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Home My WebLink AboutPACKET AUG 06 2002 "~ ,�W JL City of Beaumont REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS AUGUST 6, 2002 1:30 P.M. AGENDA CALL TO ORDER Invocation Pledge Roll Call Presentations and Recognition =� Public Corrunent: Persons may speak on scheduled agenda items Consent Agenda GENERAL BUSINESS 1. Consider approval of the purchase of a four wheel drive loader for use at the Landfill 2. Consider approval of the purchase of polyethylene pipe for use by the Water Utilities Division 3. Consider approving agreements for funding from the 2002 Consolidated Grant Program 4. Consider approval of the purchase of an insurance policy for maintenance of office equipment WORK SESSION * FY 2003 Budget COMMENTS • Councilmembers comment on various matter • Public Comment (Persons are limited to three 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 August 6, 2002 Council consider approval of the purchase of a four wheel drive loader for use at the Landfill 00J10 Awl City of Beaumont - 1 Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: August 6, 2002 AGENDA MEMO DATE: August 1, 2002 REQUESTED ACTION: Council approval of the purchase of four(4) wheel drive loader. RECOMMENDATION Administration recommends the purchase of a John Deere 644H four (4) wheel drive loader from Rush Equipment Center of Houston in the amount of$152,107.49 through BuyBoard,a Texas Local Government Purchasing Cooperative. BACKGROUND The four(4)wheel drive loader is used at the Solid Waste Landfill for moving wood,brush, limbs and compost materials. The four(4)cubic yard bucket is designed for grabbing tree limbs and brush and depositing materials into the tub grinder. It is used to move composted materials to screens and to load citizens' vehicles. Last month the unit in service,a 1998 John Deere four(4)wheel drive loader,was destroyed by fire. A backup unit,a 1992 John Deere loader,has been placed in service full time until a replacement can be delivered. The contracted cost of the loader through the BuyBoard online purchasing cooperative is $152,107.49. This price includes a discount of$2,750 for the trade in of the burned John Deere 644G unit with Grapple bucket. There is no additional administrative fee for purchasing through the cooperative. Warranty service will be provided onsite by Rush Equipment Center for two(2)years or 2,000 hours. Delivery will be in approximately thirty(30) days. Purchase of Loader August 1, 2002 Page 2 BUDGETARY IMPACT Funds are available in the Solid Waste Fund for this purchase. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Central Services Director and Clean Community Director. RECOMMENDED ACTION Approve/Deny the purchase of a John Deere Model 644H four (4) wheel drive loader from Rush Equipment Center in the amount of$152,107.49 through the Texas Local Government Purchasing Cooperative, BuyBoard. Z August 6, 2002 Council consider approval ofthe purchase ofpolyethylene pipe for use by the Water Utilities Division P.. City of Beaumont Council Agenda Item A c g TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: August 6, 2002 AGENDA MEMO DATE: July 30, 2002 REQUESTED ACTION: Council approval to award a bid for the purchase of 5,350 feet of polyethylene pipe for use by the Water Utilities Division. RECOMMENDATION Administration recommends award of a bid for the purchase of approximately 5,350 feet of polyethylene pipe to Coburn Supply of Beaumont at the following unit prices: $12.67 per foot for 18-inch diameter (approximately 3,800 feet), and $18.97 per foot for 22-inch diameter (approximately 1,550 feet). The total estimated expenditure is $77,549.50. BACKGROUND The pipe is to be used to rehabilitate sewer lines adjacent to Florida Avenue from Highway 69 to Kenneth Street in south Beaumont. The existing line is more than 40 years old and badly deteriorated, resulting in frequent service interruptions in the area. The polyethylene pipe will be more resistant to degradation. Bid notices were provided to 14 vendors, with eight (8) responding with bids as reflected in the attached tabulation. Delivery time for the pipe is approximately 3 weeks from the date of order. Installation will be performed by Water Utilities personnel upon receipt of the material. BUDGETARY IMPACT Funds are available for this expenditure in the Water Utilities Fund. Purchase of Polyethylene Pipe July 30, 2002 Page 2 PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Central Services Director and Public Works Director. RECOMMENDED MOTION Approve/Deny accepting a bid for polyethylene pipe from Coburn Supply at the following unit prices: $12.67 per foot for 18-inch diameter (approximately 3,800 feet), and $18.97 per foot for 22-inch diameter (approximately 1,550 feet). Purchase of Polyethylene Pipe July 30, 2002 Page 3 Vendor Delivery Time Unit Cost- 18" Unit Cost-22" Total Bid SDR=17 SDR-17 Amount Coburn Supply 3 weeks $12.67/ft. $18.97/ft. $77,549.50 Beaumont,"Texas Golden Triangle Pipe Not stated $12.84/ft. $19.18/ft. $78,521.00 Beaumont,Texas ACT Pipe& Supply 2-3 weeks $13.22/ft. $19.81 /ft. $80,941.50 Houston,Texas Rural Pipe& Supply 4-6 weeks $13.31 /ft. $19.64/ft. $81,020.00 Jasper, Texas PolyTech Services, Inc. 3-4 weeks S 13.60/ft. $20.30/ft. S83,145.00 Beaumont, Texas Hughes Supply 4-5 weeks $14.42/ft. $21.22/ft. $87,687.00 Lufkin. Texas Gajeske, Inc. 8 weeks $14.83 /ft. $21.95/ft. $90,376.50 Houston, Texas Maskell-Robbins 3 weeks $15.10/ft. 522.66/ft. $92,503.00 Webster,Texas 3 August 6,2002 Council consider approving agreements for funding from the 2002 Consolidated Grant Program City of Beaumont Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Janett