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MIN DECEMBER 16 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 Tern Bobbie J. Patterson December 16, 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 December 16, 2003, at the City Hall Council Chambers, 801 Main Street, Beaumont, Texas, at 1:32 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 1:32 p.m. Lane Nichols, City Attorney gave the invocation. City Manager, Kyle Hayes led the Pledge of Allegiance. Roll call was made by Tina Broussard, City Clerk's Office. Present at the meeting were Mayor Lord, Councilmembers Smith, Beaulieu, Cokinos, Samuel and Patterson. Mayor Pro Tern Ames was absent from the meeting. Also present were Kyle Hayes, City Manager; Lane Nichols City Attorney; Tina Broussard, City Clerk's Office. Proclamations, Presentations, Recognitions Councilmember Smith read a proclamation recognizing and appreciating The Art Studio for working cooperatively with programs and institutions that address the issue of"at risk" children and for fostering innovation in integrating the arts community with the general public. Accepting the proclamation was Greg Busceme, Executive Director of The Art Studio, Mr. Busceme thanked the City for its' support of The Art Studio. Mayor Lord thanked Mr. Busceme for the work that he has done, particularly with the children. Mayor Lord read a proclamation proclaiming the month of December 2003 as " 3D" (Drunk and Drugged Driving prevention awareness) Month in Beaumont and called on citizens to do their part to keep our streets safe, not only during the holidays but all year long. Accepting the proclamation was Karen Neild with the Beaumont Drug Free Commission. Ms. Neild told Council of her experience with an alcohol related accident involving her children and expressed the need for the community to be involved in educating children against drinking and driving and to teach the positive outcome of not drinking. Minutes-December 16,2003 Public Comment: Persons may speak on scheduled General Business Agenda Items 1 through 6 or on the Consent Agenda. None CONSENT AGENDA Approval of minutes - Minutes of December 9, 2003 Confirmation of committee appointments None Councilmember Cokinos moved to approve the Consent Agenda. Councilmember Beaulieu seconded the motion. AYES: MAYOR LORD,COUNCILMEMBERS SMITH,BEAULIEU,COKINOS,SAMUELAND PATTERSON NAYS: NONE MOTION PASSED Mayor Lord read the required legal notice of an Executive Session. GENERAL BUSINESS 1. Consider approving a resolution authorizing the City Manager to execute a contract for the Water Treatment Plant 14 MGD Expansion and Miscellaneous Improvements project - Resolution 03-271 Administration recommended approval of the contract with Craig, Sheffield and Austin, Inc., of Houston, Texas in the amount of$11,029,000.00. The MBE goal will be met through subcontracts with the certified MBE firms of Crouch KST, Medcalf Fab, and S&S Masonry for a total $1,530,743.00. This amount represents 13.9 percent of the total bid. The existing Water Treatment Plant built in the mid 1920's has been expanded over the years to its present 26 MGD rated capacity. The plant has been operating close to its capacity for the last two (2) summers. The recommended expansion and modifications are required to meet both the federal mandated treatment levels and those imposed by the Texas Commission on Environmental Quality. The improvements will be adequate to supply high quality water to the customers and satisfy the predicated municipal water requirements beyond the year 2020 planning period. Minutes-December 16,2003 Funds for the project will come from the Capital Improvements Fund and future bond sale proceeds. Councilmember Cokinos moved to approve RESOLUTION 03-271 AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT FOR THE WATER TREATMENT PLANT 14 MGD EXPANSION AND MISCELLANEOUS IMPROVEMENTS PROJECT. Councilmember Smith seconded the motion. AYES: MAYOR LORD, COUNCILMEMBERS SMITH, BEAULIEU, COKINOS, SAMUEL AND PATTERSON NAYS: NONE Councilmember Beaulieu wanted to know if this project would create local hiring opportunities or allow the involvement of local vendors? City Manager Kyle Hayes responded to the question by stating that there would be various local vendors involved. MOTION PASSED 2. Consider approving the purchase, installation and related training of Municipal Court software from SunGard HTE, Inc. (HTE) including a module to allow for online payments and consider approving