HomeMy WebLinkAboutPACKET JAN 14 2003 LIQJJI
City of Beaumont
REGULAR MEETING OF THE CITY COUNCIL
COUNCIL CHAMBERS JANUARY 14,2003 1:30 P.M.
AGENDA
CALL TO ORDER
* Invocation Pledge Roll Call
* Presentations and Recognition
* Public Comment: Persons may speak on scheduled agenda items 1-6/Consent
Agenda
* Consent Agenda
* Administration of the oath of office-City Magistrate Craig Lively
Recess
GENERAL BUSINESS
1. Consider authorizing the City Manager to execute a lease agreement for parking
lot property located in the Downtown Business District on Park Street
2. Consider authorizing the City Manager to execute a sublease agreement with
Jefferson County for parking lot property
3. Consider approving a six month contract for the purchase of asphaltic concrete for
use in the Public Works Department
4. Consider approving a one(1)year contract for the purchase of cement stabilized
base for use in the Public Works Department
5. Consider approving a contract between the City of Beaumont and the Southeast
Texas Community Development Corporation, Inc. (SETCDC)
6. Consider approving a contract between the City of Beaumont and Habitat for
Humanity
PUBLIC HEARING: Readoption of the Land Use Plan Element and Major Street
Highway Plan of the Comprehensive Plan
7. Consider the re-adoption of the Land Use Plan Element of the Comprehensive Plan
and its accompanying "Development Strategies Plan"and re-adoption of the Major
Street &Highway Plan"Map" and accompanying "Appendix A" defining street
and highway development standards of the plan, all of which are components of
the Comprehensive Plan of the City of Beaumont
COMMENTS
* Councilmembers/City Manager comment on various matters
* Public Comment (Persons are limited to 3 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
January 14, 2003
Consider authorizing the City Manager to execute a lease agreement for parking lot property located
in the Downtown Business District on Park Street
it tooV~qw_
City of Beaumont
Council Agenda Item
'a 1;1 K,TO: City Council
FROM: Kyle Hayes, City Manager
PREPARED BY: Kirby Richard, Central Services Director
MEETING DATE: January 14, 2003
AGENDA MEMO DATE: January 9, 2003
REQUESTED ACTION: Council consider authorizing the City Manager to execute a lease
agreement for parking lot property located in the Downtown
Business District on Park Street.
RECOMMENDATION
Administration recommends authorizing the City Manager to execute a lease agreement with the
Boston Store Dry Goods Company and Ione S. Ney, as Trustee of the Ney Family Trust, for
property described as Lots 404 through 408 inclusive, Lots 410 and 411, and Lots 413 through
415 inclusive, Block 57, of the Beaumont Townsite Subdivision, also known as 790 through 796
Park Street.
BACKGROUND
In 1999, City Council approved a five (5) year lease agreement with Mr. Randolph J. Ney,
President of Boston Store Dry Goods Company (BSDGC), for the use of vacant parking lot
property across from the newly remodeled Municipal Court Building on Park Street. The
property was leased to provide excess parking for court patrons and to fulfill the need for
additional parking should the building be expanded to the upper floors.
As compensation to Mr. Ney, the City agreed to allow him use of a storage vault on the third
floor of the building. No other payment was included in the agreement.
Since the lease was executed, Jefferson County has negotiated a new lease agreement with the
United States Postal Service to provide additional space at the Remote Encoding Site, located at
750 Pearl Street. Their new agreement provides approximately 65,200 square feet of floor space
for encoding services, as opposed to 26,630 square feet utilized under a 1994 lease agreement.
Also required in the County's agreement with the U. S. Postal Service is for the County to
provide an additional 300 parking spaces for the additional personnel to be employed at the
Remote Encoding Site.
Lease Agreement- Parking Lot
January 9, 2003
Page 2
In order for the County to comply with the parking provisions of their agreement and to secure
the additional jobs that their lease provides, they have asked for the cooperation of the City to
extend the lease agreement with Mr. Ney. Once the City's lease is extended, they may sublease
the parking lot property from the City to meet the requirements of their lease.
The proposed lease agreement with BSDGC commences on January 1, 2005, thus perpetuating
the existing lease agreement, and terminates at the end of December 2009. This new lease
agreement provides for a monthly rental payment of$1,200, or$14,400 annually. Also provided
as consideration is the continued use of the storage vault by Mr. Ney on the Municipal Court
Building's third floor. If for any reason the City decides to deny access to the vault, an additional
$600 will be added to the monthly rental payment.
Because of the potential future use of the parking lot, such as an expansion of the Municipal Court
Building to the upper floors or new development in the downtown area, an option to purchase the
property is included in the agreement. The property value was appraised by Bishop Real Estate
Appraisers in 2002 at $170,000. If prior to the expiration of the lease agreement the City wishes
to purchase the property, the option maybe exercised and the property purchased at the 2002
appraised value less all amounts which have been paid in rent under the lease.