Blunt, Interim Grants Administr o MEETING DATE: August 6, 2002 AGENDA MEMO DATE: July 29, 2002 REQUESTED ACTION: Council consider a request to enter into agreements for funding from the 1999, 2001 and 2002 Consolidated Grant Programs as per the attached. RECOMMENDATION Staff recommends Council approve entering into agreements for funding from the 1999, 2001 and 2002 Consolidated Grant Programs as per the attached. BACKGROUND Council approved funding for each activity as a part of the 2002 Action Plan on April 2, 2002. BUDGETARY IMPACT Each activity, with the exceptions of Lean On Me, Alzheimer's Association and Oyotex Management/Beaumont Community Learning Center, will be funded from the 2002 Consolidated Grant Program Lean On Me will be funded from the 1999 Program Year($15,000). The Alzheimer's Association will be funded from the 1999 Program Year ($4,700) and the 2001 Program Year ($4,783). Oyotex Management/Beaumont Community Learning Center will be funded from the 2001 Program($2,003.81). PREVIOUS ACTION The 2002 Consolidated Grant Program was approved by City Council on April 02, 2002, Res#02-078. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Planning Manager, and Interim Grants Administrator. RECOMMENDED MOTION Approve/Deny a request to enter into agreements for funding from the 2002 Consolidated Grant Program. Attachment"A" Request to Enter Into Agreements as Per Res#02-078,04/02/2002 lass_CONSOLIDATED GRANT Amours Alzheimer's Association $ 4,700.00 Funds will be used to purchase materials for renovations and internet connections at a facility that provides support services to persons with Alzheimer's. Funds will also be used for operating expenses ($6,767-operating/internet;$2,550-materials) Lean On Me,Inc. 15,000.00 Funds will be used to assist with the renovation of a facility that provides substance abuse counseling and supervised living for recovering substance abusers. 2001 CQNSOLIDA.TED GRANT Alzheimer's Association $ 4,700.00 Funds will be used to purchase materials for renovations and internet connections at a facility that provides support services to persons with Alzheimer's. Funds will also be used for operating expenses ($6,767-operatingliintemet$2,550-materials) Oyotex Management,tncJBeaumont Community Learning Ctr. 2,003.81 Funds will be used to purchase a refrigerator,stove and commercial venting hood at a facility that teaches life skills to low/mod income persons. 2002. CONSOLIDATED GRAN( Beaumont Habitat For Humanity 40,000.00 Funds will be used for salaries and operating expenses for an organization that builds and rehabs homes to be purchased by low/moderate income persons Best Years Center 3,000.00 Funds will be used to purchase and install heaters,a security system, and exterior lighting at a facility that provides activities to senior citizens. Boys Haven of America,Inc. 14,600.00 Funds will be used to purchase computers,computer supplies and equipment for a facility that provides social and educational services to boys who have been removed from their home Beaumont Golden Wheels 8,000.00 Funds will be used to purchase four(4)basketball wheelchairs for an organization the provides recreational activities to persons confined to wheelchairs Beaumont Main Street/BUILD,Inc. 50,000.00 Funds will be used to assist with operlating expenses and salaries for an organization involved in downtown revitalization. HOW Center,The 4,350.00 Funds will be used to purchase a copier for a transitional living facility for homeless men released from a substance abuse treatment/rehab facility IEA-Inspire,Encourance,Achieve,The 19,500.00 Funds will be used to assist with the purchase of a 15-passenger van for use in transporting juvenile probationers to support group meetings and activities Nutrition&Services for Seniors 16,250.00 Funds will be used to assist with the renovation of the kitchen at a facility providing meals for senior citizens at congregate sites and home delivery. Schlesinger Healthcare Centers 10,000.00 Funds will be used for the design and construction of therapeutic gardens and arbors for Alzheimer and dementia patients at a local geriatric center. Southeast Texas Family Resource Center 12,500.00 Funds will be used to assist with the construction of a medical examing room at a family resource center located in the CDBG strategy area. Young Women's Christian Association of Beaumont(YWCA) 5,000.00 Funds will be used to purchase materials and labor costs for renovations at the YWCA annex. E141 E 8 G E N C)L&HELIEFi GSAN-T Henry's Place 23,000.00 Funds will be used to provide essential services to mentally ill homeless persons. Funds will also be used for associated operating costs The Salvation Army 60,000.00 Funds will be used for essential services,operating expenses and homeless prevention at a local homeless shelter. Prepared by City of Beaumont,Grants Administration 4 August 6,2002 Council consider approval ofthe purchase of an insurance policy for maintenance ofoffice equipment ��K City of Beaumont 1W_ .l Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: August 6, 2002 AGENDA MEMO DATE: July 23, 2002 REQUESTED ACTION: Council consideration of the purchase of an insurance policy for maintenance of office equipment. RECOMMENDATION Administration recommends the purchase of an insurance policy from Specialty Underwriters through Joe Max Green/Insurance Concepts for maintenance of office equipment in the amount of $53,957. BACKGROUND Insurance companies were invited to submit proposals for various equipment maintenance policies. A list of equipment including copiers, microfilm readers and postal folding and inserting machines was furnished and a price was requested for each