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HomeMy WebLinkAboutMIN AUG 16 2011 M I N U T E S - CITY OF BEAUMONT W.L. Pate,Jr.,At-Large BECKY AMES, MAYOR Gethrel Wright,At-Large Dr.Alan B.Coleman,Ward 1 CITY COUNCIL MEETING Michael D.Getz,Ward II Audwin Samuel,Ward 111 August 16,2011 Jamie Smith, Mayor Pro Tom Tyrone E.Cooper,City Attorney Kyle Hayes,City Manager Tina Broussard,City Clerk The City Council of the City of Beaumont, Texas, met in a regular session on August 16,2011,at the City Hall Council Chambers, 801 Main Street, Beaumont, Texas, at 1:30 p.m. to consider the following: OPENING * Invocation Pledge of Allegiance Roll Call Presentations and Recognition Public Comment: Persons may speak on scheduled agenda items 1-12/Consent Agenda Consent Agenda Mayor Ames called the council meeting to order at 1:30 p.m. Councilmember Samuel gave the invocation. Christopher DeReinzi,with Cub Scout#121 led the Pledge of Allegiance. Roll call was made by Tina Broussard, City Clerk. Present at the meeting were Mayor Ames, Mayor Pro Tom Smith, Councilmembers Coleman, Getz, Wright, Pate and Samuel. Also present were Kyle Hayes, City Manager; Tyrone Cooper, City Attorney; Tina Broussard, City Clerk. Proclamations, Presentations, Recognitions Introduced-Michael Giangrosso, Councilmember with the City of Seabrook, and also the Area General Manager for Best Western Jefferson Inn and Days Inn in Beaumont Presentation — Doug Canant with Drainage District 6 Public Comment: Persons may speak on scheduled agenda items 1-12/Consent Agenda. None CONSENT AGENDA Approval of minutes -August 9, 2011 Confirmation of committee appointments - None A. Authorize the settlement of the claims by BRH-Garver on the Calder Avenue Drainage and Pavement Improvement Project-Phase 11 — Resolution 11 —220 Minutes—August 16,2011 B. Authorize the settlement of the claims of Joshua Connor,Arieal Thomas and Kayla Fowler — Resolution 11 - 221 C. Approve a contract with two vendors for mowing privately-owned developed and vacant property— Resolution 11- 222 D. Authorize the acquisition of property at 247 South 10th Street related to the Amtrak Project — Resolution 11 - 223 E. Approve a change order related to the MLK King Jr. Parkway Waterline Extension Project— Resolution 11 - 224 F. Authorize the acceptance of a ten foot wide Exclusive Waterline Easement to provide water and fire protection services for the property located at 4315 Concord Road — Resolution 11 - 225 G. Approve an annual contract for the mowing of city-owned and abandoned property — Resolution 11 - 226 H. Authorize the acceptance of a ten foot wide Exclusive Waterline Easement to provide water and fire protection services for the property located at 3443 Fannett Road — Resolution 11 - 227 Councilmember Pate made a motion to approve the Consent Agenda. Councilmember Getz seconded the motion. AYES: MAYOR AMES,MAYOR PRO TEM SMITH,COUNCILMEMBERS COLEMAN,GETZ, WRIGHT, PATE AND SAMUEL NAYS: NONE MOTION PASSED GENERAL BUSINESS 1. Consider amending the FY 2011 Budget. Administration recommended that Council amend the FY 2011 Budget to appropriate $2,940,000 in the General Fund to be transferred to the Capital Reserve Fund, the Employee Benefits Fund and the General Liability Fund. Although the General Fund's FY 2011 Budget anticipated a shortfall of $2.2 Million, projections for FY 2011 show that the fund will actually have excess revenues over expenditures of $2.16 Million. These excess revenues provide the opportunity to make transfers to three other funds to provide stability in those funds. The proposed appropriation would be allocated as follows: Transfer To: Proposed Amendment Minutes—August 16,2011 Capital Reserve Fund $1,000,000 Employee Benefits Fund 540,000 General Liability Fund 1,400,000 Total General Fund Amendment $ 2,940,000 The Capital