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PACKET APR 19 2016BEAUMONT TEXAS REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS APRIL 19, 2016 1:30 P.M. CONSENT AGENDA Approval of minutes — April 12, 2016 Confirmation of committee appointments Marty Craig -Planning Commission Representative would be reappointed to the Historic Landmark Commission. The current term would expire April 7, 2018. (Mayor Becky Ames) A) Approve a resolution authorizing the award of a three year contract for plumbing services to All Star Plumbing, Inc. of Beaumont B) Approve a resolution authorizing the award of a contract to Dowlen Road Veterinary Center of Beaumont for veterinary services at Beaumont Animal Services C) Approve a resolution authorizing the sale of City owned property located at 978 Fulton Avenue to Kevin Roy D) Approve a resolution nominating Lauren Mason to serve as a member of the Board of Directors of the Jefferson County Appraisal District RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the following reappointment be made: Reappointment Commission Beginning Expiration of Term of Term Marty Craig -Planning Historic Landmark Commission 04/19/2016 04/07/2018 Commission Representative PASSED BY THE CITY COUNCIL of the City of Beaumont this the 19th day of April, 2016. - Mayor Becky Ames - IIICH WITH OPPORTIIHITT 11(EA11110N * 'T' • E • X • A - S City of Beaumont Beaumont, Texas LOCAL BIDDER CONSIDERATION CERTIFICATION Certificate of Information: The undersigned does hereby affirm that the information supplied is true and correct as of the date hereof, under penalty of perjury. City Bid Number/Quote for which the local preference is requested: d ro -3ad / l� City Bid or Quote Number Q . 9TA& 0/ka, Aii7a,, L Pri t Bidder's Company Name Print.Atamfe of B '7 26,/6- 11 Date THE STATE OF TEXAS § COUNTY OF JEFFERSON § Appeared before me the above-named i/ , known to me to be the same, and swore that the information provided in response to the foregoing questions are true and correct to the best of his/her knowledge and belief, this zz L day of 20 Boswell ELosC4uMey comr1oss'ioa Expires 09-19-2017 Form Revised 4/1/13 /bd C\. Notary--15u@1'C, State of Texas L'�n Printed Name \—I%, Z c� Commission Expires (Date) Local Vendor Preference Information for Bid Specifications (Revised 4/1/13 /bd) - Page 5 of 5 RICH WITU OPPORTUNITY Citof Beaunt 111EAiUM011* Beaumont, Te as T•E ,X•A,S LOCAL BIDDER CONSIDERATION CLAIM FORM Form Revised 4/1113 rbd Sections 271.905 and 271.9051 of the Texas Local Government Code authorize a municipality to consider a vendor's location in the determination of a bid award if the lowest bid received is from a business outside the municipality and contracting with a local bidder would provide the best combination of price and other economic benefits to the municipality. The City of Beaumont has determined that the allowable preference shall be applied to local vendor bids for the purposes of evaluation when in the best interest of the City to do so. This request form and any attachments must be submitted with bid package to be considered by the City of Beaumont Questions should be addressed to the Purchasing Division at 409-880-3720. Exclusions to the local preference include those purchases that are: sole -source, emergency, federally -funded, cooperative contracts, Requests for quote or Proposal, or via interlocal Agreement as well as telecommunication services. The City reserves the right to accept or reject any bid or combination of bids. The City requires the information below for consideration of a local bidder preference. (Information may be submitted in an attachment to this form.) 1) Location Eligibility: Principal place of business in Beaumont, Texas. Principal place of business is defined herein as: Business must own or lease a commercial building or space within the corporate city limits of Beaumont, which is used as a home base for 25% or more of Its Inventory and workforce. Business must be In operation for at least two (2) years. A location utilized solely as a post office box, mall drop, or telephone message center, and without any substantial work function or inventory, does not qualify. a) If yes, Identify name of Business/DBA, address, and business structure (sole proprietorship, partnership, corporation, or other). Business Structure: Sole Proprietorship Partnership V� Corporation Other b) Name and cigr of Name: City of Resldence 2) General Business Information: officers, as applicable. a) Year business established (Beaumont location) /if 1 lew /. b) Most recent property tax valuation of real and personal property. (Please attach.) $ tip es`'�. c) Annual taxable sales (originating In Beaumont). $ 61-�; DD 0 e . d) Is business current on all property and sales taxes at the time of this claim? YES NO a" e) Total number of current employees: .1 9 Number of Beaumont -resident employees: '16 3) Economic Development benefits resulting from award of this contract: a) WIII award of this contract result In the employment/retention of residents of the City of Beaumont? YES NO b) Number of additional jobs created: or retained for Beaumont resident -employees: �U c) Will subcontractors with principal places of business in the City of Beaumont be utilized? YES NO d) Local subcontractors utilized, if applicable. Name, location, and