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HomeMy WebLinkAboutMIN NOV 01 2011 M I N U T E S - CITY OF BEAUMONT W.L.Pate,Jr.,At-Large BECKY AMES, MAYOR Gethrel Wright,At-Large Dr.Alan B.Coleman,Ward I CITY COUNCIL MEETING Michael D.Getz,Ward 11 Audwin Samuel,Ward III November 1,2011 Jamie Smith,Mayor Pro Tom Tyrone E.Cooper,City Attorney Kyle Hayes, City Manager Tina Broussard,City Clerk The City Council of the City of Beaumont, Texas, met in a regular session on November 1, 2011, 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 1-4/Consent Agenda Consent Agenda Mayor Ames called the council meeting to order at 1:30 p.m. Reverend James Blackwell of South Park Baptist Church gave the invocation. Mayor Ames led the Pledge of Allegiance. Roll call was made by Tina Broussard, City Clerk. Present at the meeting were Mayor Ames, Councilmembers Coleman, Getz, Wright, Pate and Samuel. Absent: Mayor Pro Tern Smith. Also present were Kyle Hayes, City Manager; Tyrone Cooper, City Attorney; Tina Broussard, City Clerk. Mayor Pro Tern Smith was absent due to work. Proclamations, Presentations, Recognitions "National Adoption Day" - November 20, 2011 - Proclamation read by Councilmember Getz; accepted by Jennifer Vincent, Texas Department of Family and Protective Services, and staff members Public Comment: Persons may speak on scheduled agenda items 1-4/Consent Agenda. None Mayor Ames read the announcement regarding Executive Session being held at the conclusion of the General Business portion of the meeting. CONSENT AGENDA Approval of minutes— October 25, 2011 Minutes—November 1,2011 Confirmation of committee appointments — Resolution 11 — 308 Marsha Normand-Attomey would be appointed to the Historic Landmark Commission. The term would commence November 1, 2011 and expire October 31, 2013. (Mayor Becky Ames) LinMarie Garsee would be appointed to the Historic Landmark Commission. The term would commence November 1, 2011 and expire October 31, 2013. (Councilmember Gethrel Williams-Wright) Valerie Linton would fill the unexpired term of Ymelda Vaughan on the Convention and Tourism Advisory Board. The term would commence November 1, 2011 and expire September 5, 2013. (Councilmember Gethrel Williams-Wright) — Resolution 11-309 Hubert Oxford, IV would be reappointed to the Civil Service Commission. The current term would expire October 4, 2014. (Kyle Hayes, City Manager) Mel Wright would be reappointed as Ex-officio of the Convention and Tourism Advisory Board. The current term would expire October 18, 2013. (Mayor Becky Ames) Rocky Chase would be reappointed as Ex-officio of the Convention and Tourism Advisory Board. The current term would expire October 18, 2013. (Mayor Becky Ames) Dr. Richard Leblanc would be reappointed as Ex-officio of the Convention and Tourism Advisory Board. The current term would expire October 18, 2013. (Mayor Becky Ames) Judy Linsley-Historian would be reappointed to the Historic Landmark Commission. The current term would expire September 10, 2013. (Mayor Becky Ames) Norma Sampson would be reappointed to the Community Development Advisory Board. The current term would expire September 3, 2013. (Mayor Becky Ames) A) Recertify the Small Business Revolving Loan Fund Plan — Resolution 11 — 310 B) Authorize the City Manager to sign an agreement with the South East Texas Regional Planning Commission related to emergency notifications — Resolution 11 — 311 C) Authorize the acceptance of a ten foot wide exclusive water line easement located at 8200 Highway 105 — Resolution 11 — 312 Councilmember Pate made a motion to approve the Consent Agenda. Councilmember Samuel seconded the motion. AYES: MAYOR AMES, COUNCILMEMBERS COLEMAN, GETZ, WRIGHT, PATE AND SAMUEL NAYS: NONE MOTION PASSED Minutes—November 1,2011 GENERAL BUSINESS 1. Consider authorizing the City Manager to accept funding for the