Reserve Fund is used for facility improvements as well as vehicle and equipment purchases. The Employee Benefits Fund accounts for the City's employee health claims, workers' compensation, dental insurance premiums and oversees the administration of these programs. In FY 2011, the City budgeted $10,500 per employee in each fund to be transferred to the Employee Benefits Fund to cover each fund's portion of costs. During the process of preparing the FY 2012 budget, it was determined that the per employee amount needed to be increased to $11,000. Transferring the$540,000, $500 per employee in the General Fund, will help provide stability to the Employee Benefits Fund. The General Liability Fund accounts for all liability claims and lawsuit settlements for the City. In anticipation of settlements projected through the end of FY 2011 and in FY 2012, it is recommended that an additional$1,400,000 be transferred to cover these expenditures. No transfer is proposed for FY 2012. After including the proposed transfers in the amount of$2,940,000, the General Fund is expected to use $738,400, of fund balance in FY 2011. Councilmember Pate moved to ADOPT AN ORDINANCE AMENDING THE FISCAL BUDGET OF THE CITY OF BEAUMONT FOR THE FISCAL YEAR 2011 TO TRANSFER;2,940,000 FROM THE GENERAL FUND TO THE CAPITAL RESERVE FUND,EMPLOYEE BENEFITS FUND AND GENERAL LIABILITY FUND; PROVIDING FOR SEVERABILITY;AND PROVIDING FOR REPEAL. Mayor Pro Tem Smith seconded the motion. AYES: MAYOR AMES,MAYOR PRO TEM SMITH,COUNCILMEMBERS COLEMAN,GETZ, PATE AND SAMUEL NAYS: COUNCILMEMBER WRIGHT MOTION PASSED Ordinance 11 - 051 2. Consider amending the FY 2011 Budget, specifically the Debt Service Fund. Administration recommended that Council amend the FY 2011 Budget to appropriate additional revenue and expenditures in the Debt Service Fund. In accordance with Article VI of the City Charter,the City Manager shall strictly enforce the provisions of the budget as specified in the ordinance adopting the budget. He shall not authorize or approve any expenditure unless an appropriation has been made in the budget ordinance adopting the budget, and there is an available unencumbered balance of Minutes—August 16,2011 the appropriation sufficient to pay the liability to be incurred. Approving the proposed amendments will ensure that expenditures are within the approved budget. The details of the amendments are as follows: Debt Service Original Budget Proposed Amended Budget Amendment Total Expenditures $15,389,500 $17,709,300 $33,098,800 Total Revenues $14,489,700 $20,169,100 $34,658,800 As part of the 2011 bond issue, the City refunded 2001, 2003 and 2006 Certificates of Obligation. The refunding was not appropriated in the FY 2011 Budget because it was not known at the time the budget was prepared. The refunding was offset by bond proceeds. There are additional revenues to cover the increase in expenditures in the Debt Service Fund. Councilmember Coleman made a motion to ADOPT AN ORDINANCE ENTITLED AN ORDINANCE AMENDING THE FISCAL BUDGET OF THE CITY OF BEAUMONT FOR THE FISCAL YEAR 2011 TO APPROPRIATE ADDITIONAL EXPENDITURES AND REVENUES IN THE DEBT SERVICE FUND;PROVIDING FOR SEVERABILITY;AND PROVIDING FOR REPEAL. Mayor Pro Tern Smith seconded the motion. AYES: MAYOR AMES,MAYOR PRO TEM SMITH,COUNCILMEM13ERS COLEMAN,GETZ, PATE AND SAMUEL NAYS: NONE ABSTAIN: COUNCILMEMBER WRIGHT MOTION PASSED Ordinance 11 - 052 3. Consider amending the FY 2011 Budget related to the Water Fund. Administration recommended that Council amend the Fiscal Year 2011 Budget to appropriate additional revenue and expenditures for FY 2011 based on year end projections in the Water Fund. In accordance with Article VI of the City Charter,the City Manager shall strictly enforce the provisions of the budget as specified in the ordinance adopting the budget. He shall