contractvalue for each. Name: E Address: Contract Value: $ e) Will award of this contract result in increased tax revenue to the City? YES NO 0 If Yes, check types of taxes. Property Taxes Sales Taxes Hotel Occupancy Taxes g) Other economic development benefit deemed pertinent by applicant Local Vendor Preference Information for Bid Speciflcatlons (Revlsed 4/1/13 /bd) - Page 4 of 5 RESOLUTION NO. WHEREAS, bids were solicited for a one (1) year contract, with two (2) one (1) year renewal options, to provide assorted plumbing services at fixed hourly rates and plumbing materials at a fixed percentage markup to maintain City plumbing systems; and, WHEREAS, All Star Plumbing, Inc., of Beaumont, Texas, submitted a bid in the estimated amount of $95,880 per year in the unit amounts shown on Exhibit "A," attached hereto; and, WHEREAS, City Council is of the opinion that the bid submitted by All Star Plumbing, Inc., of Beaumont, Texas, should be accepted; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the statements and findings set out in the preamble to this resolution are hereby, in all things, approved and adopted; and, THAT the bid submitted by All Star Plumbing, Inc., of Beaumont, Texas, for a one (1) year contract, with two (2) one (1) year renewal options, to provide assorted plumbing services at fixed hourly rates and plumbing materials at a fixed percentage markup to maintain City plumbing systems, in the estimated amount of $95,880 per year pursuant to the unit amounts shown in Exhibit "A," attached hereto, be accepted by the City of Beaumont; and, BE IT FURTHER RESOLVED THAT the City Manager be and he is hereby authorized to execute a contract with All Star Plumbing, Inc., of Beaumont, Texas, for the purposes described herein. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 19th day of April, 2016. - Mayor Becky Ames - BEAUMONT T I. A I- - CITY OF BEAUMONT, BEAUMONT, TEXAS PURCHASING DIVISION BID TABULATION Bid Name: TRI -ANNUAL CONTRACT FOR PLUMBING SERVICES Bid Number: BF0316-23 Bid Opening: 2:00 PM THURSDAY, APRIL 7, 2016 Contact Person: Robert (Bob) Hollar, Buyer II rhollar(abeaumonttexas.gov Phone: 409-880-3758 Vendor $56,700.00 ALL STAR BIG THICKET PLUMBING City / State $23,000.00 Total Equipment Rental $4,000.00 BEAUMONT Total Bid $95,880.00 KOUNTZ ITEM DESC QTY. Unit Price Extended Price Unit Price Extended Price 1 RATE PER HOUR - PLUMBER 1100 $52.15 $57,365.00 $47.00 $51,700.00 2 RATE PER HOUR - HELPER 250 $18.00 $4,500.00 $20.00 $5,000.00 3 PLUMBER -OVERTIME 100 $52.15 $5,215.00 $60.00 $6,000.00 4 HELPER - OVERTIME 100 $18.00 $1,800.00 $ 30.00 $ 3,000.00 5 EMERGENCY -PLUMBER $52.15 $60.00 7 EMERBENCY-HELPER $18.00 $30.00 8 MATERIALS MARKUP ($20,000) 9 MARKUP VALUE 15% $23,000.00 15% $23,000.00 10 EQUIP RENTAL ($4,000) 1 1 IMARKUP VALUE 0% 1 $4,000.00 1 5% $4,600.00 Bid Summary Total Straight Time $61,865.00 $56,700.00 Total Overtime $7,01 5.00 $9,000.00 Total Materials Value $23,000.00 $23,000.00 Total Equipment Rental $4,000.00 $4,600.00 Total Bid $95,880.00 $93,300.00 Local Vendor Preference (5% Net Bid) $91,086.00 no response:Connor, Jim Snell, B.K. Mechanical, F F� 1 11111111 11! 1111,, Ilt, 4 1M.#_W►y TO: City Council FROM: Kyle Hayes, City Manager c PREPARED BY: Laura Clark, Chief Financial Officer DOS MEETING DATE: April 19, 2016 REQUESTED ACTION: Council consider a resolution approving the award of contract to Dowlen Road Veterinary Center of Beaumont in the estimated amount of $31,600 for veterinary services at Beaumont Animal Services. BACKGROUND Requests for Proposal (RFP) were provided to thirteen local veterinarians. One response was received. A panel of City staff has reviewed and scored the response per criteria provided in the RFP. The panel's score is attached. Veterinary services are required at Animal Services to assess the health of the animals. If additional veterinary care is required the contractor will provide those services at the Animal Shelter or at their veterinary clinic. The Veterinarian will visit the Animal Shelter three (3) times a week. The City will pay the Veterinarian, $2,400 per month for this service. Any additional services will be charged on an as needed basis per the pricing provided in the response. The contract is for one (1) year. At the end of one (1) year, the City may renew the contract for three (3) additional, one (1) year periods. FUNDING SOURCE General Fund -Animal Services Division. RECOMMENDATION Approval of the resolution. RFP Name: RFP Number: RFP Opening Date Veterinary Services PF0216-07 March 3, 2016 Vendor Name Criteria Description Maximum Points Dowlen Rd. Veterinary Center Beaumont, Tx. Price 40 35 Experience in shelter management 30 25 Previous contracts with a governmental agency 20 0 Ability to provide usage report 10 10 Total 100 70 RFP PRICING SHEET PRICING SHEET RFP FOR VETERINARY SERVICES (RE -BID) RFP No. PF0216-07 DESCRIPTION PRICING 1. RABIES VACCINATION — Dog$ �/ea. Cat $ r / /ea. 2. SPAY -- Small Dog $ /ea. Medium Dog ri $ /ea. Large Dog $ /ea. Cat $ /ea. 3. NEUTER — Small Dog $ /ea. Medium Dog a $ /ea. Large Dog $ /ea. Cat $ /ea. 4. In -Office Exams Sap— A d'1 $ /Hour S. Kennel Fees/Overnight Stay $ /Hour 6. Monthly Report of Services Provided YES NO INSERT RESPONDER'S COMPANY NAME: 4L -16- cif ed I 16- I h/7 da d e' cl 1411) 4h 15 P r�P D Cuc_ Beaumont