The agreement may be terminated by the City with at least 120 days written notice if Jefferson
County no longer has a need for the property as a parking area. The City also has the right to
sublease the property to Jefferson County, and to make improvements. A separate agreement with
Jefferson County will be present for Council review.
Jefferson County has already made improvements to the parking lot to facilitate parking needs
brought about by the influx of mail during the holiday season. All of the improvements have been
at the expense of the County.
A copy of the proposed lease agreement is attached for you review.
BUDGETARY IMPACT
There is no impact to the FY 2003 operating budget. Annual rental payments in the amount of
$14,400 begin in January 2005 (FY 2005).
PREVIOUS ACTION
None.
SUBSEQUENT ACTION
None.
Lease Agreement- Parking Lot
January 9, 2003
Page 3
RECOMMENDED BY
City Manager
RECOMMENDED MOTION
Approve/Deny authorizing the City Manager to execute a lease agreement with the Boston Store
Dry Goods Company and Ione S. Ney, as Trustee of the Ney Family Trust, for property described
as Lots 404 through 408 inclusive, Lots 410 and 411, and Lots 413 through 415 inclusive, Block
57, of the Beaumont Townsite Subdivision, also known as 790 through 796 Park Street.
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STATE OF TEXAS §
COUNTY OF JEFFERSON §
LEASE WITH AN OPTION TO PURCHASE
WHEREAS, the City of Beaumont, a municipal corporation of the State of Texas
(herein "Lessee"), currently leases property described as Lots 404 through 408 inclusive,
Lots 410 and 411, and Lots 413 through 415 inclusive of Block 57 of the Beaumont
Townsite Subdivision, 790-796 Park Street (herein "Premises"), from Ney S-Trust
("Lessor"); and
WHEREAS, City desires to execute a successor lease to commence January 1,
2005;
IN WITNESS THEREOF, the parties agree as follows:
1. Boston Store Dry Goods Company and lone S. Ney, as Trustee of the Ney
Family Trust (successor to the original Lessor and referred to herein as "Lessor") certify
that they are the fee owner of the Premises and hereby leases the Premises to Lessee and
Lessee hereby agrees to accept said lease.
2. The term of this lease is from January 1, 2005, until December 31, 2009.
3. As consideration for this lease, Lessee shall pay rent at the rate of$14,400
per year, said amount payable in monthly installments of$1,200 per month. Monthly rent
shall be payable in advance on or before the first day of each month beginning on January
1, 2005.
Page 1
4. Lessee shall have an option to purchase the property (excluding minerals)
prior to the expiration of this lease for the amount of$170,000 less all amounts paid in rent
under this lease. In order to exercise this option, Lessee must provide Lessor notice of its
intention to exercise the option at least ninety (90) days prior to the end of the lease and
Lessee must not be in default in any of its obligations thereunder. Should Lessee exercise
the purchase option, Lessee will pay all closing costs associated with the purchase and
Lessor agrees to execute a special warranty deed to Lessee at the time of closing. Such
deed shall convey the property "AS IS, WHERE IS" without any warranties as to the
condition of the property,subject to all restrictions,easements,covenants,conditions,and
rights-of-way then of record. Lessor will agree to waive surface rights relating to the
excluded minerals. If the option to purchase is not exercised or if this lease terminates by
reason of default or any other reason, all rent paid by Lessee to Lessor shall be non-
refundable.
5. Lessee may sublease the Premises to Jefferson County without approval of
Lessor. Such sublease shall not affect, however, the mutual obligations of Lessor and
Lessee as set out in this lease.
6. So long as Lessee is current in all of its obligations to Lessor hereunder,
Lessee may terminate this lease if Jefferson County no longer has need of Premises as
a parking area and Lessee gives Lessor at least one hundred and twenty (120) days
written notice of its intention to terminate the lease.
Page 2
7. Lessee shall be responsible for all maintenance of the leased Premises and
Lessee and/or its sublessee are hereby authorized to make any improvements to the
Premises without the approval of Lessor. All improvements to the Premises shall remain
the Property of Lessee. At the conclusion of this lease, Lessee shall have the option of
removing such improvements.
8. Lessor shall pay all taxes assessed on the leased Premises.
9. Boston Store Dry Goods Company(herein"Company"),currently has a right
of access to a fur vault on the third (Td)floor of the Lessee's Municipal Court Building that
will expire December 31, 2004. Company desires to extend that right of access until
December 31, 2009.
10. Lessee hereby agrees to extend such right of access until December 31,
2009, under the following conditions:
a. Lessee shall pay for all electrical usage attributable to Company's use of the
vault for storage of furs. Lessee will not intentionally remove electrical service to
the vault.
b. Company's access to the vault shall be limited to the hours of 8:00 a.m. to
5:00 p.m. on the weekdays of Monday through Friday inclusive, except for those
days which have been declared holidays by Lessee.
