITNESS THEREOF, the parties agree as follows: 1. Boston Store Dry Goods Company and lone S. Ney, as Trustee of the Ney Family Trust (successor to the original Lessor and referred to herein as "Lessor") certify that they are the fee owner of the Premises and hereby leases the Premises to Lessee and Lessee hereby agrees to accept said lease. 2. The term of this lease is from January 1, 2005, until December 31, 2009. 3. As consideration for this lease, Lessee shall pay rent at the rate of$14,400 per year, said amount payable in monthly installments of$1,200 per month. Monthly rent shall be payable in advance on or before the first day of each month beginning on January 1, 2005. Page 1 4. Lessee shall have an option to purchase the property (excluding minerals) prior to the expiration of this lease for the amount of$170,000 less all amounts paid in rent under this lease. In order to exercise this option, Lessee must provide Lessor notice of its intention to exercise the option at least ninety (90) days prior to the end of the lease and Lessee must not be in default in any of its obligations thereunder. Should Lessee exercise the purchase option, Lessee will pay all closing costs associated with the purchase and Lessor agrees to execute a special warranty deed to Lessee at the time of closing. Such deed shall convey the property "AS IS, WHERE IS" without any warranties as to the condition of the property,subject to all restrictions,easements,covenants,conditions,and rights-of-way then of record. Lessor will agree to waive surface rights relating to the excluded minerals. If the option to purchase is not exercised or if this lease terminates by reason of default or any other reason, all rent paid by Lessee to Lessor shall be non- refundable. 5. Lessee may sublease the Premises to Jefferson County without approval of Lessor. Such sublease shall not affect, however, the mutual obligations of Lessor and Lessee as set out in this lease. 6. So long as Lessee is current in all of its obligations to Lessor hereunder, Lessee may terminate this lease if Jefferson County no longer has need of Premises as a parking area and Lessee gives Lessor at least one hundred and twenty (120) days written notice of its intention to terminate the lease. Page 2 7. Lessee shall be responsible for all maintenance of the leased Premises and Lessee and/or its sublessee are hereby authorized to make any improvements to the Premises without the approval of Lessor. All improvements to the Premises shall remain the Property of Lessee. At the conclusion of this lease, Lessee shall have the option of removing such improvements. 8. Lessor shall pay all taxes assessed on the leased Premises. 9. Boston Store Dry Goods Company(herein"Company"),currently has a right of access to a fur vault on the third (Td)floor of the Lessee's Municipal Court Building that will expire December 31, 2004. Company desires to extend that right of access until December 31, 2009. 10. Lessee hereby agrees to extend such right of access until December 31, 2009, under the following conditions: a. Lessee shall pay for all electrical usage attributable to Company's use of the vault for storage of furs. Lessee will not intentionally remove electrical service to the vault. b. Company's access to the vault shall be limited to the hours of 8:00 a.m. to 5:00 p.m. on the weekdays of Monday through Friday inclusive, except for those days which have been declared holidays by Lessee. C. Companyherebyindemnifies Lessee,its officers,employees oragents against any and all claims, causes of action or suits brought by Company or third persons arising from Company's use or activity within the Municipal Page 3 Court Building associated with the use of the vault, expressly including all claims, causes of action orsuits arising from the negligent or intentional acts of Lessee, its officers, employees or agents for which Lessee does not have immunity. d. Company shall be solely responsible for the maintenance and security of the vault and its contents, including all charges for security systems and penalties, if any, for false alarms which might arise from the existence of the vault and its security system. e. Should Lessee or Lessor desire to cancel Company's right of access to the vault, the party will provide a minimum of 365 days written notice to the other party of such cancellation. Should the right of access be cancelled, Lessee shall increase rental payments as set out in paragraph 3 hereof by the amount of$600 per month effective the calender month after the effective date of the cancellation of the right of access. EXECUTED this day of , 2002. CITY OF BEAUMONT: ZONE S. NEY TRUST: By: By: BOSTON STORE DRY GOODS COMPANY: By: Page 4 2 January 14,2003 Consider authorizing