Texas Formal RFP # PF0216-07 Due Date: 03/03/2016 At 2:00 PM Dowlen Road Veterinary Center RFP Reference Page 16 of RFQ Bid Pricing Sheet Appendix 1 Page 1 of 2 The reason for offering this spreadsheet addendum price listing is to give cost options for items listed on the request for proposal specification, Page 8 Section 11. Scope of Work, Item B. Spay/Neuter Surgeries. (Which I have copied below for your convenience) B. Spay/Neuter Surgeries: Contractor will provide complete basic spay/neuter surgeries for all dogs and cats (8 weeks of age and older and/or at least 2 lbs.) as requested by Beaumont Animal Services (BAS) Basic spay/neuter surgery shall include but not be limited to the following: 1. Pre -surgery examination * (which may include blood work, parasite check, PVC, and total solids testing and/or urine specific gravity testing). 2. Pre -surgery analgesics 3. Anesthesia 4. Performance o surgery with post— operative painkiller 5. Removal of sutures after surgery *Not clarified under pre—surgical examination the extent of the Blood work, So, included the most comprehensive profile (and expensive) Definitions: 1. Basic Surgery (BSx) - Basic Surgery (BSx) includes pre -surgical Examination by a veterinarian, anesthesia and suture removal. 2. Pain - Pain Package includes pre and post analgesics as mentioned in items 2 and 4 above 3. Parasite Package— Parasite check, Canine— heartworm and fecal test, Feline— Leuk/Aids and Fecal Test. Comment: Many shelters offer the basic surgery option only due to cost. I separated all options so you can decide overall or individually the best options for (BAS). Dr. Kelley Kays and Dowlen Road Veterinary Center recommend a package including the Basic Surgery, as defined on the Spreadsheet Addendum 1— Page 2 of 2 with the additional Pain Package and Parasite package. See the next page for individual pricing. vcaunwn. IcndJ r'u1111di rRr H rrVL10-vr Due Date: 03/03 16 2:00 PM Dowlen Road Ve..rinary Center Appendix 1 Page 2 of 2 Spay Weight Ranges Defined Small Do - 1 to 25 lbs 1®211-asite lyaity Basic Surgery with I ialsic Sttrgery (BSx) Basic surgery Parasite check, Canine includes pre -surgical with Pre and post heartworm and fecal , Examination" by Doctor " , analgesics - add Feline- Leuk/Aids and anesthesia and suture removal $20.00 Fecal BSx add $35.00 $70.00 $90.00 $105.00 Bloodwork Basic Surgery with Profile bloodwork and urinalysis blood work "PCV, and Total solids testing and/or urinalysis. Add max fee of $120.00 $190.00 11' Von choose all the Options, Basic Surgery including: 41 Pre -surgical examination, (including, profile bloodwork, parasite check, pev, and total soldis testing and/or urine spedific gravity testing) 92 Pre -surgery analgesics, #3 Antesthesia, #4 Preformance of surgery with post operation pain killer, #5. Removal of sutures afer surgery $245.00 D> K,mji suggests the package which includes, BSx +pain $20.00, + parasite $35.00 $125.00 Med. Do - 26 - 49 lbs $75.00 $95.00 $110.00 $195.00 $250.00 $130.00 Large Do - Over 50 lbs $80.00 $100.00 $115.00 $200.00 $255.00 $135.00 Feline - All Weights $65.00 $85.00 $100.00 $185.00 $240.00 $120.00 $175.00 Neuter Small Do - I to 25 lbs $70.00 $90.00 $105.00 $190.00 $125.00 Med. Do -26-49 lbs $75.00 $95.00 $110.00 $195.00 $250.00 $130.00 Laze Do - Over 50 lbs $80.00 $100.00 $115.00 $200.00 $255.00 $135.00 Feline - All Weights $50.00 $70.00 $85.001 $170.001 $225.001 $105.00 Suggested by Dr. Kays, if cost is the primary factor, is the "Basic Surgery" , as in Column 1, this is the option often choosen by other rescue organizations. Dr. Kays also suggests for throughness the package in the last column of the spreadsheet, "Dr. Kays suggest" This Bid includes all of the above options or any combination there of. City of Beaumont — RFP PF0216-07 Veterinary Services Request for Proposal — Dowlen Road Veterinary Center, P.C. RFP Pricing Sheet Appendix: 2 RFP Pricing Sheet Appendix: 2 for - #4 in- office exams - $300.00 per hour. The $300.00 per hour professional fee will cover a broad range of items as listed in your Specification Section, however that fee will not be charged if performing the treatments listed on the RFP Pricing sheet P.16 and the Appendix(s) 1,2,3. 1 am assuming you were requesting the fee for traveling to your office, thus the in office hourly fee is $300/hour, as well as many of the items listed on Scope of Work as noted below. Example: If performing services such as rabies vaccinations — or other veterinary services, the 300.00 per hour veterinary fee can be reduced by those services: Example: If I make a trip to shelter and administer 20 rabies at 15.00 each = 300.00, that would be my fee if it only took 1 hour. Referring back to Request for Proposal Specification Page 9 of Bid Request C Additional Services as Required: 1. Perform visual inspections, examinations and treatments at all levels of care of animals brought into or held in the shelter and ensure the overall health and care of the animals a minimum of three (3) times per week. 2. Provide emergency veterinary treatment to animals as needed 3. Provide Prescriptions, rabies, and core vaccinations for current in —shelter animals, adopted animals and reclaimed animals as needed as requested by Animal Shelter Director 4. Provide guidance and advice to staff on treatment and care of sick or injured shelter animals 5. Advice and make recommendations in quarantines and regulations governing the health of animals. 