C. Companyherebyindemnifies Lessee,its officers,employees oragents
against any and all claims, causes of action or suits brought by Company or
third persons arising from Company's use or activity within the Municipal
Page 3
Court Building associated with the use of the vault, expressly including all
claims, causes of action orsuits arising from the negligent or intentional acts
of Lessee, its officers, employees or agents for which Lessee does not have
immunity.
d. Company shall be solely responsible for the maintenance and security of the
vault and its contents, including all charges for security systems and penalties, if
any, for false alarms which might arise from the existence of the vault and its
security system.
e. Should Lessee or Lessor desire to cancel Company's right of access to the
vault, the party will provide a minimum of 365 days written notice to the other party
of such cancellation. Should the right of access be cancelled, Lessee shall
increase rental payments as set out in paragraph 3 hereof by the amount of$600
per month effective the calender month after the effective date of the cancellation
of the right of access.
EXECUTED this day of , 2002.
CITY OF BEAUMONT: ZONE S. NEY TRUST:
By: By:
BOSTON STORE DRY GOODS COMPANY:
By:
Page 4
2
January 14,2003
Consider authorizing the City Manager to execute a sublease agreement with Jefferson County for
parking lot property
City of Beaumont
Council Agenda Item
TO: City Council
FROM: Kyle Hayes, City Manager
PREPARED BY: Kirby Richard, Central Services Director
MEETING DATE: January 14, 2003
AGENDA MEMO DATE: January 9, 2003
REQUESTED ACTION: Council consider authorizing the City Manager to execute a
sublease agreement with Jefferson County for parking lot property.
RECOMMENDATION
Administration recommends authorizing the City Manager to execute a sublease agreement with
Jefferson County for property described as Lots 404 through 408 inclusive, Lots 410 and 411, and
Lots 413 through 415 inclusive, Block 57, of the Beaumont Townsite Subdivision, also known
as 790 through 796 Park Street.
BACKGROUND
Jefferson County has negotiated a new lease agreement with the United States Postal Service to
provide additional space at the Remote Encoding Site, located at 750 Pearl Street. Their new
agreement provides approximately 65,200 square feet of floor space for encoding services, as
opposed to 26,630 square feet utilized under a 1994 lease agreement. Also required in the
County's agreement with the U. S. Postal Service is for the County to provide an additional 300
parking spaces for the additional personnel to be employed at the Remote Encoding Site.
In order to comply with its lease agreement, Jefferson County wishes to lease vacant parking lot
property located on Park Street, which is controlled by the City under a separate agreement with
Boston Store Dry Goods Co.(BSDGC). The City currently has a lease agreement for use of the
property until December 2004. An extension to the BSDGC lease agreement has been presented
to Council for their consideration. If approved, the extension would expire in December 2009.
The proposed sublease agreement provides for Jefferson County to use the Park Street parking lot,
and is authorized to make improvements to the property. All parking lot improvements must be
made in accordance with the regulations and ordinances of the City concerning the construction
Parking Lot Sublease Agreement-Jefferson County
January 9, 2003
Page 2
and landscaping of parking lots. Jefferson County is also responsible for maintaining both the
improvements and premises throughout the lease term. Most of the planned improvements have
already been installed by Jefferson County at their own expense.
As consideration for use of the parking lot until December 31, 2008, the County agrees to pay a
nominal fee of$1 per year.
Also, each party is responsible for claims and causes of action brought against them for the
negligent conduct of their own officers, employees or agents.
A copy of the proposed sublease agreement is attached for review.
BUDGETARY IMPACT
Jefferson County will pay a nominal fee of$1 per year during the term of the sublease agreement.
PREVIOUS ACTION
None.
SUBSEQUENT ACTION
None.
RECOMMENDED BY
City Manager.
RECOMMENDED MOTION
Approve/Deny authorizing the City Manager to execute a sublease agreement with Jefferson
County for property described as Lots 404 through 408 inclusive, Lots 410 and 411, and Lots 413
through 415 inclusive, Block 57, of the Beaumont Townsite Subdivision, also known as 790
through 796 Park Street.
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STATE OF TEXAS §
COUNTY OF JEFFERSON §
SUBLEASE
WHEREAS, the City of Beaumont, a municipal corporation of the State of Texas
(herein "Lessor"), currently leases property described as Lots 404 through 408 inclusive,
Lots 410 and 411, and Lots 413 through 415 inclusive, Block 57, of the Beaumont
Townsite Subdivision, the same also being known as 790 through 796 Park Street, from
the Ney-S Trust through January 1, 2005, and from Boston Store Dry Goods Co. and Lone
S. Ney, Successor Lessors to the City of Beaumont, for a period until December 31, 2009;
and
WHEREAS, the City has authority in said lease to sublease the premises to
Jefferson County, a county of the State of Texas (herein "Lessee").