item. Two companies submitted proposals. They are as follows: Company Insurance Plan Cost Joe Max Green/Insurance Specialty Underwriters Concepts Teleserve Plan $53,597.00 Nacogdoches, TX Talon Insurance Agency Ltd. Royal & SunAlliance $166,976.00 Nederland, TX The new policy will provide insurance coverage for the maintenance of forty-eight (48) pieces of equipment. The equipment consists of Canon, Sharp and Xerox copiers, Minolta microfilm readers and Pitney Bowes mailing equipment. Equipment Maintenance Insurance July 23, 2002 Page 2 Joe Max Green/Insurance Concept's,Teleserve Plan,provided pricing for all ofthe listed equipment. The plan includes inventorying all of the equipment and providing a toll free number to users for repair service. Service providers are contacted by Specialty Underwriters Teleserve personnel and invoices are paid by Teleserve directly to the vendor. The insurance policy guarantees that the City will not pay an amount greater than the premium for the cost of repairs. A physical inventory of all of the equipment is performed by Teleserve and as each item is added, a tag is affixed to the equipment providing a toll free phone number to call for repairs. A call is made and the service technician is dispatched through Teleserve. Vendors currently maintaining the equipment will be used by Teleserve and paid on a time and materials basis. The equipment maintenance insurance policy was implemented two years ago as a means to reduce the City's equipment maintenance cost. To reduce this year's premium cost, several pieces of equipment were removed from the policy and only those with high usage or older equipment are insured. All other equipment will be repaired as needed and paid for on a time and materials basis. BUDGETARY IMPACT Funds are available in the following budgets for this policy premium: Convention&Visitors Bureau $1,142 Auto Theft Task Force $475 Water Fund $10,216 C DBG $1,264 Fleet $475 Health (WIC) $900 Purchasing $39,125 PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager and Central Services Director. Equipment Maintenance Insurance July 23, 2002 Page 3 RECOMMENDED ACTION Approve/Deny the proposal submitted by Specialty Underwriters through Joe Max Green/Insurance Concepts be accepted in the amount of$53,597 for the annual premium. A list of the equipment to be placed on this policy is included for your review. EQUIPMENT LISTING EXHIBIT 1 Department -. Description -- I __.. . .._ Price Per Item -- Animal Control Canon C2020 Copier I VGB38277 $642.00 /yr - - - - Auto Theft Task Force Sharp S2022 Copier 36200385 $475.00 /yr .Beaumont Public Library/Main Canon NP 2020 Copier VGB54644 T $389.00 /yr ;i Beaumont Public Library/Johns Canon NP 2020 Copier CXJ11907 $389.00 /yr Beaumont Public Library/Main Minolta Microfilm Reader Printer Model#R2000 3.2002873 $1,107.00 /yr Beaumont Public Library/Tyrrell Minolta RP607Z Microfilm Reader/Printer 312866 $1,991.00 /yr Beaumont Public LibraryTyrrell :Canon Model M32028 33109529 $268.00 /yr Beaumont Pulbic Library Tyrrell :Canon Model M32028 33214158 $268.00 /yr Cash Management Xerox 5352CAS Copier 9HM-210905 $1,061.00 /yr City Attorney - Xerox 5352CAS Copier 9HM-210999 $1,047.00 /yr City Clerk ;Canon NP6545 Copier ID#S1 ECA NJF20957 $2,282.00 /yr-..... - Civic Center ;Xerox 5845CA Copier C1C-004841 $1,856.00 /yr is Clean Community Department ;Xerox 5352CAS Copier 9HM-211085 $854.00 /yr Convention&Visitors Bureau !Xerox 5352CAS Copier 9HM-210994 $1,142.00 /yr i Development Services Xerox 5021ZTA ! OMW-053035 $607.00 /yr Engineering iK&E 8036 Engineering Copier 8368110009 $937.00 /yr Engineering !K&E 545 SPV Blue Print Machine ! 170980 $369.00 /yr 'Environmental Health Sharp 2530 Copier 96500624 $956.00 /yr Fleet(Fire Shop) ;Sharp S2014 Copier 76608951s $475.00 /yr Health Department :Canon C3050 Copier - NBX07753 $1,895.00 /yr Health Department :Canon C-100 Copier NTZ07631 $607.00 /yr :Health Department Ixerox 5322 Copier 1 M2-453291 i $818.00 /yr iHeafth/EMS IXerox 5021 Copier OMW-054138 $1,356.00 /yr--- _._.... _ ----...._... - --.. !Health/Promotions Xerox 5855CA Copier C7C-074181 i $3,836.00 /yr !Health Department _ 'Sharp SF 2540 Copier _ 0650163X $907.00 /yr Heatth Department/TB Sharp SF2530 Copier 06501454 j $956.00 /yr jHeaith Department/Health Service II Sharp SF 2540 Copier 00500269 i _ $900.00 /yr Health Department/WIC Ikon Copier NPR16002 $900.00 tyr ;;Housing Services Canon NP6545 Copier _ NJF05140 _ $700.00 ;!Human Resources -Canon C6551 Copier NJE32499 $3,675.00 /yr i':Information Services 'Xerox 5352 Copier 9HM-210971 $2,057.00 /yr Neighborhood Services Xerox 5624TA Copier 4WT-118100 $564.00 /yr ,Parks and Property Xerox 5021ZTA OMW-054137 $607.00 i! ;;Parks&Recreation Xerox 5355RFIN Copier 3T8-205964 j $979.00 /yr ,;Police/Domestic Violence Xerox 5352ZTAS Copier 1 M2-484024 $592.00 tyr ! ;'Police/Youth Services - Xerox 5624TA Copier 4WT-115714 $_1,002.00 /yr IPublic Works Engineering Xerox 5352CAS Copier 9HM-218706 I $3,103.00 /yr ;Recreation Brother PPF 1550 Fax - A61034611 i $166.00 /yr ,iStreets&Drainage Xerox 5322ZTAS Copier j 1 M2-450995 $354.00 /yr Transportation ____Canon 6412F NUP12241 $292.00 /yr!Water,Customer Service Pitney Bowes folding machine, •.F430,F431,F432,F433 various $3,264.00 /yr ;Water,Customer Service Pitney Bowes folderfinserter Model F501 various $2,857.00 /yr Water,Customer Service iCanon C3050 Copier NBX08040 $598.00 /yr Water Distribution Sha 14 i �SF20 C_ ... opier _ -- _ 66600986 $475.00 /yr Water Distribution ;Xerox 5624TA Copier 4WT-118085 $358.00 /yr Water Production :Canon C2020 Copier VGB55862 $781.00 /yr Water Reclamation Xerox 5352CAS Copier _ 9HM-207497 $838.00AT i� .. _. Water Utilities