the City Manager to execute a sublease agreement with Jefferson County for parking lot property City of Beaumont Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: January 14, 2003 AGENDA MEMO DATE: January 9, 2003 REQUESTED ACTION: Council consider authorizing the City Manager to execute a sublease agreement with Jefferson County for parking lot property. RECOMMENDATION Administration recommends authorizing the City Manager to execute a sublease agreement with Jefferson County for property described as Lots 404 through 408 inclusive, Lots 410 and 411, and Lots 413 through 415 inclusive, Block 57, of the Beaumont Townsite Subdivision, also known as 790 through 796 Park Street. BACKGROUND Jefferson County has negotiated a new lease agreement with the United States Postal Service to provide additional space at the Remote Encoding Site, located at 750 Pearl Street. Their new agreement provides approximately 65,200 square feet of floor space for encoding services, as opposed to 26,630 square feet utilized under a 1994 lease agreement. Also required in the County's agreement with the U. S. Postal Service is for the County to provide an additional 300 parking spaces for the additional personnel to be employed at the Remote Encoding Site. In order to comply with its lease agreement, Jefferson County wishes to lease vacant parking lot property located on Park Street, which is controlled by the City under a separate agreement with Boston Store Dry Goods Co.(BSDGC). The City currently has a lease agreement for use of the property until December 2004. An extension to the BSDGC lease agreement has been presented to Council for their consideration. If approved, the extension would expire in December 2009. The proposed sublease agreement provides for Jefferson County to use the Park Street parking lot, and is authorized to make improvements to the property. All parking lot improvements must be made in accordance with the regulations and ordinances of the City concerning the construction Parking Lot Sublease Agreement-Jefferson County January 9, 2003 Page 2 and landscaping of parking lots. Jefferson County is also responsible for maintaining both the improvements and premises throughout the lease term. Most of the planned improvements have already been installed by Jefferson County at their own expense. As consideration for use of the parking lot until December 31, 2008, the County agrees to pay a nominal fee of$1 per year. Also, each party is responsible for claims and causes of action brought against them for the negligent conduct of their own officers, employees or agents. A copy of the proposed sublease agreement is attached for review. BUDGETARY IMPACT Jefferson County will pay a nominal fee of$1 per year during the term of the sublease agreement. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager. RECOMMENDED MOTION Approve/Deny authorizing the City Manager to execute a sublease agreement with Jefferson County for property described as Lots 404 through 408 inclusive, Lots 410 and 411, and Lots 413 through 415 inclusive, Block 57, of the Beaumont Townsite Subdivision, also known as 790 through 796 Park Street. b``, p �` '�'• �,` L� O `° O0 by 0 a \•• c,�� oa c ►�O fO � by O ` •� '7L , �bO �' V • br° e 401, -00 • leip 1r° A 7 •b lb 4N 10 1/ eld '� o rb z 05 f �p b'° .off' ° l GI ./ by Y ° •� f° 46 tip b \ ro 1� .�•oo 'ro bto �'-' '(Q�L fo 9 °o e� iL �'(• ''° fd,\ t�' ,p i\• S by b° �\ � � � ��� ''•o �o 4P i ° b o L•. �C b pro e 0 '•(t LEI• � fit° � b b`d 6f L �•g p • � ab ° bo •b� b �.• o � f?i `� �• ro 1 6� 0 • 1 \\ f O • � t � '0 • b P A 6 b r ,� ° .� O• �6 o + 4p b\ Ile �o °0 1•• � ���° 'rp ♦ C' by ,n � iy � bt• 'r° ��° •� by , STATE OF TEXAS § COUNTY OF JEFFERSON § SUBLEASE WHEREAS, the City of Beaumont, a municipal corporation of the State of Texas (herein "Lessor"), currently leases property described as Lots 404 through 408 inclusive, Lots 410 and 411, and Lots 413 through 415 inclusive, Block 57, of the Beaumont Townsite Subdivision, the same also being known as 790 through 796 Park Street, from the Ney-S Trust through January 1, 2005, and from Boston Store Dry Goods Co. and Lone S. Ney, Successor Lessors to the City of Beaumont, for a period until December 31, 2009; and WHEREAS, the City has authority in said lease to sublease the premises to Jefferson County, a county of the State of Texas (herein "Lessee"). IN WITNESS THEREOF, the parties agree as follows: 1. Lessor hereby agrees to lease and Lessee agrees to accept from Lessor as Lessee a lease to the property described as Lots 404 through 408 inclusive, Lots 410 and 411, and Lots 413 through 415 inclusive, of Block 57 of the Beaumont Townsite Subdivision, 790 through 796 Park Street (herein "Premises"). 