IN WITNESS THEREOF, the parties agree as follows:
1. Lessor hereby agrees to lease and Lessee agrees to accept from Lessor as
Lessee a lease to the property described as Lots 404 through 408 inclusive, Lots 410 and
411, and Lots 413 through 415 inclusive, of Block 57 of the Beaumont Townsite
Subdivision, 790 through 796 Park Street (herein "Premises").
2. The term of this lease is from January 1, 2003, until December 31, 2008.
3. Lessee is authorized to use the Premises as a parking lot only and to make
improvements thereon. All parking lot improvements made on the Premises shall be made
Pagel GARMW\SUBLEASE
in strict accordance with the regulations and ordinances of the City of Beaumont
concerning the construction and landscaping of parking lots.
4. As consideration for this sublease, Lessee shall pay$1.00 per year in for the
term of this lease.
5. So long as Lessee or Lessor are current in all of their obligations to the other
party hereunder, either party may terminate this lease with at least one hundred ninety
(190) days written notice of the intention to terminate the lease.
6. Lessee shall be responsible for all maintenance of the leased Premises and
shall maintain the Premises in a safe condition. Any and all improvements to the Premises
shall remain the property of Lessee at the termination of this lease. At the conclusion of
this lease, Lessee shall have the option of removing such improvements.
7. Lessor and Lessee shall each be responsible for any claims, causes of
action, or litigation brought against them and shall be responsible forthe negligent conduct
of their own officers, employees, or agents.
EXECUTED this day of , 200_.
CITY OF BEAUMONT
By:
JEFFERSON COUNTY
By:
Page 2 GARMW\suBLEASE
3
January 14,2003
Consider approving a six month contract for the purchase of asphaltic concrete for use in the Public
Works Department
City of Beaumont
Council Agenda Item
TO: City Council
FROM: Kyle Hayes, City Manager
PREPARED BY: Kirby Richard, Central Services Director
MEETING DATE: January 14, 2003
AGENDA MEMO DATE: January 3, 2003
REQUESTED ACTION: Council approval of a six (6) month contract for the purchase of
asphaltic concrete.
RECOMMENDATION
Administration recommends award of a six (6) month contract to APAC-Texas, Inc. for
purchasing asphaltic concrete at the unit costs stated below with an estimated total contract
expenditure of$184,000.
BACKGROUND
Bids were requested for a six month contract to purchase asphaltic concrete for use by the Public
Works Department, Streets and Drainage Division. Cold laid asphaltic concrete is used for
repairing potholes and small sections of street, while hot laid asphaltic concrete is used for repairs
to larger street sections. It is estimated that approximately 6,000 tons of asphaltic concrete will
be used during the term of the contract.
Three (3) vendors were notified with one (1) responding with a bid as reflected below.
Specifications requested pricing for both plant pickup by City personnel and jobsite delivery by
the vendor. The bidder met all product requirements specified.
BUDGETARY IMPACT
The contract provides for the vendor to furnish asphaltic concrete at the following fixed unit
prices: $30 per ton for hot laid concrete - plant pickup, $33.30 per ton for jobsite delivery; and
$32 per ton for cold laid concrete - plant pickup, $35 per ton for jobsite delivery. The pricing
is identical to that provided by APAC-Texas, Inc. in the previous contract period.
Funds are available for this expenditure in the Public Works Department's operating budget.
Six (6)Month Contract for Asphaltic Concrete
January 3, 2003
Page 2
PREVIOUS ACTION
None.
SUBSEQUENT ACTION
None.
RECOMMENDED BY
City Manager, Central Services Director, and Public Works Director.
RECOMMENDED MOTION
Approve/Deny award of a six (6) month contract for purchasing asphaltic concrete to APAC-
Texas, Inc. at the following unit prices: $30 per ton for hot laid concrete - plant pickup, $33.30
per ton for jobsite delivery; and $32 per ton for cold laid concrete -plant pickup, $35 per ton for
jobsite delivery.
4
January 14,2003
Consider approving a one(1)year contract for the purchase of cement stabilized base for use in the
Public Works Department
jj City of Beaumont
Council Agenda Item
TO: City Council
FROM: Kyle Hayes, City Manager
PREPARED BY: Kirby Richard, Central Services Director
MEETING DATE: January 14, 2003
AGENDA MEMO DATE: January 8, 2003
REQUESTED ACTION: Council approval of a one (1) year contract for the purchase of
cement stabilized base.
RECOMMENDATION
Administration recommends award of a one (1) year contract to Trinity Aggregate Distribution for
the purchase of cement stabilized base at the unit cost of$14.95 per ton, with an estimated total
annual expenditure of$74,750.
BACKGROUND
Bids were requested for the purchase of cement stabilized base for use by the Public Works
Department, Streets and Drainage Division. The material is used in the repair and maintenance
of driveway culverts and storm sewers. It is estimated that approximately 5,000 tons of cement
stabilized base will be used during the contract period.
Five (5) vendors were notified with three(3) responding with bids as reflected in the attached bid
tabulation.