6. Advise and make recommendations in quarantines and regulations governing the health of animals 7. Serve as a consultant on control practices for diseases and public health problems 8. Serve as a member of the Animal Health Advisory Committee 9. Provide veterinarian consultation on controlled substances and the ability to make available controlled substance that support Shelter operations. City of Beaumont — RFP PF0216-07 Veterinary Sevices Request for Proposal Dowlen Road Veterinary Center, PC. Appendix — 3 Page 1 of 1 Bid Pricing Sheet - #5 Kennel Fees / Overnight Stay Dowlen Road Veterinary Center does not charge by the hour for Kennel Fee/Overnight Stay. We charge per night per the weights below. A) Kennel Fees/ Overnight stay price per weight per night Small Dog - 1-25 lbs ......................$18.00 per night Med Dog - 26 -49 lbs .....................$19.00 per night Large Dog — Greater than 50 lbs ... $21.00 per night Cat ( All weights) ............................$18.00 per night RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be and he is hereby authorized to execute an annual award letter, with three (3) one (1) year renewal options, with Dowlen Road Veterinary Center, of Beaumont, Texas, for veterinary services at the City of Beaumont Animal Shelter in the estimated amount of $31,600 per year. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 19th day of April, 2016. - Mayor Becky Ames - c am] i Al[A T E X A S TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officer MEETING DATE: April 19, 2016 REQUESTED ACTION: Council consider a resolution approving the sale of City owned property located at 978 Fulton Avenue to Kevin Roy in the amount of $2002. BACKGROUND Information about the sale of this property was provided to approximately one hundred (100) potential bidders. A minimum bid of one thousand four hundred and seventy dollars ($1,470) was required. Two (2) responses were received and the bid tab is attached. The description of the property is as follows: Address: 978 Fulton Avenue Legal: Lot five (5), Block twenty (20), Oakwood addition Zoning: RM -H, Residential Multiple Family Highest Density District Acreage: 0.1607 acre tract FUNDING SOURCE Not Applicable RECOMMENDATION Approval of the resolution. Bid Number: PF0316-10 Bid Name: Sale of City Owned Property Located at 978 Fulton Ave, Beaumont, Texas. Bid Opening Date: April 7, 2016 Kevin Roy Karl K. Roy Beaumont, TX Beaumont, TX Description Amount Amount Sale of City owned property 978 Fulton $2,002.00 $1,470.00 * Bid response does not meet specifications. No signature RESOLUTION NO. WHEREAS, on April 7, 2016, the City of Beaumont received bids for the sale of City -owned surplus property; and WHEREAS, the City of Beaumont received a bid from the following bidder in the amount shown: ; and, Purchaser: Kevin Roy Amount: $2,002.00 Address: 978 Fulton Avenue Legal: Lot Five (5), Block Twenty (20), Oakwood Addition Zoning: RM -H Residential Multiple Family -Highest Density District Acreage: 0.1607 acre tract WHEREAS, the land is no longer needed for the use of citizens as a road, nor does it have a potential for park, conservation, recreation or similar purposes; and, WHEREAS, the City of Beaumont wishes to sell the above property as shown; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the statements and findings set out in the preamble to this resolution are hereby, in all things, approved and adopted; and, THAT the City Manager be and he is hereby authorized to execute a Special Warranty Deed for the sale of the above-described property as shown. The Special Warranty Deed is substantially in the form attached here to Exhibit "1" and made a part hereof for all purposes. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 19th day of April, 2016. - Mayor Becky Ames - NOTICE OF CONFIDENTIALITY RIGHTS: IF YOU ARE A NATURAL PERSON, YOU MAY REMOVE OR STRIKE ANY OR ALL OF THE FOLLOWING INFORMATION FROM THIS INSTRUMENT THAT TRANSFERS AN INTERST IN REAL PROPERTY BEFORE IT IS FILED FOR RECORD IN THE PUBLIC RECORDS: YOUR SOCIAL SECURITY NUMBER OR DRIVER'S LICENSE NUMBER. THE STATE OF TEXAS X COUNTY OF JEFFERSON X KNOW ALL MEN BY THESE PRESENTS: SPECIAL WARRANTY DEED That, CITY OF BEAUMONT, a municipal corporation, domiciled in County of Jefferson, State of Texas, hereinafter called GRANTOR for and in consideration of the sum of TWO THOUSAND TWO DOLLARS AND NO/100 ($2,002.00) DOLLARS and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, has GRANTED, SOLD and CONVEYED, subject to the reservations and exceptions hereinafter made, and by these presents does GRANT, SELL and CONVEY unto the said KEVIN ROY, hereinafter called GRANTEE of the County of Jefferson, State of Texas, whose mailing address is 958 Fulton Avenue, Beaumont, Texas 77701, and to its successors and assigns forever the property together with the improvements thereon in described in Exhibit "A", attached hereto and made a part hereof for all purposes. This conveyance is made subject to the following: 1. All zoning laws, building codes and other regulations and ordinances of municipal, state and federal authorities, effecting the property. 