Administration Xerox 5322ZTAS Copier - 1M2-476661 $1,045.00 /yr _. -_ . . - -.. _ .. - .. -- GRAND TOTAL --.. . _ $53,597.00 Distribution of Funds Convention&Visitors Bureau $1,142.00 Auto Theft Task Force $475.00 Water Fund $10,216.00 CDBG $1,264.00 Fleet $475.00 Health(WIC) $900.00 Purchasing $39,125.00 Total $53,597.00 1004W 61 ow A L City of Beaurnont REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS AUGUST G, 2002 1:30 P.M. CONSENT AGENDA Approval of minutes Confirmation of committee appointments A) Approve compensation for the City Manager B) Approve compensation for the City Clerk C) Approve the sale of City owned surplus real property D) Approve the purchase of a voice recording system for the Beaumont Police Department's Dispatching Center E) Amend the authorized representatives for the Texas Local Government Investment Pool (TexPool), a public funds investment pool F) Amend the authorized representatives for the Local Government Investment Cooperative (LOGIC), a public funds investment pool G) Approve a change in investment authority for the City of Beaumont H) Approve participation in the Texas Local Government Purchasing Cooperative known as the BuyBoard I) Approve a resolution supporting the naming of West Port Arthur Road/Spur 93 in honor of Edward C. Moore CONSENT AGENDA AUGUST 6, 2002 * Committee Appointments Fatai Oyejobi would be reappointed to the Beaumont Advisory Commission for Prevention of Child Abuse and Neglect. The term would expire April 13, 2004. (Mayor Evelyn M. Lord) Marion Tanner would be reappointed to the Beaumont Advisory Commission for Prevention of Child Abuse and Neglect. The term would expire May 25, 2004. (Councilman Andrew P. Cokinos) Laurie Leister would be reappointed to the Planning Commission. The term would expire July 26, 2005. (Councilman Andrew P. Cokinos) A) Approve compensation for the City Manager Kyle Hayes was appointed City Manager by the City Council on July 30, 2002. The City Council also met in Executive Session on July 30, 2002 to discuss compensation for the City Manager. Mr. Hayes will receive an annual salary of$115,000,an annual car allowance of$6,000 and will have $7,500 contributed on annual basis to the ICMA (International City Management Association) Retirement Corporation which is a 457 deferred compensation and retirement plan. Compensation as outlined above for the City Manager will be retroactive to July 30, 2002. There is a cost savings of$14,808 related to the compensation of the City Manager compared to the previous Manager. B) Approve compensation for the City Clerk Susan Henderson was appointed City Clerk by the City Council on July 30, 2002. The City Council also met in Executive Session on July 30, 2002 to discuss compensation for the City Clerk. Ms. Henderson will receive an annual salary of$50,000 and will receive four weeks of vacation each year. Compensation as outlined above for the City Clerk will be retroactive to July 30, 2002. There is a cost savings of$7,200 related to the annual salary of the City Clerk compared to the previous City Clerk. The agenda memorandums for consent items C - I are attached for your review. A .l City of Beaumont Council Agenda Item ' : . • ' M g TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Marie Dodson, Human Resources Director MEETING DATE: August 6, 2002 AGENDA MEMO DATE: August 1, 2002 REQUESTED ACTION: Consider approving compensation for the City Manager. BACKGROUND Kyle Hayes was appointed City Manager by the City Council on July 30, 2002. The City Council also met in Executive Session on July 30, 2002 to discuss compensation for the City Manager. Mr. Hayes will receive an annual salary of$115,000, an annual car allowance of$6,000 and will have $7,500 contributed on an annual basis to the ICMA (International City Management Association) Retirement Corporation which is a 457 deferred compensation and retirement plan. Compensation as outlined above for the City Manager will be retroactive to July 30, 2002. BUDGETARY IMPACT There is a cost savings of$14,808 related to the compensation of the City Manager compared to the previous Manager. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED MOTION Approve/Deny compensation for the City Manager. B UE g Cat Y of Beaumont Council A enda Item � K TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Marie Dodson, Human Resources Director MEETING DATE: August 6, 2002 AGENDA MEMO DATE: August 1, 2002 REQUESTED ACTION: Consider approving compensation for the City Clerk. BACKGROUND Susan Henderson was appointed City Clerk by the City Council on July 30, 2002. The City Council also met in Executive Session on July 30, 2002 to discuss compensation for the City Clerk. Ms. Henderson will receive an annual salary of$50,000 and will receive four weeks of vacation each year. Compensation as outlined above for the City Clerk will be retroactive to July 30, 2002. BUDGETARY IMPACT There is a cost savings of$7,200 related to the annual salary of the City Clerk compared to the previous one. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED MOTION Approve/Deny compensation for the City Clerk. c City of Beaumont Council Agenda Item E TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: August 6, 2002 AGENDA MEMO DATE: July 31, 2002 REQUESTED ACTION: Council approval of the sale of City owned surplus real property. RECOMMENDATION Administration recommends the sale of City owned surplus real property to Mount Calvary Missionary Baptist Church for the sum of$2,501.50. BACKGROUND The parcel of property is located at 2145 Renaud Street in Lot 5, Block 2, of the Carver Addition. The 125.6'x 60'lot was a portion of land that was obtained several years ago through the Jefferson County Sheriffs sale for low income housing development. This parcel was not developed and subsequently declared surplus. One bid was received from Rev. Oveal Walker III of Mount Calvary Missionary Baptist Church in the amount of$2,501.50. BUDGETARY IMPACT Payments to the City for this property will be deposited to the Community Development Block Grant Fund. PREVIOUS ACTION None. SUBSEQUENT ACTION None. Sale of Surplus Real Property July 31, 2002 Page 2 RECOMMENDED BY City Manager and Central Services Director. RECOMMENDED ACTION Approve/Deny the sale of a parcel of property described as Lot 5, Block 2, of the Carver Addition located at 2145 Renaud Street, Beaumont, Texas to Mount Calvary Baptist Church for the sum of $2,501.50. 1!6 A b6 64 T 64 64 5)� \1 ! 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D-5 O N 45 rr ,h b JO i - CAROL NE ST t o � e /e it Fo Sid.7 95 6 1495 3S � Rr c 50 o 5s0 --- � / �;Z s e 10 Se O� � /Z6.6 ICE ICE 74 d " ~\ o �\5.50 0 9 20 h R _ Pe /7t 30 50 J6 :SO 50 //4 140.5 QO /3Q 5 of 6 J` r C - ?t h /0 9 5 t J P / P9ti 30 J/ e � r• � 20 0 0 \ T \ G+0 ,�p 50 'L 6d 7 40 - /d9 ;T2 -s'o� rho p-5 j 6 ,�t�d� Qs �,� -it 44 /sa./ 30 -me 5 s• 3 Y �� a � 0 J u O � �P add Ne ,� •Y �� Ar D 79ij ti Cit y of Beaumont Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: August 6, 2002 AGENDA MEMO DATE: July 31, 2002 REQUESTED ACTION: Council consideration of the purchase of a voice recording system for the Beaumont Police Department's Dispatching Center. RECOMMENDATION Administration recommends approval of the purchase of a Voice Recording System Version 2.7 from Voice Print International, Inc. of Camarillo, California in the amount of$33,243.25 for the Beaumont Police Department Dispatch Center. BACKGROUND The voice recording system that is currently installed in the Police Department's Dispatch Center is approximately ten (10) years old and has frequent hardware failures. Parts to repair the antiquated system have become increasingly difficult to locate. The constant operation of a recording system is crucial in the Dispatch Center for recording and playback of 911 calls and radio transmissions. A committee consisting of personnel from the City's Police Department and Information Services Division, as well as 911 Emergency personnel from the South East Texas Regional Planning Commission, was formed to review the replacement of the system. Voice Print International's Version 2.7 Voice Recording System is compatible with the Police Department's Motorola Gold Elite radio system and was selected as the system that would best meet the needs of the Department. The Voice Print system is a dual mirroring system with two (2) separate hard drives that function independently and serve as an automatic back-up recording system. This makes any complete recording failure nearly impossible and allows an instant playback of a recording on one system while the second system continues to record. The Voice Print Recording System Version 2.7 is available through the General Services Administration (GSA) federal contracts. The GSA contracts are available to state and local law enforcement agencies and comply with all bidding requirements. The procedures for purchasing through the federal government are defined in the National Defense Authorization Act enacted in 1993. To comply with these procedures, local law enforcement agencies must submit a request to Police Dispatch Voice Recording System July 31, 2002 Pagc 2 the Office of the Governor of the State of Texas. Specific requirements for approval dictate that the requested equipment be suitable for counter-drug activities. The Office of the Governor for the State of Texas has granted the City of Beaumont's Police Department approval to purchase the Voice Print Recording System Version 2.7 through the GSA contract. BUDGETARY IMPACT South East Texas Regional Planning Commission will reimburse the City $20,000 towards the purchase of the voice recording system. Funds are available for the balance of$13,243.25 in the Police Department's Confiscated Goods Fund. The Voice Print system comes with a one (1) year warranty after which the South East Texas Regional Planning Commission will fund the annual maintenance contract on the system. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Central Services Director, and Police Chief. RECOMMENDED MOTION Approve/Deny the purchase of a Voice Recording System Version 2.7 from Voice Print International, Inc. of Camarillo, California in the amount of$33,243.25 for the Beaumont Police Department Dispatch Center. E . ! Cit of Beaumont Y Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kandy Daniel, Treasurer MEETING DATE: August 6, 2002 AGENDA MEMO DATE: July 31, 2002 REQUESTED ACTION: Council consider a resolution amending authorized representatives for the Texas Local Government Investment Pool (TexPool), a public funds investment pool. RECOMMENDATION The administration requests approval of Kyle Hayes, City Manager and Kandy Daniel, Treasurer as authorized representatives for City of Beaumont who are hereby authorized to transmit funds for investment in TexPool and are each further authorized to withdraw funds from time to time, to issue letters of instruction, and to take all other actions deemed necessary or appropriate for the investment of local funds. BACKGROUND The Texas Local Government Investment Pool (TexPool), a public funds investment pool, was created on behalf of entities whose investment objectives in order of priority are preservation and safety of principal, liquidity, and yield consistent with the Public Funds Investment Act. TexPool was approved as investment alternative for the City of Beaumont on November 6, 1996. BUDGETARY IMPACT None. PREVIOUS ACTION Stephen J Bonczek and Kandy Daniel were set up as authorized representatives for TexPool on February 26, 2002. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager and Treasurer. RECOMMENDED MOTION Approve/Deny a resolution authorizing Kyle Hayes, City Manager and Kandy Daniel, Treasurer as representatives for City of Beaumont who are hereby authorized to transmit funds for investment in TexPool and are each further authorized to withdraw funds from time to time, to issue letters of instruction, and to take all other actions deemed necessary or appropriate for the investment of local funds. SAMPLE RESOLUTION 'An hwgsivxne Servi"Jor R.Wk ftadt RESOLUTION AMENDING AUTHORIZED REPRESENTATIVES WHEREAS, CITY OF BEAUMONT ("Participant")is a local government of the State of Texas and is empowered to delegate to a public funds investment pool the authority to invest funds and to act as custodian of investments purchased with local investment funds;and WHEREAS, it is in the best interest of the Participant to invest local funds in investments that provide for the preservation and safety of principal, liquidity,and yield consistent with the Public Funds Investment Act; and WHEREAS,the Texas Local Government Investment Pool ("TexPool"),a public funds investment pool,was created on behalf of entities whose investment objective in order of priority are preservation and safety of principal, liquidity, and yield consistent with the Public Funds Investment Act. NOW THEREFORE,be it resolved as follows: A. That the individuals, whose signatures appear in this Resolution,are Authorized Representatives of the Participant and are each hereby authorized to transmit funds for investment in TexPool and are each further authorized to withdraw funds from time to time,to issue letters of instruction,and to take all other actions deemed necessary or appropriate for the investment of local funds. B. That an Authorized Representative of the Participant may be deleted by a written instrument signed by all remaining Authorized Representatives provided that the deleted Authorized Representative (1) is assigned job duties that no longer require access to the Participant's TexPool account or(2)is no longer employed by the Participant; and C. That the Participant may by Amending Resolution signed by the Participant add an Authorized Representative provided the additional Authorized Representative is an officer, employee,or agent of the Participant; List the Authorized Representatives of the Participant. These individuals will be issued P.I.N. numbers to transact business via the phone with a participant service representative. 1.Name Kyle Hayes Title City Manager Signature Phone Number (4 0 9 ) 880-3708 TEX—REP 2.Name Kandy Daniel Title Treasurer Signature Phone Number (4 0 9 ) 880-3773 3.Name Title Signature Phone Number List the name of the Authorized Representative listed above that will have primary responsibility for performing transactions and receiving confirmations and monthly statements under the Participation Agreement. Name Kandy Daniel Email kdanie1@ci .beaumont.tx.us In addition and at the option of the Participant,one additional Authorized Representative can be designated to perform only inquiry of selected information. This limited representative cannot make deposits or withdrawals. If the Participant desires to designate a representative with inquiry rights only, complete the following information. 4.Name Title Nada Rogers Deputy Treasurer D. That this Resolution and its authorization shall continue in full force and effect until amended or revoked by the Participant,and until TexPool receives a copy of any such amendment or revocation. This Resolution is hereby introduced and adopted by the Participant at its regular/special meeting held on the day ,20—. NAME OF PARTICIPANT BY: Signature Printed Name Title ATTEST: Signature Printed Name Title OFFICIAL SEAL TEX—REP City of Beaumont eaCouncil A enda Item � � g TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kandy Daniel, Treasurer MEETING DATE: August 6, 2002 AGENDA MEMO DATE: July 31, 2002 REQUESTED ACTION: Council consider a resolution amending authorized representatives for the Local Government Investment Cooperative (LOGIC), a public funds investment pool. RECOMMENDATION The administration requests approval of Kyle Hayes, City Manager and Kandy Daniel, Treasurer as authorized representatives for City of Beaumont who are hereby authorized to transmit funds for investment in LOGIC and are each further authorized to withdraw funds from time to time, to issue letters of instruction, and to take all other actions deemed necessary or appropriate for the investment of local funds. BACKGROUND The Local Government Investment Cooperative (LOGIC), a public funds investment pool, was created on behalf of entities whose investment objectives in order of priority are preservation and safety of principal, liquidity, and yield consistent with the Public Funds Investment Act. LOGIC was approved as investment alternative for the City of Beaumont on March 4, 1997. BUDGETARY IMPACT None. PREVIOUS ACTION Stephen J. Bonczek and Kandy Daniel were set up as authorized representatives for LOGIC on February 26, 2002. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager and Treasurer. RECOMMENDED MOTION Approve/Deny a resolution authorizing Kyle Hayes, City Manager and Kandy Daniel, Treasurer as representatives for City of Beaumont who are hereby authorized to transmit funds for investment in LOGIC and are each further authorized to withdraw funds from time to time, to issue letters of instruction, and to take all other actions deemed necessary or appropriate for the investment of local funds. LOGIC Amending Resolution Page 1 of 2 RESOLUTION CHANGING AUTHORIZED REPRESENTATIVES FOR LOCAL GOVERNMENT INVESTMENT COOPERATIVE SAMPLE RESOLUTION WHEREAS, CITY OF BEAUMONT (the "Government Entity") by authority of that certain Local Government Investment Cooperative Resolution (the "Resolution") has entered into that certain Interlocal Agreement(the "Agreement") and has become a participant in the public funds investment pool created thereunder known as Local Government Investment Cooperative ("LOGIC"); WHEREAS, the Resolution designated on one or more "Authorized Representatives" within the meaning of the Agreement; WHEREAS,the Government Entity now wishes to update and designate the following persons as the "Authorized Representatives" within the meaning of the Agreement; NOW, THEREFORE, BE IT RESOLVED: The following officers, officials or employees of the Government Entity are hereby designated as "Authorized Representatives" within the meaning of the Agreement, with full power and authority to: deposit money to and withdrawal money from the Government Entity's LOGIC account or accounts from time to time in accordance with the Agreement and the Information Statement describing the Agreement and to take all other actions deemed necessary or appropriate for the investment of funds of the Government Entity in LOGIC: Signature: Kyle Hayes Printed Name: City Manager Title: Signature: Kandy Daniel Printed Name: Treasurer Title: Signature: Printed Name: Title: The foregoing supersedes and replaces the Government Entity's previous designation of http://www.logic.org/amendingres.htm 7/31/02 LOGIC Amending Resolution Page 2 of 2 officers, officials or employees of the Government Entity as Authorized Representatives under the Agreement pursuant to paragraph 4 of the Resolution. Except as hereby modified, the Resolution shall remain in full force and effect. PASSES AND APPROVED this day of , 19 By: Printed Name: Title: ATTEST: By: Printed Name: Title: LOGIC strongly recommends that the Personal Identification Number(PIN)be changed if there is a change in "Authorized Representatives". Please include a request to change the PIN number when sending the "Amending Resolution" to LOGIC. http://www.logic.org/amendingres.htm 7/31/02 G City of Beaumont • Council A enda Item K g TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kandy Daniel, Treasurer MEETING DATE: August 6, 2002 AGENDA MEMO DATE: July 31, 2002 REQUESTED ACTION: Council consider a resolution requesting a change in investment authority for the City of Beaumont. RECOMMENDATION The administration requests approval of Kyle Hayes, City Manager and Kandy Daniel, Treasurer as the designated investment officials for the City of Beaumont. Stephen J. Bonczek shall be deleted. BACKGROUND State law mandates the City Council designate one or more officers or employees as investment officials to be responsible for the investment of funds consistent with the City's adopted investment policy . The City Manager, who by authority of the City Charter is responsible for all investments of the City, can delegate explicit authority to other individuals to invest the City's funds on a day to day basis. Investment officials shall not deposit, withdraw, transfer or manage the funds of the City of Beaumont in a manner that is not consistent with the "prudent person" standard. BUDGETARY IMPACT None. PREVIOUS ACTION Stephen J. Bonczek and Kandy Daniel were designated as investment officials for the City of Beaumont on January 29, 2002. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager and Treasurer RECOMMENDED MOTION Approve/Deny resolution designating Kyle Hayes, City Manager and Kandy Daniel, Treasurer as investment officials for the City of Beaumont. H City of Beaumont •� Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: August 6, 2002 AGENDA MEMO DATE: July 30, 2002 REQUESTED ACTION: Council consider participation in the Texas Local Government Purchasing Cooperative which is known as the BuyBoard. RECOMMENDATION Administration recommends an agreement between the City of Beaumont and the Texas Local Government Purchasing Cooperative which is administered by the Texas Association of School Boards, and endorsed by the both the Texas Association of Counties and the Texas Municipal League. BACKGROUND The Texas Local Government Purchasing Cooperative is built on a customized electronic purchasing system called the BuyBoard. Membership in the cooperative is open to school districts, municipalities, counties, and nonprofits throughout Texas. The BuyBoard offers products and services that have been submitted for competitive bidding as outlined by state statute such as heavy equipment, computers, security systems, furniture, library materials, office supplies, uniforms, and automotive products. By participating in this cooperative, cities can reduce the number of bids processed as well as take advantage of volume discounts. The governing body of the participating entity must approve a resolution to join the cooperative and must execute an Interlocal Agreement between itself and the Texas Local Government Purchasing Cooperative in order to participate in the BuyBoard. BUDGETARY IMPACT None. Texas Local Government Purchasing Cooperative July 30, 2002 Page 2 PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager and Central Services Director. RECOMMENDED MOTION Approve/Deny an agreement between the City of Beaumont and the Texas Local Government Purchasing Cooperative. Board Resolution Page 1 of 2 BOARD RESOLUTION Of _ City of Beaumont (Name of Local Government) Cooperative Member WHEREAS, the City of Beaumont , (hereinafter"Cooperative