City of Beaumont in the amount of$2,500,000 through the Department of Homeland Security Supplemental 2011 Port Security Grant Program (PSGP), and enter into a memorandum of understanding with Jefferson County to facilitate expenditure of the grant funding through the PSGP fiduciary process. Administration recommended approval. The 800MHz radio system is used by EMS, Fire, Police and numerous other departments throughout the City for daily communications. The system was initially brought into service in 2001 and is shared with Jefferson County, Hardin County, the cities of Groves, Nederland, Port Arthur, Port Neches, the Port of Beaumont and Lamar University's Police Department. The State of Texas Statewide Communications Interoperability Plan (SCIP), adopted by the Governor's Office on November 26, 2007 and approved by the U.S. Department of Homeland Security on April 4, 2008 requires Texas agencies to be fully "Project 25 compliant(P25) by January 1, 2015. Project 25 implements a digital "suite of standards" for radio systems that ensures any P25 radio can talk to any P25 radio system regardless of manufacturer. Our current system is not capable of P25 compliance and will require upgrades to meet the new standard. We have been working towards compliance for several years and have a plan in place to attain compliance by the January 1, 2015 deadline. The City was awarded funds in the amount of$2,500,000 for a "SmartX"communications switch which will upgrade the core of the 800 MHz radio system. This will put the foundation in place for the further upgrades necessary to meet the P25 standard. Funding from the 2011 PSGP is provided to this region as a lump sum to be distributed to the eligible agencies through one fiscal entity. Jefferson County assumed this fiduciary role at the request of the U.S. Coast Guard. The memorandum of understanding formally describes each party's responsibilities. The agreement is attached for your review. No match is required by the City. COuncilmember Samuel moved to APPROVE A RESOLUTION THAT THE GrrY MANAGER SE AND HE 13 HEREBY AUTHORIZED TO RECEIVE FUNDING IN THE AMOUNT OF $2,5N,000 THROUGH THE DEPARTMENT OF HOMELAND SECURITY SUPPLEMENTAL 2011 PORT SECURITY GRANT PROGRAM (PSGP). Councilmember Pate seconded the motion. AYES: MAYOR AMES, COUNCILMEMBERS COLEMAN, GETZ, WRIGHT, PATE AND SAMUEL NAYS: NONE Minutes—November 1,2011 MOTION PASSED Resolution 11 - 313 2. Consider amending an agreement with Johnson Controls Incorporated to determine the feasibility of automatic water meter reading technologies. Administration recommended Council approve an amendment to the Project Development Agreement with Johnson Controls Incorporated (JCI) expanding the scope of work to include conducting a detailed evaluation meter data acquisition system to determine the feasibility of automatic water meter reading(AMR)technologies for the City of Beaumont at an estimated cost of$130,000. On November 17, 2009 by Resolution No. 09-347, the Council approved an agreement with Johnson Controls Incorporated to conduct an assessment of city-owned facilities to ascertain potential energy savings measures in areas such as heating, air conditioning, and lighting. The proposed amendment will expand the scope of work to include a detailed evaluation of the City's utility water meters to determine the operational expenditures and characteristics of the meter data collection system and to identify improvements and operational efficiency measures, as well as potential improvements in the infrastructure which would provide future savings to the City, improve efficiency of the system, and maximize the quality of customer service. Based on the system's identified accuracy, possible recommendations from the evaluation would include water meter infrastructure upgrades and/or automatic meter reading (AMR). An initial