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MIN NOVEMBER 18 2003 M I N U T E S - CITY OF BEAUMONT Lulu L. Smith EVELYN M. LORD, MAYOR Nancy Beaulieu Andrew P. Cokinos CITY COUNCIL MEETING Becky Ames, Mayor Pro Tem Bobbie J. Patterson November 18, 2003 Audwin Samuel Lane Nichols, City Attorney Kyle Hayes, City Manager The City Council of the City of Beaumont, Texas, met in a regular session on November 18, 2003, at the City Hall Council Chambers, 801 Main Street, Beaumont, Texas, at 1:30 p.m. to consider the following: OPENING Invocation Pledge of Allegiance Roll Call Presentations and Recognition Public Comment: Persons may speak on scheduled agenda items Consent Agenda Mayor Evelyn Lord called the meeting to order at 1:30 p.m. Pastor Fred Kelm, of Redeemer Lutheran Church gave the invocation. Ms. Ruth Naumczik of the South Park Neighborhood Association led the Pledge of Allegiance. Roll call was made by Betty Braxton, City Clerk's Office. Present at the meeting were Mayor Lord, Mayor Pro Tern Ames, Councilmembers Smith, Beaulieu, Cokinos, Samuel and Patterson. Also present were Kyle Hayes, City Manager; Lane Nichols City Attorney; Betty Braxton, City Clerk's Office. Proclamations, Presentations, Recognitions The entire Council joined in reading a proclamation proclaiming Tuesday, November 18, 2003 as Lamar University "Red White and You Day" in Beaumont, and encouraged all citizens throughout the community to join the celebration. Also present to join in celebrating "Red White and You Day" were residents from Collier Park. Present to accept the proclamation was Dr.Jimmy Simmons, president of Lamar University along with several members of the Lamar student government class. Mayor Lord read a proclamation forthe Beaumont Track Club and coach Roy Washington, and stated that the Beaumont Track Club was named "The Outstanding Texas City For The Hershey National Track Program for 2003". Mayor Lord congratulated and recognized the Beaumont Track Club along with their coach, Mr. Roy Washington for outstanding service to the young people of Beaumont. Present to accept the proclamation were Coach Roy Washington and Lou Cappi of the citys' Recreation Division. Maurine Gray, Community Services Director, introduced Megan Savant and Kaylia Boudreaux, who received the Harold Smith award which is presented each year to the outstanding 13 and 14 year old team members who exemplify the outstanding leadership, character, scholastic and athletic ability of Harold Smith. Ms. Gray also introduced to Council Ms. Edie Casmore, mother of Harold Smith. MINUTES-NOVEMBER 18,2003 Mr. Robert Stroder, General Manager of the Lower Neches Valley Authority along with Mr. Bill Clark, member of the Board of Directors of the Lower Neches Valley Authority presented to Council plaques in commemoration of the Saltwater Barrier Project. Mayor Pro Tern Ames read a proclamation on behalf of the "Click It or Ticket"campaign, November 18, 2003 through December 1, 2003, and the "You Drink and Drive You Loose" campaign December 19, 2003 through January 4, 2004 and urged all residents of Beaumont and visitors to the City to buckle up and don't drink and drive. Present to receive the proclamation was Sargent Mike Earney, and Lieutenant Dave Sample of the Beaumont Police Department. Mayor Lord read a proclamation proclaiming the Week of November 17, 2003 through November 23, 2003 as" Employer Support of the Guard and Reserve Week". Present to receive the proclamation was Elvin Schoefield, with the ESGR. Mayor Lord read a proclamation proclaiming November 20, 2003 as "Tobacco Free Day" in Beaumont in support of the " Great American Smokeout". Present to receive the proclamation were Emma Brown,of the Beaumont Drug Free Commission,Judy Cornelius, with the Beaumont Health Department, Jackie Burleson, with the American Cancer Society, and Cindy Fertitta,with Family Services of Southeast Texas, and also a volunteer for the March of Dimes. Public Comment: Persons may speak on scheduled General Business Agenda Items 1 through 4 or on the Consent Agenda. None CONSENT AGENDA Approval of minutes - Minutes of November 4, 2003 Confirmation of committee appointments None A) Approve a resolution authorizing the acquisition of Parcels 2 and 3 of the Virginia Street Widening Project - Resolution 03-247 B) Approve a resolution certifying that the Small Business Revolving Loan fund (RLF) plan is consistent with and supportive of the area's current economic adjustment strategy - Resolution 03-248 C) Approve the purchase of copiers through the State of Texas Building and Procurement Commission contract for