2. The term of this lease is from January 1, 2003, until December 31, 2008. 3. Lessee is authorized to use the Premises as a parking lot only and to make improvements thereon. All parking lot improvements made on the Premises shall be made Pagel GARMW\SUBLEASE in strict accordance with the regulations and ordinances of the City of Beaumont concerning the construction and landscaping of parking lots. 4. As consideration for this sublease, Lessee shall pay$1.00 per year in for the term of this lease. 5. So long as Lessee or Lessor are current in all of their obligations to the other party hereunder, either party may terminate this lease with at least one hundred ninety (190) days written notice of the intention to terminate the lease. 6. Lessee shall be responsible for all maintenance of the leased Premises and shall maintain the Premises in a safe condition. Any and all improvements to the Premises shall remain the property of Lessee at the termination of this lease. At the conclusion of this lease, Lessee shall have the option of removing such improvements. 7. Lessor and Lessee shall each be responsible for any claims, causes of action, or litigation brought against them and shall be responsible forthe negligent conduct of their own officers, employees, or agents. EXECUTED this day of , 200_. CITY OF BEAUMONT By: JEFFERSON COUNTY By: Page 2 GARMW\suBLEASE 3 January 14,2003 Consider approving a six month contract for the purchase of asphaltic concrete for use in the Public Works Department City of Beaumont Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: January 14, 2003 AGENDA MEMO DATE: January 3, 2003 REQUESTED ACTION: Council approval of a six (6) month contract for the purchase of asphaltic concrete. RECOMMENDATION Administration recommends award of a six (6) month contract to APAC-Texas, Inc. for purchasing asphaltic concrete at the unit costs stated below with an estimated total contract expenditure of$184,000. BACKGROUND Bids were requested for a six month contract to purchase asphaltic concrete for use by the Public Works Department, Streets and Drainage Division. Cold laid asphaltic concrete is used for repairing potholes and small sections of street, while hot laid asphaltic concrete is used for repairs to larger street sections. It is estimated that approximately 6,000 tons of asphaltic concrete will be used during the term of the contract. Three (3) vendors were notified with one (1) responding with a bid as reflected below. Specifications requested pricing for both plant pickup by City personnel and jobsite delivery by the vendor. The bidder met all product requirements specified. BUDGETARY IMPACT The contract provides for the vendor to furnish asphaltic concrete at the following fixed unit prices: $30 per ton for hot laid concrete - plant pickup, $33.30 per ton for jobsite delivery; and $32 per ton for cold laid concrete - plant pickup, $35 per ton for jobsite delivery. The pricing is identical to that provided by APAC-Texas, Inc. in the previous contract period. Funds are available for this expenditure in the Public Works Department's operating budget. Six (6)Month Contract for Asphaltic Concrete January 3, 2003 Page 2 PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Central Services Director, and Public Works Director. RECOMMENDED MOTION Approve/Deny award of a six (6) month contract for purchasing asphaltic concrete to APAC- Texas, Inc. at the following unit prices: $30 per ton for hot laid concrete - plant pickup, $33.30 per ton for jobsite delivery; and $32 per ton for cold laid concrete -plant pickup, $35 per ton for jobsite delivery. 4 January 14,2003 Consider approving a one(1)year contract for the purchase of cement stabilized base for use in the Public Works Department jj City of Beaumont Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: January 14, 2003 AGENDA MEMO DATE: January 8, 2003 REQUESTED ACTION: Council approval of a one (1) year contract for the purchase of cement stabilized base. RECOMMENDATION Administration recommends award of a one (1) year contract to Trinity Aggregate Distribution for the purchase of cement stabilized base at the unit cost of$14.95 per ton, with an estimated total annual expenditure of$74,750. BACKGROUND Bids were requested for the purchase of cement stabilized base for use by the Public Works Department, Streets and Drainage Division. The material is used in the repair and maintenance of driveway culverts and storm sewers. It is estimated that approximately 5,000 tons of cement stabilized base will be used during the contract period. Five (5) vendors were notified with three(3) responding with bids as reflected in the attached bid tabulation. BUDGETARY IMPACT The contract provides for the vendor to furnish approximately 5,000 tons of cement