sample review of the water meters, infrastructure, and data collection system was conducted earlier this year. The results indicated a need for this more detailed evaluation. Funds are available in the Water Utilities Fund and from an Energy Efficiency Grant previously awarded. Councilmember Samuel made a motion to APPROVE A RESOLUTION THAT THE CITY MANAGER BE AND HE IS HEREBY AUTHORIZED TO EXECUTE AN AMENDMENT TO THE CONTRACT WITH JOHNSON CONTROLS,INCORPORATED,EXECUTED ON NOVEMBER 24,2W9,TO EXPAND THE SCOPE OF WORK TO INCLUDE CONDUCTING A DETAILED EVALUATION OF THE METER DATA ACQUISITION SYSTEM TO DETERMINE THE FEASIBILITY OF AUTOMATIC WATER METER READING(AMR)TECHNOLGIES FOR THE CITY OF BEAUMONT AT AN ESTIMATED TOTAL EXPENDITURE OF $130,000. Councilmember Wright seconded the motion. AYES: MAYOR AMES, COUNCILMEMBERS COLEMAN, GETZ, WRIGHT, PATE AND SAMUEL NAYS: NONE MOTION PASSED Resolution 11 - 314 Minutes—November 1,2011 3. Consider approving a contract for the purchase of lubricants for city vehicles and equipment. Administration recommended the award of a contract to Tri-Con Inc., of Beaumont, in the estimated amount of$106,788.75. Bids were solicited for a six (6) month contract to supply lubricants for various City departments. The contract specifies that the awarded bidder shall provide approximately 12,150 gallons of various lubricants at fixed costs for use by various City departments in maintaining vehicles and equipment. Specifications allow for a six (6) month contract extension upon the expiration of the initial six (6) month contract term at the same pricing as awarded herein. Bids were solicited from nine (9) vendors with three (3) responses. One bid did not meet specifications and was not considered for award. Tri-Con Inc. was the low responsive bidder. The products bid by Tri-Con Inc. have been reviewed by Fleet Personnel and meet specifications set forth in the bid. Funds are available for this expenditure in the user Departments' operating budgets. Councilmember Wright made a motion tO APPROVE A RESOLUTION THAT THE CITY MANAGER BE AND HE IS HEREBY AUTHORIZED TO EXECUTE A CONTRACT WITH TRI-CON, INC., OF BEAUMONT, TEXAS. Councilmember Coleman seconded the motion. AYES: MAYOR AMES, COUNCILMEMBERS COLEMAN, GETZ, WRIGHT, PATE AND SAMUEL NAYS: NONE MOTION PASSED Resolution 11 - 315 4. Consider approving change order number one for the rehabilitation of eight properties associated with the Neighborhood Stabilization Program. Administration recommended approval of Change Order Number One in the amount of $72,783.70 for additional windstorm requirements. In response to the recent decline of property values and mortgage foreclosures across the country, the U.S. Department of Housing and Urban Development (HUD) developed the Neighborhood Stabilization Program (NSP), in order to assist with the revitalization and stabilization of impacted communities. The NSP was designed to provide targeted assistance to State and local Governments to acquire and redevelop abandoned and/or foreclosed homes and residential properties that might otherwise become sources of blight within the neighborhoods. Minutes—November 1,2011 The City of Beaumont received a grant in the amount of $1,125,873 to purchase, rehabilitate, and sell affordable housing to low income citizens. With these funds the City has purchased eight (8) homes which are ready to rehabilitate. Council approved the award of contracts to NVT Construction and B&B Construction for the rehabilitation of these eight (8) structures on July 26, 2011 with Resolution 11-209. Faust Engineering changed the scope of work required for the windstorm inspection on the eight(8) structures after the award of the contracts. A new scope of work was provided to the Contractors on Septgmber 28,2011. Both Contractors submitted change orders for the new scope of work. NVT