2. All restrictions, easements, covenants, and conditions of record in the office of the County Clerk of Jefferson County, Texas, to the extent they are still in effect and relate to the above described property; and EXHIBIT 1" 3. All prior reservations, conveyances and severances of oil, gas, and other minerals, and royalties in oil, gas and other minerals of record in the office of the County Clerk of Jefferson County, Texas, relating to or affecting the above described property, together will all rights, privileges, easements and immunities appurtenant thereto, and together with all leases and assignments thereof, unit designations and pooling agreements relating to or affecting the above described property. The property, including improvements, hereby conveyed is sold to Grantee AS IS and With ALL FAULTS; no warranties of any kind are implied in this transaction with respect to such property. TO HAVE AND TO HOLD the above described premises together with all and singular the rights and appurtenances thereto and in any wise belonging, unto the said GRANTEE and GRANTEE'S successors and assigns, forever; and said GRANTOR binds itself and its successors and assigns to warrant and forever defend all and singular the said premises unto the said GRANTEE and GRANTEE'S successors or assigns, against every person whomsoever lawfully claiming or to claim all or any part of the property, subject to the provisions stated above, when the claim is by, through, or under GRANTOR but not otherwise. EXECUTED this the day of , 2016. CITY OF BEAUMONT: By: Printed Name: Kyle Hayes Title: Ci ,Manager ACKNOWLEDGMENT STATE OF TEXAS X COUNTY OF JEFFERSON X This instrument was acknowledged before me on this day of , 2016, by Kyle Hayes, City Manager of the City of Beaumont, a municipal corporation, on behalf of said corporation Notary Public, State of Texas RETURN TO: Kevin Roy 958 Fulton Avenue Beaumont, Texas 77701 EXHIBIT "A" All that certain tract or parcel of land lying and being situated in Jefferson County, Texas, and being Lot Five (5), Block Twenty (20) in the City of Beaumont, Jefferson County, Texas located at 978 Fulton Avenue, Beaumont, Texas 77701. rol BEAUMONT TEXAS TO: City Council FROM: Kyle Hayes, City Manager MEETING DATE: April 19, 2016 REQUESTED ACTION: Council consider a resolution nominating Lauren Mason to serve as a member of the Board of Directors of the Jefferson County Appraisal District. BACKGROUND C. L. Sherman resigned from the Board of Directors of the Jefferson County Appraisal District effective March 14, 2016. Mayor Becky Ames is recommending that Lauren Mason be nominated by the City Council. A letter from Angela Bellard, Chief Appraiser, is attached for your review. Jefferson County Appraisal District P. O. Box 21337 4610 S. Fourth St. Beaumont, Texas 77720-1337 Beaumont, Texas 77705 CHIEF APPRAISER Angela Bellard, RPA, RES, AAS Mrs. Becky Ames Mayor City of Beaumont P O Box 3 827 Beaumont TX 77704 Dear Mayor Ames: March 31, 2016 (409)840-9944 (409) 727-4611 Fax (409) 727-5621 MEMBERS OF THE BOARD Dr. Louis Reed, Jr., Chairperson Eugene Landry, Secretary Allison Nathan Getz Charles Lankford C. L. Sherman It is with regret that I inform you that Mr. C. L. Sherman resigned from the Board of Directors for the remaining portion of the 2016 — 2017 term of office effective March 14, 2016. Section 6.03(1) of the Property Tax Code states that if a vacancy on the Board of Directors occurs, each taxing entity entitled to vote for the Board may submit a nomination to fill the vacancy. Your nomination must be submitted in the form of a resolution approved by your governing body and provided to me within 45 days of this letter, or no later than May 16, 2016. All nominations received will be presented to the Board of Directors at their May 18, 2016 meeting, and they will elect a new director from the list of nominees by majority vote. To ensure that your resolution is submitted to our office by the May 16, 2016 deadline, you may email a copy to: pbarton(a-)i cad.org. Nominations received in our office after May 16, 2016 cannot be submitted to the Board of Directors. I have enclosed a copy of Property Tax Code Section 6.03(1) and the sample wording for a resolution should you choose to submit a nominee. If you have any questions, please do not hesitate to contact me. Sincerely, Anela Bellard, RPA, RES, AAS Chief Appraiser pjb Enclo ores Kyle Hayes, City Manager PROPERTY TAX CODE SECTION 6.03 (l) If a vacancy occurs on the board of directors other than a vacancy in the position held by a county assessor -collector serving as a nonvoting director, each taxing unit that is entitled to vote by this section may nominate by resolution adopted by its governing body a candidate to fill the vacancy. The unit shall submit the name of its nominee to the chief appraiser within 45 days after notification from the board of directors of the existence of the vacancy, and the chief appraiser shall prepare and deliver to the board of directors within the next five days a list of the nominees. The board of directors shall elect by majority vote of its members one of the nominees to fill the vacancy. RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: WHEREAS, C.L. Sherman has resigned from the Board of Directors of the Jefferson County Appraisal District effective March 14, 2016, and, WHEREAS, the City Council recommends that Lauren Mason be nominated to serve as a member of the Board of Directors of the Jefferson County Appraisal District; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the statements and findings set out in the preamble to this resolution are hereby, in all things, approved and adopted; and, THAT the City Council hereby nominates Lauren Mason to the Board of Directors of the Jefferson County Appraisal District. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 19th day of April, 2016. - Mayor Becky Ames - BEAUMONT TEXAS REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS APRIL 19, 2016 1:30 P.M. AGENDA CALL TO ORDER * Invocation Pledge Roll Call * Presentations and Recognition Public Comment: Persons may speak on scheduled agenda items 1-3/Consent Agenda * Consent Agenda GENERAL BUSINESS 1. Consider a resolution authorizing a contract for property insurance coverage for various city owned buildings and assets WORK SESSIONS * Review and discuss a proposal received from the Striesfeld Group, LLC related to the possible management of the Tennis Center located at the Athletic Complex * Review and discuss the Consolidated Grant Program's 2016 Annual Action Plan and Budget * Review and discuss the construction and/or repair of sidewalks throughout the City of Beaumont COMMENTS * Councilmembers/City Manager comment on various matters * Public Comment (Persons are limited to 3 minutes) EXECUTIVE SESSION Consider matters related to contemplated or pending litigation in accordance with Section 551.071 of the Government Code: United States of America vs. City of Beaumont, Texas; Civil Action No. 1:15CV201 Krystle Bob v. City of Beaumont and Officer Joshua Donahoe; Civil Action No. 1:15-cv-264 GENERAL BUSINESS 2. Consider approving a resolution authorizing the settlement of the lawsuit styled United States of America vs. City of Beaumont, Texas; Civil Action No. 1:15CV201 3. Consider approving a resolution authorizing the settlement of the lawsuit styled Krystle Bob v. City of Beaumont and Officer Joshua Donahoe; Civil Action No. 1:15-cv-264 Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact Mitchell Normand at 880-3777 three days prior to the meeting. I April 19, 2016 Consider a resolution authorizing a contract for property insurance coverage for various city owned buildings and assets TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Tyrone E. Cooper, City Attorney MEETING DATE: April 19, 2016 REQUESTED ACTION: Consider a resolution authorizing a contract for property insurance coverage for various city owned buildings and assets. BACKGROUND Higginbotham, of Port Arthur, Texas is the City's broker of record for securing the City's property insurance. The proposed annual premium is based on a total building value of $239,287,919. The cost of the policy for the year is $1,002,131.00, an 18.4% decrease from last year's premium of $1,227,876.12. The net rate per $100 valuation, based on the insured value decreased from $0.5126 to $0.4015 from last year. The policy renewal will be in effect from May 1, 2016 to May 1, 2017. Companies providing insurance are layered with exposure limited to the amount of damage incurred. All risk coverage, including Flood and Earth Movement, is provided by AmRisc, LP, First Specialty Insurance, Westchester, QBE Specialty, Evanston, Liberty Surplus, Lloyds, Avis, and RSUI Indemnity. The deductibles per occurrence for the new policy are as follow: DEDUCTIBLES Fire and All Other Perils excluding wind $50,000 Flood except Flood Zone A and Shaded X $100,000 Flood - Zone A and Shaded X $500,000 Windstorm (Named Storms) 2% of Scheduled Value All other Wind/Hail/Earthquake $50,000 Boiler and Machinery $25,000 All insurance companies providing coverage in the new policy are A.M. Best rated at A and A+15. A binder to the policy will be issued May 1 for primary coverage. BUDGETARYIMPACT General Fund - Public Works Department. RECOMMENDATION Approval of resolution. RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be and he is hereby authorized to execute a contract for fire, extended coverage, flood and quake property insurance in the amount of $1,002,131.00 through Talon Insurance Agency, of Port Arthur, Texas, as broker, for all risk coverage, including Flood and Earth Movement provided by AmRisc, LP, First Specialty Insurance, Westchester, QBE Specialty, Evanston, and Liberty Surplus, Avis, and RSUI Indemnity effective May 1, 2016. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 19th day of April, 2016. - Mayor Becky Ames - WORK SESSION * Review and discuss a proposal received from the Striesfeld Group, LLC related to the possible management of the Tennis Center located at the Athletic Complex WORK SESSION Review and discuss the Consolidated Grant Program's 2016 Annual Action Plan and Budget rawl�Vhx I INA:f7 T E X A S TO: City Council FROM: Kyle Hayes, City Manager 6f PREPARED BY: Chris Boone, Planning & Community Development Director MEETING DATE: April 19, 2016 REQUESTED ACTION: Council conduct a Work Session to review and discuss the Consolidated Grant Program's 2016 Annual Action Plan. BACKGROUND As mandated by the U. S. Department of Housing and Urban Development (HUD), City Council has conducted public hearings and work sessions in previous years prior to adopting the City's Annual Action Plan. Community Development