various City departments - Resolution 03-249 Minutes-November 18,2003 Councilmember Cokinos moved to approve the Consent Agenda. Mayor Pro Tern Ames seconded the motion. AYES: MAYOR LORD,MAYOR PRO TEM AMES,COUNCILMEMBERS SMITH,BEAULIEU, COKINOS, SAMUEL AND PATTERSON NAYS: NONE MOTION PASSED. GENERAL BUSINESS 1. Consider approving a contract for the Revenue Enhancement Program - Resolution 03- 250 Administration recommended approval of a contract with Water Company of America, Inc., Houston, Texas, to examine the operations, practices, and revenue reporting functions of the water distribution, sanitary sewer collection, and solid waste collection systems. The objective of the examination is to identify causes of and remedies for inaccuracies and deficiencies in each of the various utility processes that could potentially contribute to inaccurate billings for water,wastewater and solid waste. The primary goals of the project are to identify, locate, assess, and correct such problems in order to increase revenues without increasing the budget, manpower requirements, overtime or rates. In response to the City's request for proposals,two firms,Water Company of America, Inc. and Utility Revenue Management Company Inc., responded to the request for proposals. A committee consisting of the Finance and Public Works Directors, Treasurer, Water Utilities Manager, Customer Services Coordinator, Water Utilities Engineer and the Water/Sewer Construction Superintendent interviewed the firms. Each firm was evaluated based on their experience and background, project methodology and proposed fee schedule. No funds will be required for this project. Water Company of America will collect 44 percent of the increased revenues resulting from their operation for a three-year period. The City does not have the personnel or the training to conduct the program,the company that was recommended will provide a fresh outlook, they use proprietary software in their analysis, and hopefully the results will have long term revenue benefits. Councilmember Cokinos moved to approve RESOLUTION 03-250 TO CONSIDER APPROVING A CONTRACT FOR THE REVENUE ENHANCEMENT PROGRAM. Councilmember Smith seconded the motion. Minutes-November 18,2003 AYES: MAYOR LORD,MAYOR PRO TEM AMES,COUNCILMEMBERS SMITH,BEAULIEU, COKINOS, SAMUEL AND PATTERSON NAYS: NONE MOTION PASSED 2. Consider approving the purchase of 800 MHz trunked radio equipment to provide for a county-wide communication network - RESOLUTION 03-251 Administration recommended authorizing the purchase of 800 MHz trunked radio equipment totaling $250,000.00, from Motorola, Inc. to facilitate a county-wide communication network with Jefferson County. In October of 2000, Council authorized the purchase of an 800 MHz trunked radio communication system from Motorola, Inc., through the Houston-Galveston Area Council. The initial cost of the system's Phase I was $2,258,674.00 including H-GAC's fee. This system has been operational since September 9, 2001. At the time the City purchased the new system, Jefferson County expressed interest in developing a county-wide system that could be shared by the two entities. Such a system would be invaluable because it allows for interoperability during an emergency or critical situations. The two entities currently operate on totally different systems which do not allow for direct inter-agency communication. The County has since hired a consultant that developed a radio communication system that will provide interoperability between the two entities, while sharing resources for a more cost efficient system. County officials accepted the bid and approved the purchase of a $3.7 Million trunked system on July 28, 2003,which is designed to utilize components and infrastructure from the City's system to provide seamless radio communications between the two entities. The simulcast tower locations will utilize the City's main tower as the Master Site, where the existing tower, equipment room and certain 800 MHz equipment will be shared, and a leased site in Port Neches. A combined system will significantly increase the coverage area of the City's system,while providing additional clarity and reception in outlying locations. City staff has negotiated with the County and agreed to contribute to the purchase of new equipment to upgrade to a combined communication network. To achieve the network,the City's site must be upgraded with new equipment. Total cost for the equipment upgrade is $1,874,253.00. This allows the City site to act as the Master Site for the entire communication system. The City's cost for the upgrade is $250,000.00 with the County paying the remaining share. Minutes-November 18,2003 Funds for the $250,000.00 expenditure are available in the Police Confiscated Goods Fund. Councilmember Smith moved to approve RESOLUTION 03-251 TO CONSIDER APPROVING THE PURCHASE OF 800 MHZ TRUNKED RADIO EQUIPMENT TO PROVIDE FOR A COUNTY-WIDE COMMUNICATION NETWORK. Councilmember Beaulieu seconded the motion. AYES: MAYOR LORD,MAYOR PRO TEM AMES,COUNCILMEMBERS SMITH,BEAULIEU, COKINOS, SAMUEL AND PATTERSON NAYS: NONE MOTION PASSED 3. Consider approving a contract between the City of Beaumont and the Beaumont Community Housing Development Organization (BCHDO) -RESOLUTION 03-252 Administration recommended that Council authorize the City Manager to execute a contract with the Beaumont Community Housing Development Organization (BCHDO) in the amount of$251,313.00 for costs associated with the construction of four new homes on Avenue A and Essex Streets, operating costs, developer's fees, and for down payment/closing cost assistance to eligible low/moderate income families. Funding is available from the 2002 and 2003 HOME Program. Council has previously approved contracts with BCHDO using HOME funds which have enabled low/moderate income families to purchase new homes constructed in neighborhoods targeted for revitalization. Councilmember Cokinos moved to approve RESOLUTION 03-252 TO CONSIDER APPROVING A CONTRACT BETWEEN THE CITY OF BEAUMONT AND THE BEAUMONT COMMUNITY HOUSING DEVELOPMENT ORGANIZATION (BCHDO) Mayor Pro Tern Ames seconded the motion. AYES: MAYOR LORD,MAYOR PRO TEM AMES,COUNCILMEMBERS SMITH,BEAULIEU, COKINOS, SAMUEL AND PATTERSON NAYS: NONE MOTION PASSED 4. Consider approving a contract for the purchase of 48 and 60 inch diameter corrugated polyethylene pipe - RESOLUTION 03-253 Administration recommended award of a contract for purchasing corrugated polyethylene pipe to Moore Supply Co. at the unit costs reflected in the attached bid tabulation. Minutes-November 18,2003 The contract specifies that the successful bidder shall provide approximately 1,400 feet of corrugated polyethylene pipe for use by the Public Works Department, Engineering Division. This pipe will be utilized to enhance storm water drainage throughout the City. The total estimated expenditure is $67,940.00 for the contract period. Funds are available for this expenditure in the Public Works Department's operating budget. Councilmember Beaulieu moved to approve RESOLUTION 03-253 TO CONSIDER APPROVING A CONTRACT FOR THE PURCHASE OF 48 AND 60 INCH DIAMETER CORRUGATED POLYETHYLENE PIPE. Councilmember Smith seconded the motion. AYES: MAYOR LORD,MAYOR PRO TEM AMES,COUNCILMEMBERS SMITH,BEAULIEU, COKINOS, SAMUEL AND PATTERSON NAYS: NONE MOTION PASSED Mayor Lord read the required legal notice of an Executive Session. COUNCILMEMBER COMMENTS COUNCILMEMBER PATTERSON NONE COUNCILMEMBER SAMUEL COMMENTED THAT IT HAD BEEN A WONDERFUL DAY, AND HE ANNOUNCED THE UPCOMING WEEK'S SCHEDULE FOR THE LAMAR MEN AND WOMEN'S BASKETBALL TEAM. COUNCILMEMBER SAMUEL DIRECTED A CONCERN THAT HE HAD RECEIVED FROM THE RESIDENTS ON PARK STREET TO THE CITY MANAGER. MAYOR PRO TEM AMES REITERATED THAT IT HAD BEEN A FUN DAY AND THAT IT WAS GREAT TO BE A PART OF IT. COUNCILMEMBER COKINOS NONE COUNCILMEMBER BEAULIEU NONE COUNCILMEMBER SMITH ECHOED THE SENTIMENTS OF COUNCIL. CITY MANAGER KYLE HAYES - NONE Minutes-November 18,2003 CITY ATTORNEY LANE NICHOLS NONE MAYOR LORD STATED THAT SHE AND AN ENGINEER FROM DUPONT SPENT A FUN DAY WITH STUDENTS AT FLETCHER SCHOOL. MAYOR LORD MENTIONED THE NEW WORKFORCE DEVELOPMENT OFFICE THAT OPENED AND ALSO STATED THAT SHE HAD TOURED THE NEW BAPTIST HOSPITAL. MAYOR LORD ALSO ATTENDED THE "LAMAR INSTITUTE OF TECHNOLOGY" GROUND BREAKING CEREMONIES AND STATED THAT THE VETERANS DAY CELEBRATION WAS VERY NICE. MAYOR LORD STATED THAT SHE JOINED MOTIVA IN PORT ARTHUR TO CELEBRATE THEIR CENTENNIAL AND ATTENDED THE OPENING OF THE JEFFERSON THEATER . Public Comments (Persons are limited to three minutes) Frank Kiefer 3190 Willowood Beaumont, TX Mr. Kiefer addressed Council asking them to consider soliciting bids from Tree Trimmers which might solve the problem with hanging branches over city streets. Leroy Lewis, III 7866 Gladys Beaumont, TX Mr. Lewis addressed Council concerning his displeasure with a confederate flag being displayed at 4795 College Street and various concerns that he has throughout the city. Audio tapes are available upon request in the City Clerk's Office. There being no further business, the meeting adjourned at 2:30 p.m. Mayor Evelyn ord X .4-e- X, City Cle s Office Minutes- November 18,2003