Construction is requesting $23,505 for the additional work on the four (4) structures they were awarded. B&B Construction is requesting$49,278.70 for the additional work on their four (4) structures. B&B Construction had made substantial progress on their four homes before the scope of work changed, which required more costly repairs. The additional funds are available from the U.S. Department of Housing and Urban Development and require no matching funds from the City. COuncilmember Pate made a motion to APPROVE A RESOLUTION THAT THE CITY MANAGER BE AND HE IS HEREBY AUTHORIZED TO EXECUTE CHANGE ORDER NO. 1 FOR ADDITIONAL WORK FOR THE REHABILITATION OF EIGHT (8) PROPERTIES UNDER THE NEIGHBORHOOD STABILIZATION PROGRAM,THEREBY INCREASING THE CONTRACT AMOUNT BY$72,783.70 FOR A TOTAL CONTRACT AMOUNT OF$537,628.62. Councilmember Samuel seconded the motion. AYES: MAYOR AMES, COUNCILMEMBERS COLEMAN, GETZ, WRIGHT, PATE AND SAMUEL NAYS: NONE MOTION PASSED Resolution 11 - 316 WORKSESSION Review and discuss renovation plans for the Miller Library Brenda Beadle, Capital Projects Manager discussed the following renovation plans for the R.C. Miller Library: The Proposed Interior Renovations: Relocating and enlarging the children's area Relocation of the technology area for easier access and visibility A new family restroom within the library An update of the colors and carpet Interior Renovations Reposition information and check out station so it provides a more welcoming atmosphere New computer work stations, tables and chairs Repurpose shelving Minutes—November 1,2011 Exterior Improvements Extend drive on north side to Dowlen Rd. New book drop Additional staff parking and exterior lighting Project costiftimeline The library will close January 30, 2012 Estimated completion time - 6 months Project cost - $660,000 COUNCILMEMBER COMMENTS MAYOR PRO TEM SMITH - ABSENT COUNCILMEMBER SAMUEL- ANOTHER GREAT DAY IN BEAUMONT COUNCILMEMBER PATE- ANOTHER GMAT DAY IN BEAUMONT, REMINDED CITIZENS ABOUT NEIGHBORHOOD ASSOCIATIONS AND BECOMING A PART Of AN ASSOCIATION IN THEIR AREA COUNCILMEMBER WRIGHT- OFFERED APOLOGIES FOR NOT BEING AT THE OFFICERS PROMOTIONS, CONGRATULATED TIM OCNASCHEK, DEAN CROOKS, AND JASON PLUNKETT, ALSO ANNOUNCED THAT MCCABE ROBERTS AVENUE UNITED METHODIST CHURCH, 1205 ROBERTS AVE.,WILL BE HAVING AN APPROPRIATION BANQUET, SATURDAY, NOVEMBER 5, 2011, 5:00 P.M., DONATIONS ARE$25.00 COUNCILMEM13ER GETZ- CONGRATULATED THE POLICE OFFICERS THAT WERE PROMOTED, UNABLE TO ATTEND DUE TO WORK COUNCILMEMBER COLEMAN - COMMENTED ON THE 5K WALK ON SATURDAY, OCTOBER 28,2011,THERE WERE OVER 2,000 PEOPLE WALKING FOR THE AMERICAN CANCER SOCIETY "MAKING STRIDES AGAINST BREAST CANCER"THIS WAS THEIR FIRST YEAR AND THEY WERE VERY EXCITED REGARDING THE TURN OUT,ALSO COMMENTED ON DINOSAUR DAY, EAT A BUG AND THE EXHIBITS AT THE ART MUSEUM IN DOWNTOWN BEAUMONT OVER THE WEEKEND CITY ATTORNEY COOPER- NONE CITY MANAGER HAYES- NONE MAYOR AMES - COMMENTED ON ALL OF THE ACTIVITIES IN DOWNTOWN BEAUMONT,DINOSAUR DAY, EAT A BUG AND THE EXHIBITS AT THE ART MUSEUM, ALSO THANKED STAFF FOR THE WORKSESSION ON THE RENOVATIONS OF THE R.C.MILLER LIBRARY, CONGRATULATED LIEUTENANT'S OCNASCHEK, PLUNKETT AND CROOKS ON THEIR PROMOTIONS,AS WELL Minutes—November 1,2011 AS THE EVENT HELD By HARBOR HOSPICE OVER THE WEEKEND,EXTENDED CONDOLENCES TO BARBARA LIMING, FORMER CITY CLERK, ON THE PASSING OF HER HUSBAND Public Comments (Persons are limited to three minutes) None Open session of meeting recessed at 2:12 p.m. EXECUTIVE SESSION Consider matters related to contemplated or pending litigation in accordance with Section 551.071 of the Government Code: Jefferson County Jail Rates There being no action taken in Executive Session, Council adjourned. Audio available upon request in the City Clerk's Office. Becky A yor Tina Broussard, City Clerk Minutes—November 1,2011