Staff, along with the Community Development Advisory Committee (CDAC), hosted Public Hearings in order to receive public comments on the process and activities related to the Preliminary 2016 Annual Action Plan. Attached is the proposed Preliminary Budget for the 2016 Program Year. The proposed Preliminary Budget reflects allocations of $1,266,349 in Community Development Block Grant (CDBG) funding, an estimated $100,000 in Program Income and $367,763 in HOME funding. Prior to its submission to HUD for approval, City Council will consider adopting the final Annual Action Plan on or about April 26, 2016. I at"017i►[1&111i � U.S. Department of Housing and Urban Development (HUD) Community Development Block Grant and HOME Investment Partnership Grant funds. RECOMMENDATION Council conduct the Work Session. 2016 HUD CONSOLIDATED GRANT PROGRAM Preliminary COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) 2016 Budget HOUSING Minor Repair Administration 30,000 Funds will be used for personnel and operating expenses necessary for compliance with the planning, execution, and regulatory requirements associated with the implementation of the Minor Repair grant program. Minor Repair Projects 30,579 Funds will be used for the minor repair of homes at a maximum of $6,500 each. Funding will be used to assist low/moderate income persons, primarily elderly and disabled. LAND BANK PROGRAM Funds would be used to acquire targeted vacant properties for redevelopment by non-profit partners. Also, 12,500 funds would be used to develop a "Mow -to -Own" Program, allowing neighbors to take ownership of properties that are maintained by the neighbor, instead of relying on ongoing maintenance by city. CLEARANCE AND DEMOLITION 55,000 Funds will be used to demolish unsafe, unsanitary and uninhabitable residential structures located in low to moderate income areas. PUBLIC FACILITY & IMPROVEMENT 825,000 Section 108 Loan Repayment for: Hotel Beaumont; Crocket Street; Jefferson Theater; Theodore R. Johns, Jr. Library; L.L. Melton YMCA PUBLIC SERVICES 60,000 Public Service Organizations Funds will be used for administrative and operating costs for various public service organizations that provide services to low/moderate income citizens. ADMINISTRATION 253,270 Funds will be used for personnel and operating expenses necessary for compliance with the planning, execution, and regulatory requirements associated with the implementation of the HUD Consolidated Grant Program. TOTAL ENTITLEMENT 1,266,349 Program Income 100,000 Small Business Loan Historic Preservation Loan Fund Clearance and Demolition *Program Income is Estimated TOTAL CDBG 1,366,349 Page 1 of 2 2016 HUD CONSOLIDATED GRANT PROGRAM Preliminary HOME AFFORDABLE HOUSING PROGRAM Funds will be awarded to a non-profit housing development organization that will assist low/moderate income families in the process of acquiring a home (down payments assistance/closing costs, and mortgage buy downs). HOME ADMINISTRATION (10%) CHDO OPERATING (5%) (Community Housing Development Organization Operating) CHDO RESERVE (15%) (Community Housing Development Organization Reserve) ENTITLEMENT (70%) TOTAL HOME Page 2 of 2 2016 Budget 36,776 18,388 55,164 257,435 367,763 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 ORGANIZATION PUBLIC SERVICES AARP/Experience Corp Catholic Charities of Southeast Texas Child Abuse & Forensic Services Hope Women's Resource Clinic IEA - Inspire, Encourage, Achieve Julie Roger's "Gift for Life" Nutrition and Services for Seniors Southeast Texas Family Resource Center Southeast Texas Food Bank Tender Loving Care/Legacy CDC Young Americans Overseas Total Public Services PUBLIC FACILITIES AND IMPROVEMENTS The ARC of Greater Beaumont The H.O.W. Center 2016 CONSOLIDATED BLOCK GRANT PROGRAM APPLICATIONS Public Services/Public Facilities & Improvements/Emergency Shelter Set -Aside AMOUNT CDAC ADMINISTRATION REQUESTED RECOMMENDATIONS RECOMMENDATIONS Total Public Facilities and Improvements HOMELESS/SET-ASIDE Family Services of Southeast Texas Henry's Place/Some Other Place Total Homeless/Set-Aside TOTAL AMOUNT REQUESTED FOR ALL FUNDING As of 5/5/15 $10,000.00 $0.00 $13,885.00 $3,804.88 $20,000.00 $8,243.90 $11,830.75 $0.00 $10,000.00 $5,707.32 $10,000.00 $6,341.46 $9,111.42 $8,243.90 $20,000.00 $3,804.88 $8,000.00 $8,000.00 $20,000.00 $0.00 $20,000.00 $0.00 $152,827.17 $44,146.34 $10,200.00 $0.00 $12,500.00 $3,804.88 $0.00 $22,700.00 $3,804.88 $20,000.00 $5,707.32 $16,000.00 $6,341.46 $36,000.00 $12,048.78 211,527.17 $60,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 CITY COUNCIL RECOMMENDATIONS $0.00 $0.00 $0.00 $0.00 $0.00 >u.uu $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 COMMUNITY DEVELOPMENT BLOCK GRANT i3UDGET REPORT AS OF FEBRUARY 29, 2016 ANTICIPATED AVAILABLE 2015 PROGRAM YEAR 2015 DATE 0 49,249 PROGRAM EXPENDITURES (PERFORMANCE PERIOD: 07/01/2015 - 09/01/2022) YEAR AS OF 02/29/16 10 HOUSING 1 9,286 0 Minor Repair 49,249 0 Minor Repair Administration (2/8/16) 63,864 63,864 TOTAL HOUSING 113,113 63,864 ❑2 CLEARANCE AND DEMOLITION 1 0 0 Clearance and Demolition -Residential (2/8/16) 56,136 0 TOTAL CLEARANCE AND DEMOLITION 56,136 0 Q3 PUBLIC FACILITIES AND IMPROVEMENTS 1 Hotel Bmt. & Others (Sec 108 pmt) - Rehab Crockett Street (Sec 108 pmt) - Rehab Theodore R. Johns, Jr. Library (Sec 108 pmt) -New