stabilized base at a fixed cost of$14.95 per ton. The previous contract price was $15.95 per ton. Funds are available for this expenditure in the Public Works Department's operating budget. Contract for Purchase of Cement Stabilized Base January 8, 2003 Page 2 PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Central Services Director, and Public Works Director. RECOMMENDED MOTION Approve/Deny award of a one (1) year contract for purchasing cement stabilized base to Trinity Aggregate Distribution at the unit cost of$14.95 per ton. Contract for Purchase of Cement Stabilized Base January 8, 2003 Page 3 Vendors Unit Price/Tan'< Trinity Aggregate Distribution $ 14.95 Beaumont, Texas APAC-Texas, Inc. $ 17.00 Beaumont, Texas Few Ready Mix Concrete $ 18.00 Beaumont, Texas 5 January 14,2003 Consider approving a contract between the City of Beaumont and the Southeast Texas Community Development Corporation, Inc. (SETCDC) E. City of Beaumont ow_ Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Janett Blunt, Housing/Grants Coordinator Inte MEETING DATE: January 14, 2003 vv AGENDA MEMO DATE: January 10, 2003 REQUESTED ACTION: Council consider approving a contract between the City Beaumont and the Southeast Texas Community Development Corporation, Inc.,(SETCDC) in the amount of$345,000. RECOMMENDATION The Administration recommends that Council authorize the City Manager to execute a contract with the Southeast Texas Community Development Corporation (SETCDC) in the amount of $345,000 using 2001 HOME funds. BACKGROUND The City of Beaumont has a contractual relationship with the Southeast Texas Community Development Corporation, Inc. (SETCDC) to provide homebuyer's assistance for newly constructed homes in targeted neighborhoods. The contract in the amount of$345,000 will allow them to acquire property and provide downpayment assistance for ten (10) scattered site homes in the M. L. King, Jr. area of Beaumont at $34,500 each. The $34,500 will include homebuyer assistance ($23,000), property acquisition ($5,000), closing cost ($1,500) and developers fees ($5,000) on each home. BUDGETARY IMPACT Funding is available from the 2001 HOME Program. PREVIOUS ACTION Council has previously approved contracts with SETCDC using HOME funds which have enabled forty-five (45) low/moderate income families to purchase new homes constructed in neighborhoods targeted for revitalization. Council Agenda Item Page 2 January 3, 2003 SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Public Works Director, Planning Manager,Housing/Grants Administrator Interim. RECOMMENDED MOTION Approve/Deny a contract with Southeast Texas Community Development Corporation, Inc. (SETCDC) in the amount of$345,000. 6 January 14,2003 Consider approving a contract between the City of Beaumont and Habitat for Humanity `' K ...... City of Beaumont Council Agenda� = � • � � ge da Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Janett Blunt, Housing/GrantsCoordinator Inter MEETING DATE: January 14, 2003 AGENDA MEMO DATE: January 10, 2003 REQUESTED ACTION: Council consider approving a contract between the City of Beaumont and Habitat for Humanity in the amount of$50,000 to provide downpayment and closing cost assistance for up to seven (7) low-to-moderate income families to purchase homes in the Pinebrook Unit Two Subdivision. RECOMMENDATION The Administration recommends that Council authorize the City Manager to execute a contract with Habitat for Humanity in the amount of$50,000 from the 2001 HOME funds. BACKGROUND The Catholic Diocese of Beaumont has donated a 7.8 acre tract of land, Pinebrook Place, to Beaumont Habitat in a targeted empowerment zone in north Beaumont, that will facilitate 32 single family residences. The average habitat home will cost $50,000 and will be sold to low-to- moderate income families. Habitat has requested funding to provide down payment and closing cost assistance to seven (7) low-to-moderate income families at $7,142 per home. BUDGETARY IMPACT Funding is available from 2001 HOME funds. PREVIOUS ACTION None. SUBSEQUENT ACTION None. Council Agenda Item Page 2 January 10, 2003 RECOMMENDED BY City Manager, Public Works Director, Planning Manager, Housing/Grants Coordinator Interim. RECOMMENDED MOTION Approve/Deny a contract with Habitat for Humanity for $50,000 to provide down payment and closing cost assistance to up seven (7) low-to-moderate income families. 