BUDGETARY IMPACT
The contract provides for the vendor to furnish approximately 5,000 tons of cement stabilized base
at a fixed cost of$14.95 per ton. The previous contract price was $15.95 per ton.
Funds are available for this expenditure in the Public Works Department's operating budget.
Contract for Purchase of Cement Stabilized Base
January 8, 2003
Page 2
PREVIOUS ACTION
None.
SUBSEQUENT ACTION
None.
RECOMMENDED BY
City Manager, Central Services Director, and Public Works Director.
RECOMMENDED MOTION
Approve/Deny award of a one (1) year contract for purchasing cement stabilized base to Trinity
Aggregate Distribution at the unit cost of$14.95 per ton.
Contract for Purchase of Cement Stabilized Base
January 8, 2003
Page 3
Vendors Unit Price/Tan'<
Trinity Aggregate Distribution $ 14.95
Beaumont, Texas
APAC-Texas, Inc. $ 17.00
Beaumont, Texas
Few Ready Mix Concrete $ 18.00
Beaumont, Texas
5
January 14,2003
Consider approving a contract between the City of Beaumont and the Southeast Texas Community
Development Corporation, Inc. (SETCDC)
E. City of Beaumont
ow_
Council Agenda Item
TO: City Council
FROM: Kyle Hayes, City Manager
PREPARED BY: Janett Blunt, Housing/Grants Coordinator Inte
MEETING DATE: January 14, 2003 vv
AGENDA MEMO DATE: January 10, 2003
REQUESTED ACTION: Council consider approving a contract between the City
Beaumont and the Southeast Texas Community Development
Corporation, Inc.,(SETCDC) in the amount of$345,000.
RECOMMENDATION
The Administration recommends that Council authorize the City Manager to execute a contract
with the Southeast Texas Community Development Corporation (SETCDC) in the amount of
$345,000 using 2001 HOME funds.
BACKGROUND
The City of Beaumont has a contractual relationship with the Southeast Texas Community
Development Corporation, Inc. (SETCDC) to provide homebuyer's assistance for newly
constructed homes in targeted neighborhoods. The contract in the amount of$345,000 will allow
them to acquire property and provide downpayment assistance for ten (10) scattered site homes
in the M. L. King, Jr. area of Beaumont at $34,500 each. The $34,500 will include homebuyer
assistance ($23,000), property acquisition ($5,000), closing cost ($1,500) and developers fees
($5,000) on each home.
BUDGETARY IMPACT
Funding is available from the 2001 HOME Program.
PREVIOUS ACTION
Council has previously approved contracts with SETCDC using HOME funds which have enabled
forty-five (45) low/moderate income families to purchase new homes constructed in
neighborhoods targeted for revitalization.
Council Agenda Item
Page 2
January 3, 2003
SUBSEQUENT ACTION
None.
RECOMMENDED BY
City Manager, Public Works Director, Planning Manager,Housing/Grants Administrator Interim.
RECOMMENDED MOTION
Approve/Deny a contract with Southeast Texas Community Development Corporation, Inc.
(SETCDC) in the amount of$345,000.
6
January 14,2003
Consider approving a contract between the City of Beaumont and Habitat for Humanity
`' K
...... City of Beaumont
Council Agenda� = � • � � ge da Item
TO: City Council
FROM: Kyle Hayes, City Manager
PREPARED BY: Janett Blunt, Housing/GrantsCoordinator Inter
MEETING DATE: January 14, 2003
AGENDA MEMO DATE: January 10, 2003
REQUESTED ACTION: Council consider approving a contract between the City of
Beaumont and Habitat for Humanity in the amount of$50,000 to
provide downpayment and closing cost assistance for up to seven
(7) low-to-moderate income families to purchase homes in the
Pinebrook Unit Two Subdivision.
RECOMMENDATION
The Administration recommends that Council authorize the City Manager to execute a contract
with Habitat for Humanity in the amount of$50,000 from the 2001 HOME funds.
BACKGROUND
The Catholic Diocese of Beaumont has donated a 7.8 acre tract of land, Pinebrook Place, to
Beaumont Habitat in a targeted empowerment zone in north Beaumont, that will facilitate 32
single family residences. The average habitat home will cost $50,000 and will be sold to low-to-
moderate income families. Habitat has requested funding to provide down payment and closing
cost assistance to seven (7) low-to-moderate income families at $7,142 per home.
BUDGETARY IMPACT
Funding is available from 2001 HOME funds.
PREVIOUS ACTION
None.
SUBSEQUENT ACTION
None.
Council Agenda Item
Page 2
January 10, 2003
RECOMMENDED BY
City Manager, Public Works Director, Planning Manager, Housing/Grants Coordinator Interim.
RECOMMENDED MOTION
Approve/Deny a contract with Habitat for Humanity for $50,000 to provide down payment and
closing cost assistance to up seven (7) low-to-moderate income families.