the purchase of imaging software from Decision Management Corporation (DMC) - Resolution 03-272 Administration recommended authorization of such contracts with a proposed cost of $105,230.00 to HTE and $27,954.00 to DMC. Annual maintenance costs will be $15,950.00 for HTE and $5,700.00 for DMC after 90 to 120 days. The Texas State Legislature established a court technology fund which may be used only to finance the purchase of, or to maintain, technological enhancements for a municipal court. A court technology fee of$4.00 is received for every charge filed with the exclusion of some parking violations. Selected in 1990 as the City's primary financial software vendor, SunGard HTE currently provides numerous modules including Purchasing/Inventory, Payroll, Fixed Assets, Accounts Receivable, Cash Receipts,and others. The new HTE Municipal Court Software Module will have the ability to interface with the existing financial software and eliminate numerous manual processes currently being performed. It will also provide additional internal controls related to cash receipts and disbursements at Municipal Court. Decision Management Corporation (DMC) was selected as the City's imaging vendor in 2000 and is currently being utilized by the City Clerk, Accounting, Payroll, and Cash Management. The Municipal Court Imaging software will totally replace the current manual filing system. Approximately 60,000 files are maintained annually. This software will allow Minutes- December 16,2003 for immediate retrieval at all court workstations, which will provide for a streamlined process that dramatically improves customer service. Total costs of these enhancements are anticipated to be $133,184.00. Total annual maintenance for these enhancements will be $21,654.00. Funds are available in the Municipal Court Technology Fund to cover these costs. Councilmember Smith moved to approve RESOLUTION 03-272 TO CONSIDER APPROVING THE PURCHASE, INSTALLATION AND RELATED TRAINING OF MUNICIPAL COURT SOFTWARE FROM SUNGARD HTE,INC.(HTE)INCLUDING MODULE TO ALLOW FOR ONLINE PAYMENTS AND CONSIDER APPROVING THE PURCHASE OF IMAGING SOFTWARE FROM DECISION MANAGEMENT CORPORATION (DMC). Councilmember Beaulieu seconded the motion. AYES: MAYOR LORD, COUNCILMEMBERS SMITH, COKINOS, BEAULIEU, SAMUEL AND PATTERSON NAYS: NONE MOTION PASSED 3. Consider approving funding for the Beaumont Chamber of Commerce for economic development purposes for the period January 1, 2004 through December 31, 2004 - Resolution 03-273 Administration recommended funding for the Beaumont Chamber of Commerce in the amount of$ 55,000 for economic development purposes. The funds will be used for marketing Beaumont and business retention/recruitment efforts. Funds are budgeted and available for this economic development purpose in the FY 2004 General Fund budget. Councilmember Cokinos moved to approve RESOLUTION 03-273 TO CONSIDER APPROVING FUNDING FOR THE BEAUMONT CHAMBER OF COMMERCE FOR ECONOMIC DEVELOPMENT PURPOSES FOR THE PERIOD JANUARY 1, 2004 THROUGH DECEMBER 31, 2004. Councilmember Smith seconded the motion. AYES: MAYOR LORD, COUNCILMEMBERS SMITH, COKINOS, BEAULIEU, SAMUEL AND PATTERSON NAYS: NONE MOTION PASSED Minutes-December 16,2003 4. Consider approving funding for BUILD, Inc., Beaumont Main Street for downtown economic development purposes for the period January 1, 2004 through December 31, 2004 - Resolution 03-274 Administration recommended entering into a contract in the amount of $25,000.00 with BUILD, Inc., Beaumont Main Street to further economic growth in downtown Beaumont. The annual contribution from the City will be matched with other local funds and used to promote downtown business development and retention. Funds are budgeted and available for this economic development purpose in the FY 2004 General Fund budget. Councilmember Beaulieu moved to approve RESOLUTION 03-274 TO CONSIDER APPROVING FUNDING FOR BUILD, INC., BEAUMONT MAIN STREET FOR DOWNTOWN ECONOMIC DEVELOPMENT PURPOSES FOR THE PERIOD JANUARY 1,2004THROUGH DECEMBER 31,2004. Councilmember Smith seconded the motion. AYES: MAYOR LORD, COUNCILMEMBERS SMITH, COKINOS, BEAULIEU, SAMUEL AND PATTERSON NAYS: NONE MOTION PASSED 5. Consider approving a request for a historic preservation loan for repairs to the exterior of the house at 2494 South Street - Resolution 03-275 James and Theresa Mathews want to do exterior renovations to the exterior of the house at 2494 South. The Mathews are requesting $18,000.00. At this