7 January 14, 2003 Consider the re-adoption of the Land Use Plan Element of the Comprehensive Plan and its accompanying"Development Strategies Plan"and re-adoption of the Major Street&Highway Plan "Map"and accompanying"Appendix A" defining street and highway development standards of the plan, all of which are components of the Comprehensive Plan of the City of Beaumont V • UUE . Cit Y of Beaumont g Council A enda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Stephen C. Richardson, Planning Manager MEETING DATE: January 14, 2003 AGENDA MEMO DATE: December 18, 2002 REQUESTED ACTION: Council consider the re-adoption,with no significant modifications, of the currently adopted Land Use Plan Element of the Comprehensive Plan and its accompanying "Development Strategies Plan"and re-adoption,with no significant modifications, of the currently adopted Major Street&Highway Plan"Map"and accompanying"Appendix A"defining street and highway development standards of the plan,all of which are components of the Comprehensive Plan of the City of Beaumont. RECOMMENDATION The Administration recommends approval of the re-adoption,with no significant modifications,of the currently adopted Land Use Plan Element of the Comprehensive Plan and its accompanying "Development Strategies Plan"and re-adoption,with no significant modifications,of the currently adopted Major Street&Highway Plan"Map"and accompanying"Appendix A"defining street and highway development standards ofthe plan,all ofwhich are components of the Comprehensive Plan of the City of Beaumont. BACKGROUND The re-adoption of the Land Use Plan Element and its accompanying "Development Strategies Diagram" and the Major Street and Highway Plan including its accompanying "Appendix A" defining the development standards of the plan were last approved on January 9, 2001. Their re- adoption is being requested in order to maintain the two year re-adoption schedule required by the Comprehensive Plan and City Charter. Both the text and map of both documents have been modified in order to update them to reflect changes that have occurred over the past two years. Examples of such updating include correcting the Major Street and Highway Plan map and Appendix A to show Folsom Road between Dowlen and Major as a completed project rather than proposed and making the same change on the "Development Strategies Diagram" of the Land Use Plan Element. No significant, substantive changes have been made to either plan element. The planning staff is presently compiling 2000 Census data for use in creating complete updates of all elements of the Comprehensive Plan with the Parks,Recreation, &Open Space Plan anticipated for completion next Fall. The same data will be used in the next re-adoption of the Land Use and Transportation elements. BUDGETARYIMPACT None. PREVIOUS ACTION At a joint Public Hearing with City Council held December 16, 2002, the Planning Commission voted 7:0 to approve the re-adoption, with no significant modifications, of the currently adopted Land Use Plan Element of the Comprehensive Plan and its accompanying"Development Strategies Plan" and re-adoption, with no significant modifications, of the currently adopted Major Street & Highway Plan"Map"and accompanying"Appendix A"defining street and highway development standards of the plan, all of which are components of the Comprehensive Plan of the City of Beaumont. SUBSEQUENT ACTION None. RECOMMENDED BY Planning Commission, City Manager, Public Works Director and the Planning Manager. RECOMMENDED MOTION Approve/Deny the re-adoption,with no significant modifications,of the currently adopted Land Use Plan Element of the Comprehensive Plan and its accompanying"Development Strategies Plan"and re-adoption, with no significant modifications, of the currently adopted Major Street & Highway Plan"Map"and accompanying"Appendix A"defining street and highway development standards of the plan, all of which are components of the Comprehensive Plan of the City of Beaumont. City of Beaumont REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS JANUARY 14,2003 1:30 P.M. CONSENT AGENDA * Approval of minutes * Confirmation of committee appointments Sam Pullig would be appointed to the Board of Adjustment(Zoning)as an alternate. The term would commence January 14,2003 and expire January 13,2005. (Mayor Evelyn M. Lord) Miriam K Johnson would be reappointed to the Convention and Tourism Advisory Committee. The current term would expire December 2,2004. (Councilmember Becky Ames) Herb Spangler would be appointed to the Parks and Recreation Advisory Committee. The term would commence January 14, 2003 and expire January 14, 2005. (Councilmember Andrew P. Cokinos) Dora Nisby would be reappointed to the Library Commission. The current term would expire December 12, 2004. (Councilmember Lulu Smith) Marty Craig would be reappointed to the Planning Commission. The current term will expire December 13, 2005. (Councilmember Becky Ames) Dale Hallmark would be reappointed to the Planning Commission. The current term will expire December 2,2005. (Councilmember Lulu Smith) George Crawford