Member") pursuant to the authority granted by Article 791 et seq. of the Interlocal Cooperation Act, as amended, desires to participate in the statewide purchasing program of the Cooperative; WHEREAS, City of Beaumont , has elected to be a Cooperative Member in the Texas Local Government Purchasing Cooperative (hereinafter"Cooperative"), a program created by local governments in accordance with and pursuant to the Interlocal Cooperation Act ("Act"), Chapter 791, Texas Government Code; WHEREAS, the Cooperative Member, is of the opinion that participation in the Cooperative's purchasing program will be highly beneficial to the taxpayers of the local government through the efficiencies and potential savings to be realized; and WHEREAS, the Cooperative Member desires to participate and join with other local governments in a cooperative Interlocal agreement ("Agreement") for the purpose of fulfilling and implementing their respective public and governmental purposes, needs, objectives, programs, functions and services. NOW, THEREFORE, BE IT RESOLVED, that the Cooperative Member does request that the Cooperative include its stated needs for all categories, including but not limited to, instructional, maintenance, custodial, and food service goods and services, on the Cooperative's Purchasing Program and award contracts for those items, whereby the Cooperative Members may be allowed to purchase those items from the Cooperative's contracts; and that Cooperative is authorized to sign and deliver all necessary requests and other documents in connection therewith for and on behalf of the Cooperative Members that have elected to participate. FURTHER, BE IT RESOLVED, that the Board of Trustees of the Cooperative Member does hereby authorize its Board President, Superintendent or other officer to execute the Interlocal Participation Agreement which includes the adoption and approval of the Organizational Interlocal Agreement previously executed and adopted by two or more local governments. FINALLY, BE IT RESOLVED that the execution of this Resolution shall evidence the election of Cooperative Member and eligible local governments to become members of the Cooperative upon the terms and conditions stated. The Board of Trustees has, and at the time of adoption of this Resolution had, full power and lawful authority to adopt the foregoing Resolution and to confer the obligations, powers, and authority to the persons named, who are hereby granted the power to exercise the same. I certify that the foregoing is a true and correct copy of the resolution duly adopted by City of Beaumont , on the day of , in (Name of http://www.tasb.org/buyboard/new—users/board—resolution.html 7/19/2402 Board Resolution Page 2 of 2 Local Government) the year , and that the same now appears of record in its official minutes. City of Beaumont (Name of Local Government) , Cooperative Member By: Date: Authorized Representative (title) ATTEST: Date: Secretary of the Board http://www.tasb.org/buyboard/new—users/board—resolution.html 7/19/2002 1 City of Beaumont Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kyle Hayes, City Manager MEETING DATE: August 6, 2002 AGENDA MEMO DATE: August 1, 2002 REQUESTED ACTION: Consider approving a resolution supporting the naming of West Port Arthur Road/Spur 93 in honor of Edward C. Moore. BACKGROUND Edward C. Moore was first elected to the Jefferson County Commissioner's Court in 1986. Mr. Moore served the citizens of Jefferson County as a County Commissioner for nearly 16 years. He was instrumental in bringing federal and state prison facilities to Jefferson County, which now employ thousands of Southeast Texans. Commissioner Moore was also a tireless advocate for improving access to healthcare for the most needy citizens of Jefferson County. The Commissioners Court of Jefferson County approved a resolution to honor the accomplishments and service of Edward C. Moore by naming West Port Arthur Road/Spur 93 in his honor on June 3, 2002. This item was placed on the agenda for your consideration by Councilmember Bobbie Patterson and Councilman Audwin Samuel. BUDGETARY IMPACT None. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED MOTION Approve/Deny a resolution supporting the naming of West Port Arthur Road/Spur 93 in honor of Edward C. Moore. 08/01/2002 01:44 7845803 PAGE 02 ON CoG� ?' XA &svhMm COUNTY OF JEFFERSON § COMYHSSIONERS COURT STATE OF TEXAS § OF JEFFERSON COUNTY,TEXAS BE IT REMEMBERED at a meeting of Commissioners Court of Jefferson County,Texas,held on the 3rd of June ,2002,on motion made by Connie M. Patterson Commissioner of Precinct No. 4 ,and seconded by wavmon D. Hallmark ,Commissioner of Precinct No. 3 ,the following Resolution was adopted: WHEREAS,first elected in 1986,Edward C.Moore was a civil rights pioneer in Jefferson County;and, WHEREAS,Commissioner Moore served the citizens of Jefferson County as a county commissioner for nearly 16 years,playing a key role in bringing state and federal prison facilities to Jefferson County, which now employ hundreds of Southeast Texans;and, WHEREAS,Commissioner Moore was a tireless advocate for improving access to healthcare for the most needy citizens of Jefferson County. NOW THEREFORE the Commissioners Court of Jefferson County,Texas resolves to honor the accomplishments and service of Edward C.Moore by naming West Port Arthur Road/Spur 93 in his honor as EDWARD C.MOORE HIGHWAY. WHEREOF we affix our signatures this 3rd day of June,2002. CARL R.GRIFFIT ,JR. County Judge JIIvLtifIE P.COKINOS AYMON RALLMARK Commissioner,Precinct No. 1 Commissioner,Precinct No.3 /�// 6wx-�4-/ MARK L.DO.M GUE CONNIE M.PATTERSON Commissioner,Precinct No.2 Commissioner,Precinct No.4