amount, the loan payments would be $300.00 per month for 5 years. At a Regular Meeting of the Historic Landmark Commission on December 8, 2003, the Commission voted 8:0 to approve the historic preservation loan request in the amount of $18,000.00. Councilmember Smith moved to approve RESOLUTION 03-275 TO CONSIDER APPROVING A REQUEST FOR A HISTORIC PRESERVATION LOAN FOR REPAIRS TO THE EXTERIOR OF THE HOUSE AT 2494 SOUTH STREET. Councilmember Beaulieu seconded the motion. AYES: MAYOR LORD, COUNCILMEMBERS SMITH, COKINOS, BEAULIEU, SAMUEL AND PATTERSON NAYS: NONE MOTION PASSED Minutes-December 16,2003 6. Consider approving a contract with Health and Safety Management of Beaumont for asbestos consulting services - Resolution 03-276 The City received twelve (12) proposals on Thursday, December 4, 2003, for a one year contractto provide licensed asbestos consulting services. The Texas department of Health requires that all public or commercial structures scheduled for renovation or demolition be surveyed by a licensed asbestos consultant. The consultant conducts environmental surveys to determine the presence of asbestos containing materials and monitors asbestos abatement projects to ensure that the abatement process meets all state and federal regulations. A per hour price was requested for a consultant, an inspector, and project and air monitoring services. In addition, prices were requested for various laboratory analysis of sample materials. Health and Safety Management submitted the low bid. During the past two years the city has expended $95,000.00 for asbestos abatement consulting services. Funds are provided in various departmental budgets, but the majority is expended from Building Services Division's budget and Community Development Block Grant Funds. (CDBG). Councilmember Smith moved to approve RESOLUTION 03-276 TO CONSIDER APPROVING A CONTRACT WITH HEALTH AND SAFETY MANAGEMENT OF BEAUMONT FOR ASBESTOS CONSULTING SERVICES.. Councilmember Beaulieu seconded the motion. AYES: MAYOR LORD, COUNCILMEMBERS SMITH, COKINOS AND BEAULIEU, SAMUEL AND PATTERSON NAYS: NONE MOTION PASSED WORK SESSION Receive report from Lamar University's Industrial Engineering class regarding a Keep America Beautiful litter survey Mayor Lord declared the Work Session open at 2:02 p.m. Jeremy Lee, member of the "Keep Beaumont Beautiful Project" made a Power Point presentation to City Council on the Keep Beaumont Beautiful Project. Minutes-December 16,2003 Councilmembers expressed comments concerning the enforcement of the litter control ordinance and litter control throughout the city. Mack Mitchell from the Clean Community Department explained to Council what his department is doing to enforce litter control. There being no further business, Mayor Lord closed the Work Session at 2:30 p.m. AUDIO TAPES ARE AVAILABLE UPON REQUEST IN THE CITY CLERK'S OFFICE COUNCILMEMBER COMMENTS COUNCILMEMBER BEAULIEU SHARED THAT SHE HAD A VERY POSITIVE EXPERIENCE AT THE NATIONAL LEAGUE OF CITIES CONFERENCE AND THAT SHE WAS HAPPY TO REPRESENT THE CITY. COUNCILMEMBER COKINOS - NONE COUNCILMEMBER SAMUEL STATED THAT HE WAS HONORED TO CHAIR THE NATIONAL PROGRAM COMMITTEE IN PREPARING FOR THE NATIONAL LEAGUE OF CITIES CONFERENCE AND WAS VERY PLEASED TO TAKE PART IN PUTTING TOGETHER A PROGRAM THAT ADDRESSES CONCERNS FROM CITIES AND TOWNS ACROSS THE COUNTRY. COUNCILMEMBER PATTERSON EXPRESSED HER DELIGHT IN ATTENDING THE NATIONAL LEAGUE OF CITIES CONFERENCE AND ANNOUNCED THAT SHE WAS RE-ELECTED TO THE NATIONAL BLACK CAUCUS OF LOCAL ELECTED OFFICIALS AS THE REGIONAL DIRECTOR FOR TEXAS,OKLAHOMA AND NEW MEXICO. COUNCILMEMBER PATTERSON ALSO CONGRATULATED OZEN HIGH SCHOOL STUDENTS ON RECEIVING TWO AWARDS FOR THEIR PARTICIPATION IN THE COMPETITIVE EVENTS IN HOUSTON. COUNCILMEMBER SMITH - NONE MAYOR LORD SHARED THAT SHE HELPED CONGRESSMAN NICK LAMPSON AT A HEAD START PROGRAM AND STATED THAT"IT WAS FUN". Public Comments (Persons are limited to three minutes) NONE CITY MANAGER, KYLE HAYES PROPOSED TO HAVE THE NEXT MEETING OF CITY COUNCIL ON JANUARY 6, 2004. COUNCIL AGREED, BUT STATED THAT IF ANY PRESSING BUSINESS AROSE BEFORE THAT TIME COUNCIL WOULD MEET AT THAT TIME. Minutes-December 16,2003 Mayor Lord on behalf of Council wished everyone a Merry Christmas and a Happy and Prosperous New Year. There being no further business, the meeting adjourned at 3:00 p.m. Audio tapes are available upon request in the City Clerk's Office. Mayor Evelyn ord Cityberk'gobtfice Minutes-December 16,2003