7
January 14, 2003
Consider the re-adoption of the Land Use Plan Element of the Comprehensive Plan and its
accompanying"Development Strategies Plan"and re-adoption of the Major Street&Highway Plan
"Map"and accompanying"Appendix A" defining street and highway development standards of the
plan, all of which are components of the Comprehensive Plan of the City of Beaumont
V •
UUE . Cit Y of Beaumont g Council A enda Item
TO: City Council
FROM: Kyle Hayes, City Manager
PREPARED BY: Stephen C. Richardson, Planning Manager
MEETING DATE: January 14, 2003
AGENDA MEMO DATE: December 18, 2002
REQUESTED ACTION: Council consider the re-adoption,with no significant modifications,
of the currently adopted Land Use Plan Element of the Comprehensive Plan and its accompanying
"Development Strategies Plan"and re-adoption,with no significant modifications, of the currently
adopted Major Street&Highway Plan"Map"and accompanying"Appendix A"defining street and
highway development standards of the plan,all of which are components of the Comprehensive Plan
of the City of Beaumont.
RECOMMENDATION
The Administration recommends approval of the re-adoption,with no significant modifications,of
the currently adopted Land Use Plan Element of the Comprehensive Plan and its accompanying
"Development Strategies Plan"and re-adoption,with no significant modifications,of the currently
adopted Major Street&Highway Plan"Map"and accompanying"Appendix A"defining street and
highway development standards ofthe plan,all ofwhich are components of the Comprehensive Plan
of the City of Beaumont.
BACKGROUND
The re-adoption of the Land Use Plan Element and its accompanying "Development Strategies
Diagram" and the Major Street and Highway Plan including its accompanying "Appendix A"
defining the development standards of the plan were last approved on January 9, 2001. Their re-
adoption is being requested in order to maintain the two year re-adoption schedule required by the
Comprehensive Plan and City Charter.
Both the text and map of both documents have been modified in order to update them to reflect
changes that have occurred over the past two years. Examples of such updating include correcting
the Major Street and Highway Plan map and Appendix A to show Folsom Road between Dowlen
and Major as a completed project rather than proposed and making the same change on the
"Development Strategies Diagram" of the Land Use Plan Element. No significant, substantive
changes have been made to either plan element.
The planning staff is presently compiling 2000 Census data for use in creating complete updates of
all elements of the Comprehensive Plan with the Parks,Recreation, &Open Space Plan anticipated
for completion next Fall. The same data will be used in the next re-adoption of the Land Use and
Transportation elements.
BUDGETARYIMPACT
None.
PREVIOUS ACTION
At a joint Public Hearing with City Council held December 16, 2002, the Planning Commission
voted 7:0 to approve the re-adoption, with no significant modifications, of the currently adopted
Land Use Plan Element of the Comprehensive Plan and its accompanying"Development Strategies
Plan" and re-adoption, with no significant modifications, of the currently adopted Major Street &
Highway Plan"Map"and accompanying"Appendix A"defining street and highway development
standards of the plan, all of which are components of the Comprehensive Plan of the City of
Beaumont.
SUBSEQUENT ACTION
None.
RECOMMENDED BY
Planning Commission, City Manager, Public Works Director and the Planning Manager.
RECOMMENDED MOTION
Approve/Deny the re-adoption,with no significant modifications,of the currently adopted Land Use
Plan Element of the Comprehensive Plan and its accompanying"Development Strategies Plan"and
re-adoption, with no significant modifications, of the currently adopted Major Street & Highway
Plan"Map"and accompanying"Appendix A"defining street and highway development standards
of the plan, all of which are components of the Comprehensive Plan of the City of Beaumont.
City of Beaumont
REGULAR MEETING OF THE CITY COUNCIL
COUNCIL CHAMBERS JANUARY 14,2003 1:30 P.M.
CONSENT AGENDA
* Approval of minutes
* Confirmation of committee appointments
Sam Pullig would be appointed to the Board of Adjustment(Zoning)as an alternate. The term would
commence January 14,2003 and expire January 13,2005. (Mayor Evelyn M. Lord)
Miriam K Johnson would be reappointed to the Convention and Tourism Advisory Committee. The
current term would expire December 2,2004. (Councilmember Becky Ames)
Herb Spangler would be appointed to the Parks and Recreation Advisory Committee. The term
would commence January 14, 2003 and expire January 14, 2005. (Councilmember Andrew P.