Construction Jefferson Theater (Sec 108 pmt) - Rehab L L Melton YMCA (Sec 108 pmt) - Rehab TOTAL PUBLIC FACILITIES AND IMPROVEMENTS ®PUBLIC SERVICES IEA - Inspire, Encourage, Achieve Julie Roger's "Gift of Life" Nutrition and Services for Seniors Southeast Texas Family Resource Center Southeast Texas Food Bank HOMELESS SET-ASIDE: Family Services of Southeast Texas Henry's Place / Some Other Place TOTAL PUBLIC SERVICES F-51 ADMINISTRATION TOTALFEDERAL ®PROGRAM INCOME General Use (2015 Estimate 15,000) Clearance and Demolition Administration (2015 PI) (From C&D 2015 PI) Administration (2015 PI) (From HP 2015 PI) Historic Presery Loans (Bal @ 6/30/15) Historic Presery Loans (2015 Est 35,000) HP -Project Delivery Costs (Current) Small Business Loans (Bal @ 6/30/15) Small Business Loans (2015 Est 50,000) SB -Project Delivery Costs (Current) (Partial salaries for 2015 Grant Year) TOTAL ESTIMATED PROGRAM INCOME TOTAL 2015 BUDGET 1 Account number information: 264 -5548 -755 -XX -XX (Items 1,5{Housing}) 264 -5549 -755 -XX -XX (Items 2,3,4,5{Admin),6) 800,000 800,000 ENCUMBRANCE 03!30/16 BALANCE S ANTICIPATED AVAILABLE COMPLETION AT 02/29/16 DATE 0 49,249 06/30/16 0 0 Completed 0 49,249 0 56,136 06/30/16 0 56,136 0 0 800,000 800,000 0 0 1 9,286 5,752 3,534 0 9,286 9,286 0 0 9,286 9,286 0 0 10,041 9,375 666 0 8,530 0 0 8,530 9,286 9,286 0 0 9,286 9,286 0 0 65,000 4,200 8,530 52,270 1 258,000 202,357 927 54,716 1,292,249 1,118,491 5,127 168,631 1 15,000 0 0 15,000 0 0 0 0 0 3,047 0 (3,047) 0 200 0 (200) 0 0 0 0 35,000 0 0 35,000 0 0 0 0 434,847 0 0 434,847 50,000 0 0 50,000 0 11,631 0 (11,631) 534,847 14,878 519,969 0 1,827,096 1,133,369 5,127 688,600 Completed 06/30/16 Completed Completed 06/30/16 06/30/16 Completed Completed 06/30/16 Continuous Continuous WORK SESSION * Review and discuss the construction and/or repair of sidewalks throughout the City of Beaumont April 19, 2016 Consider approving a resolution authorizing the settlement of the lawsuit styled United States of America vs. City of Beaumont, Texas; Civil Action No. 1:15CV201 BEAUMONT TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Tyrone E. Cooper, City Attorney MEETING DATE: April 19, 2016 REQUESTED ACTION: Council consider a resolution authorizing the settlement of the lawsuit styled United States of America vs. City of Beaumont, Texas; Civil Action No. 1:15CV201. BACKGROUND The lawsuit styled United States of America vs. City of Beaumont, Texas; Civil Action No. I t 15CV201, was presented and discussed in Executive Session held on April 19, 2016. The City Attorney is requesting authority to settle this suit. FUNDING SOURCE General Liability Fund. RECOMMENDATION Approval of resolution. RESOLUTION NO. WHEREAS, the lawsuit styled United States of America vs. City of Beaumo Texas, Civil Action No. 1:15CV201, was discussed in Executive Session properly called and held Tuesday, April 19, 2016, and, WHEREAS, the City Attorney is requesting authority to settle this lawsuit, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the statements and findings set out in the preamble to this resolution are hereby, in all things, approved and adopted; and, THAT the City Attorney be, and he is hereby, authorized to settle the lawsuit styled United States of America vs. City of Beaumont, Texas, Civil Action No. 1:15CV201, for the sum of ($ ); and, BE IT FURTHER RESOLVED THAT the City Attorney and the City Manager be and they are hereby authorized to execute all documents related to settlement of the lawsuit. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 19th day of April, 2016. - Mayor Becky Ames - kIj April 19, 2016 Consider approving a resolution authorizing the settlement of the lawsuit styled Krystle Bob v. City of Beaumont and Officer Joshua Donahoe; Civil Action No. 1:15-cv-264 BEAUMONT TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Tyrone E. Cooper, City Attorney MEETING DATE: April 19, 2016 REQUESTED ACTION: Council consider a resolution authorizing the settlement of the lawsuit styled Kastle Bob v. City of Beaumont and Officer Joshua Donahoe; Civil Action No. 1:15-cv-264. BACKGROUND The lawsuit styled Kastle Bob v. City of Beaumont and Officer Joshua Donahoe; Civil Action No. 1:15-cv-264, was presented and discussed in Executive Session held on April 19, 2016. The City Attorney is requesting authority to settle this suit. FUNDING SOURCE General Liability Fund. RECOMMENDATION Approval of resolution. RESOLUTION NO. WHEREAS, the lawsuit styled Krystle Bob vs. City of Beaumont and Officer Joshua Donahoe; Civil Action No. 1:15-cv-264, was discussed in Executive Session properly called and held Tuesday, April 19, 2016; and, WHEREAS, the City Attorney is requesting authority to settle this lawsuit; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the statements and findings set out in the preamble to this resolution are hereby, in all things, approved and adopted; and, THAT the City Attorney be, and he is hereby, authorized to settle the lawsuit styled Krystle Bob vs. City of Beaumont and Officer Joshua Donahoe, Civil Action No. 1:15-cv-264, for the sum of ($ ); and, BE IT FURTHER RESOLVED THAT the City Manager be and he is hereby authorized to execute all documents related to settlement of the lawsuit. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 19th day of April, 2016. - Mayor Becky Ames -