would be reappointed to the Convention and Tourism Advisory Committee. The current term will expire October 14, 2004. (Councilmember Guy Goodson) A) Approve an upgrade to the Police Department's document imaging system B) Approve the purchase of a sweeper scrubber for use at the Beaumont Municipal Transit Facility C) Approve a one(1)year contract for the purchase of tower rock D) Approve a resolution authorizing the settlement of the claim of Debra Matthews E) Approve a payment for 2001 audit fees for the Southeast Texas Community Development Corporation, Inc., (SETCDC)in the amount of$6,000 A City of Beaumont �• Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: January 14, 2003 AGENDA MEMO DATE: January 7, 2003 REQUESTED ACTION: Council consideration of a proposal to upgrade the Police Department's document imaging system. RECOMMENDATION Administration recommends approval of the proposal received December 19, 2002 from MBS Technologies, Inc. of Minneapolis, MN to upgrade the Police Department's document imaging system for $148,008.04. BACKGROUND The Police Department's current document imaging system, IBM's Workfolder Application Facility, was purchased in 1997 and contains over a million and a half documents that have been scanned and stored in the system. This system is no longer supported and will not run under IBM's upgraded operating system. The City is planning to upgrade the IBM operating system upon installation of the new imaging system. The most recent supported IBM imaging system is called Content Manager. The migration from Workfolder Application Facility to Content Manager will require upgrades of hardware and software, as well as onsite integration services. The proposed migration will enable Content Manager to communicate with the City's line-of-business software applications that are in use at the Police Department, while maintaining the imaging system's stored documents and current functionality. Proposals for the migration from the existing IBM's Workfolder Application Facility to IBM's Content Manager were solicited from three (3) IBM Business Partners that are authorized to service IBM imaging systems. MBS Technologies, Inc. of Minneapolis, MN submitted the sole proposal. They are a document management, software development, and consulting company wholly owned as a subsidiary of the telecommunications conglomerate, Midcontinent Imaging System Upgrade January 7, 2003 Page 2 Communications, Inc. They have been an IBM Business Partner since 1983 and have extensive experience servicing and upgrading IBM's document imaging systems. The proposal submitted by MBS Technologies, Inc. includes the following components: Service provided by MBS Technologies,Inc. Cost Integration services $130,825.00 Hardware upgrades to document scanners $ 6,506.50 Content Manager software package $ 5,476.54 Travel and living expenses during onsite installation $ 5,200.00 TOTAL: $148,004.04 BUDGETARY IMPACT Funds are available in the Police Department's Confiscated Goods Fund. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Central Services Director, and Chief of Police. RECOMMENDED MOTION Approve/Deny the proposal received from MBS Technologies, Inc. of Minneapolis, MN to upgrade the Police Department's document imaging system for $148,004.04. City of Beaumont CE Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: January 14, 2003 AGENDA MEMO DATE: January 6, 2003 REQUESTED ACTION: Council consider the purchase of a sweeper scrubber. RECOMMENDATION Administration recommends the purchase of one(1)Tennant Model 8410 Sweeper/Scrubber for the Beaumont Municipal Transit facility. BACKGROUND The Tennant sweeper/scrubber will be ordered through BuyBoard, a Texas Local Government Cooperative Purchasing Association. Products offered through BuyBoard have been competitively bid, thus complying with state bidding statutes. The liquid propane fueled sweeper/scrubber will be used in the transit bus maintenance facility located at 550 Milam. The operator driven sweeper/scrubber unit picks up dirt and debris within a sixty(60) inch path while scrubbing the floor surface using front and side brushes. Total cost of the unit including an optional recycling system, back up alarm and rotating light is $42,293. Delivery of the unit will be in 3-4 weeks after receipt of order. A six month full warranty is provided with a 24 month parts warranty. Currently, the Transit facility does not have equipment to clean the bay floors or their facility's parking lot. An inspection conducted by the Texas Commission on Environmental Quality(TCEQ) found that their facility does not comply with regulations concerning storm water discharge. The purchase of this unit will allow oil and debris to be removed from the floor and yard and properly disposed. Failure to adhere to the federal and state regulations may result in fines being imposed on the Beaumont Municipal Transit facility. Purchase of a Sweeper/Scrubber January 6, 2003 Page 2 BUDGETARY IMPACT Partial funds will be provided through a grant from the Federal Transit Administration(TFA) in the amount of$28,300. Funds for the remaining $13,993 will be charged to the City's Transit Fund. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Central Services Director and Public Works Director. RECOMMENDED ACTION Approve/Deny the purchase of a Tennant Model 8410 sweeper/scrubber unit through BuyBoard in the amount of$42,293. c U P.. City of Beaumont C ouncil Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: January 14, 2003 AGENDA MEMO DATE: January 8, 2003 REQUESTED ACTION: Council approval of a one (1) year contract for the purchase of tower rock. RECOMMENDATION Administration recommends award of an annual contract to APAC-Texas, Beaumont, Texas, for purchasing tower rock at the unit .cost of $15.00 per ton, with an estimated total annual expenditure of$37,500. BACKGROUND Bids were requested for an annual contract to purchase No. 8 tower rock (eight denoting size of material) for use by the Public Works Department, Streets and Drainage Division. Tower rock is a limestone-based aggregate, approximately 3/a" to 1/z"in diameter, used for street patching and pothole repair. The aggregate is used in the Streets and Drainage Division's road patching machine. The rock is placed in the machine's hopper and coated with asphalt. The street patching machine then injects the coated aggregate into a pothole to create a sealed and smooth driving surface. It is estimated that approximately 2,500 tons of tower rock will be used during the term of the contract. Four (4) vendors were notified with two (2) responding with bids as reflected in the attached bid tabulation. The previous contract price was $13.85 per ton. BUDGETARY IMPACT Funds are available for this expenditure in the Public Works Department's operating budget. Contract for Purchase of Tower Rock January 8, 2003 Page 2 PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Central Services Director, and Public Works Director. RECOMMENDED MOTION Approve/Deny award of a one (1) year contract for purchasing tower rock from APAC-Texas at $15.00 per ton. Contract for Purchase of Tower Rock January 8, 2003 Page 3 .......................................... VENDORS: No 8 Tower Rack/ton APAC-Texas $ 15.00 Beaumont, TX Martin Marietta Aggregates, Inc. $ 17.50 Beaumont, TX D Cit y of Beaumont Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Matt Martin, Liability Administrator MEETING DATE: January 14, 2003 AGENDA MEMO DATE: January 8, 2003 REQUESTED ACTION: Consider a resolution authorizing the settlement of the claim of Debra Matthews. RECOMMENDATION Council approval of a resolution authorizing the settlement of the claim of Debra Matthews. BACKGROUND Council authorized the settlement of this claim in Executive Session January 7, 2003. BUDGETARY IMPACT There are sufficient funds in the Liability Trust Fund to pay the settlement amount of$7,000. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager and City Attorney. RECOMMENDED MOTION Approve/Deny a resolution authorizing the settlement of the claim of Debra Matthews. SAAGENDAWGENDA ITEM MEMOSIMATTHEWS-1-03.wpd E .l ! City of Beaumont Im IL err• Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Janett Blunt, Housing/Grant Coordinator Inter MEETING DATE: January 14, 2003 AGENDA MEMO DATE: January 10, 2003 REQUESTED ACTION: Council consider approving a payment for 2001 audit fees for the Southeast Texas Community Development Corporation, Inc., (SETCDC) in the amount of$6,000. RECOMMENDATION The Administration recommends that Council authorize the City Manager to execute a contract for payment of audit fees of$6,000 to the Southeast Texas Community Development Corporation, Inc., (SETCDC) using 2002 CHDO Operating funds. BACKGROUND The Southeast Texas Community Development Corporation, Inc. (SETCDC) has contracted with the City of Beaumont to provide affordable housing. BUDGETARY IMPACT Funding for audit fees are available from the 2002 CHDO Operating budget. PREVIOUS ACTION The City has provided funds for audit fees in previous years. SETCDC has assisted eligible homebuyers with the purchase of homes in neighborhoods targeted for revitalization. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Public Works Director, Planning Manager, Housing/Grants Coordinator Interim. Council Agenda Item Page 2 January 10, 2003 RECOMMENDED MOTION Approve/Deny the payment of 2001 audit fees for the Southeast Texas Community Development Corporation, Inc. In the amount of$6,000.