Cokinos)
Dora Nisby would be reappointed to the Library Commission. The current term would expire
December 12, 2004. (Councilmember Lulu Smith)
Marty Craig would be reappointed to the Planning Commission. The current term will expire
December 13, 2005. (Councilmember Becky Ames)
Dale Hallmark would be reappointed to the Planning Commission. The current term will expire
December 2,2005. (Councilmember Lulu Smith)
George Crawford would be reappointed to the Convention and Tourism Advisory Committee. The
current term will expire October 14, 2004. (Councilmember Guy Goodson)
A) Approve an upgrade to the Police Department's document imaging system
B) Approve the purchase of a sweeper scrubber for use at the Beaumont Municipal Transit
Facility
C) Approve a one(1)year contract for the purchase of tower rock
D) Approve a resolution authorizing the settlement of the claim of Debra Matthews
E) Approve a payment for 2001 audit fees for the Southeast Texas Community Development
Corporation, Inc., (SETCDC)in the amount of$6,000
A
City of Beaumont
�• Council Agenda Item
TO: City Council
FROM: Kyle Hayes, City Manager
PREPARED BY: Kirby Richard, Central Services Director
MEETING DATE: January 14, 2003
AGENDA MEMO DATE: January 7, 2003
REQUESTED ACTION: Council consideration of a proposal to upgrade the Police
Department's document imaging system.
RECOMMENDATION
Administration recommends approval of the proposal received December 19, 2002 from MBS
Technologies, Inc. of Minneapolis, MN to upgrade the Police Department's document imaging
system for $148,008.04.
BACKGROUND
The Police Department's current document imaging system, IBM's Workfolder Application
Facility, was purchased in 1997 and contains over a million and a half documents that have been
scanned and stored in the system. This system is no longer supported and will not run under
IBM's upgraded operating system. The City is planning to upgrade the IBM operating system
upon installation of the new imaging system.
The most recent supported IBM imaging system is called Content Manager. The migration from
Workfolder Application Facility to Content Manager will require upgrades of hardware and
software, as well as onsite integration services. The proposed migration will enable Content
Manager to communicate with the City's line-of-business software applications that are in use at
the Police Department, while maintaining the imaging system's stored documents and current
functionality.
Proposals for the migration from the existing IBM's Workfolder Application Facility to IBM's
Content Manager were solicited from three (3) IBM Business Partners that are authorized to
service IBM imaging systems. MBS Technologies, Inc. of Minneapolis, MN submitted the sole
proposal. They are a document management, software development, and consulting company
wholly owned as a subsidiary of the telecommunications conglomerate, Midcontinent
Imaging System Upgrade
January 7, 2003
Page 2
Communications, Inc. They have been an IBM Business Partner since 1983 and have extensive
experience servicing and upgrading IBM's document imaging systems.
The proposal submitted by MBS Technologies, Inc. includes the following components:
Service provided by MBS Technologies,Inc. Cost
Integration services $130,825.00
Hardware upgrades to document scanners $ 6,506.50
Content Manager software package $ 5,476.54
Travel and living expenses during onsite installation $ 5,200.00
TOTAL: $148,004.04
BUDGETARY IMPACT
Funds are available in the Police Department's Confiscated Goods Fund.
PREVIOUS ACTION
None.
SUBSEQUENT ACTION
None.
RECOMMENDED BY
City Manager, Central Services Director, and Chief of Police.
RECOMMENDED MOTION
Approve/Deny the proposal received from MBS Technologies, Inc. of Minneapolis, MN to
upgrade the Police Department's document imaging system for $148,004.04.
City of Beaumont CE
Council Agenda Item
TO: City Council
FROM: Kyle Hayes, City Manager
PREPARED BY: Kirby Richard, Central Services Director
MEETING DATE: January 14, 2003
AGENDA MEMO DATE: January 6, 2003
REQUESTED ACTION: Council consider the purchase of a sweeper scrubber.
RECOMMENDATION
Administration recommends the purchase of one(1)Tennant Model 8410 Sweeper/Scrubber for the
Beaumont Municipal Transit facility.
BACKGROUND
The Tennant sweeper/scrubber will be ordered through BuyBoard, a Texas Local Government
Cooperative Purchasing Association. Products offered through BuyBoard have been competitively
bid, thus complying with state bidding statutes.
The liquid propane fueled sweeper/scrubber will be used in the transit bus maintenance facility located
at 550 Milam. The operator driven sweeper/scrubber unit picks up dirt and debris within a sixty(60)
inch path while scrubbing the floor surface using front and side brushes.
Total cost of the unit including an optional recycling system, back up alarm and rotating light is
$42,293. Delivery of the unit will be in 3-4 weeks after receipt of order. A six month full warranty
is provided with a 24 month parts warranty.
Currently, the Transit facility does not have equipment to clean the bay floors or their facility's
parking lot. An inspection conducted by the Texas Commission on Environmental Quality(TCEQ)
found that their facility does not comply with regulations concerning storm water discharge. The
purchase of this unit will allow oil and debris to be removed from the floor and yard and properly
disposed. Failure to adhere to the federal and state regulations may result in fines being imposed on
the Beaumont Municipal Transit facility.
Purchase of a Sweeper/Scrubber
January 6, 2003
Page 2
BUDGETARY IMPACT
Partial funds will be provided through a grant from the Federal Transit Administration(TFA) in the
amount of$28,300. Funds for the remaining $13,993 will be charged to the City's Transit Fund.
PREVIOUS ACTION
None.
SUBSEQUENT ACTION
None.
RECOMMENDED BY
City Manager, Central Services Director and Public Works Director.
RECOMMENDED ACTION
Approve/Deny the purchase of a Tennant Model 8410 sweeper/scrubber unit through BuyBoard in
the amount of$42,293.
c
U P.. City of Beaumont
C ouncil Agenda Item
TO: City Council
FROM: Kyle Hayes, City Manager
PREPARED BY: Kirby Richard, Central Services Director
MEETING DATE: January 14, 2003
AGENDA MEMO DATE: January 8, 2003
REQUESTED ACTION: Council approval of a one (1) year contract for the purchase of
tower rock.
RECOMMENDATION
Administration recommends award of an annual contract to APAC-Texas, Beaumont, Texas, for
purchasing tower rock at the unit .cost of $15.00 per ton, with an estimated total annual
expenditure of$37,500.
BACKGROUND
Bids were requested for an annual contract to purchase No. 8 tower rock (eight denoting size of
material) for use by the Public Works Department, Streets and Drainage Division. Tower rock
is a limestone-based aggregate, approximately 3/a" to 1/z"in diameter, used for street patching and
pothole repair. The aggregate is used in the Streets and Drainage Division's road patching
machine. The rock is placed in the machine's hopper and coated with asphalt. The street
patching machine then injects the coated aggregate into a pothole to create a sealed and smooth
driving surface. It is estimated that approximately 2,500 tons of tower rock will be used during
the term of the contract.
Four (4) vendors were notified with two (2) responding with bids as reflected in the attached bid
tabulation. The previous contract price was $13.85 per ton.
BUDGETARY IMPACT
Funds are available for this expenditure in the Public Works Department's operating budget.
Contract for Purchase of Tower Rock
January 8, 2003
Page 2
PREVIOUS ACTION
None.
SUBSEQUENT ACTION
None.
RECOMMENDED BY
City Manager, Central Services Director, and Public Works Director.
RECOMMENDED MOTION
Approve/Deny award of a one (1) year contract for purchasing tower rock from APAC-Texas at
$15.00 per ton.
Contract for Purchase of Tower Rock
January 8, 2003
Page 3
..........................................
VENDORS: No 8 Tower Rack/ton
APAC-Texas $ 15.00
Beaumont, TX
Martin Marietta Aggregates, Inc. $ 17.50
Beaumont, TX
D
Cit y of Beaumont
Council Agenda Item
TO: City Council
FROM: Kyle Hayes, City Manager
PREPARED BY: Matt Martin, Liability Administrator
MEETING DATE: January 14, 2003
AGENDA MEMO DATE: January 8, 2003
REQUESTED ACTION: Consider a resolution authorizing the settlement of the
claim of Debra Matthews.
RECOMMENDATION
Council approval of a resolution authorizing the settlement of the claim of Debra Matthews.
BACKGROUND
Council authorized the settlement of this claim in Executive Session January 7, 2003.
BUDGETARY IMPACT
There are sufficient funds in the Liability Trust Fund to pay the settlement amount of$7,000.
PREVIOUS ACTION
None.
SUBSEQUENT ACTION
None.
RECOMMENDED BY
City Manager and City Attorney.
RECOMMENDED MOTION
Approve/Deny a resolution authorizing the settlement of the claim of Debra Matthews.
SAAGENDAWGENDA ITEM MEMOSIMATTHEWS-1-03.wpd
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City of Beaumont
Im IL err• Council Agenda Item
TO: City Council
FROM: Kyle Hayes, City Manager
PREPARED BY: Janett Blunt, Housing/Grant Coordinator Inter
MEETING DATE: January 14, 2003
AGENDA MEMO DATE: January 10, 2003
REQUESTED ACTION: Council consider approving a payment for 2001 audit fees for
the Southeast Texas Community Development Corporation, Inc.,
(SETCDC) in the amount of$6,000.
RECOMMENDATION
The Administration recommends that Council authorize the City Manager to execute a contract
for payment of audit fees of$6,000 to the Southeast Texas Community Development Corporation,
Inc., (SETCDC) using 2002 CHDO Operating funds.
BACKGROUND
The Southeast Texas Community Development Corporation, Inc. (SETCDC) has contracted with
the City of Beaumont to provide affordable housing.
BUDGETARY IMPACT
Funding for audit fees are available from the 2002 CHDO Operating budget.
PREVIOUS ACTION
The City has provided funds for audit fees in previous years. SETCDC has assisted eligible
homebuyers with the purchase of homes in neighborhoods targeted for revitalization.
SUBSEQUENT ACTION
None.
RECOMMENDED BY
City Manager, Public Works Director, Planning Manager, Housing/Grants Coordinator Interim.
Council Agenda Item
Page 2
January 10, 2003
RECOMMENDED MOTION
Approve/Deny the payment of 2001 audit fees for the Southeast Texas Community Development
Corporation, Inc. In the amount of$6,000.