not authorize or approve any expenditure unless an appropriation has been made in the budget ordinance adopting the budget, and there is an available unencumbered balance of the appropriation sufficient to pay the liability to be incurred. Approving the proposed amendments will ensure that expenditures are within the approved budget. Minutes—August 16,2011 The details of the amendments are as follows: Water Fund Original Budget Proposed Amended Budget Amendment Total Expenditures $42,279,700 $795,300 $43,075,000 [Total Revenues $40,011,200 $ $40,792,600 During FY 2011, the Water Fund experienced additional overtime, capital purchases and debt service payments not included in the original budget. Also included in the proposed amendment, is a transfer of$67,000 to the Employee Benefits Fund. In FY 2011, the City budgeted $10,500 per employee in each fund to be transferred to the Employee Benefits Fund to cover each fund's portion of costs. During the process of preparing the FY 2012 budget, it was determined that the per employee amount needed to be increased to $11,000. Transferring the $67,000, $500 per will help provide stability to the Employee Benefits Fund. The proposed FY 2012 Budget includes $11,000 per employee. The summer's drought conditions have led to the Water Fund's revenues being higher than anticipated in the FY 2011 Budget. Revenues for FY 2011 are expected to be greater than what was anticipated in the budget and, along with fund balance, will be sufficient to cover the increased expenditures in the Water Fund. The ending fund balance projected for FY 2011 is 17.2% of projected expenditures. Councilmember Pate made a motion to ADOPT AN ORDINANCE AMENDING THE FISCAL BUDGET OF THE CITY OF BEAUMONT FOR THE FISCAL YEAR 2011 TO APPROPIATE ADDITIONAL EXPENDITURES AND REVENUES IN THE WATER FUND. Councilmember Samuel seconded the motion. AYES: MAYOR AMES,MAYOR PRO TEM SMITH,COUNCILMEMBERS COLEMAN,GETZ, WRIGHT, PATE AND SAMUEL NAYS: NONE MOTION PASSED Ordinance 11 — 053 Mayor Pro Tom Smith left meeting at 2:30 p.m. 4. Consider amending the FY 2011 Budget, specifically the Municipal Transit Fund. Administration recommended that Council amend the FY 2011 Budget to appropriate additional revenue and expenditures in the Municipal Transit Fund. Minutes—August 16,2011 In accordance with Article VI of the City Charter, the City Manager shall strictly enforce the provisions of the budget as specified in the ordinance adopting the budget. He shall not authorize or approve any expenditure unless an appropriation has been made in the budget ordinance adopting the budget, and there is an available unencumbered balance of the appropriation sufficient to pay the liability to be incurred. Approving the proposed amendments will ensure that expenditures are within the approved budget. The details of the amendments are as follows: Transit Original Budget Proposed Amendment Amended Budget Fund Total $4,895,000 $223,200 $5,118,200 Expenditures Total $4,754,200 $706,000 $5,460,200 Revenue The Municipal Transit Fund is projected to exceed budgeted expenditures. This is directly related to capital expenditures, totaling $688,000, associated with a federal grant that the City was able to utilize for repairs and renovations at the Municipal Transit facility. Due to other expenditures coming in under budget, the proposed amendment is $223,200. The proposed amendment also includes additional revenue for farebox charges, which were higher than budgeted, and reimbursement to the City for the grant expenditures. There is increased revenue to cover the increase in expenditures in the Municipal Transit Fund. Councilmember Coleman made a motion to ADOPT AN ORDINANCE ENTITLED AN ORDINANCE AMENDING THE FISCAL BUDGET OF THE CITY OF BEAUMONT FOR THE FISCAL YEAR 2011 TO APPROPRIATE ADDITIONAL EXPENDITURES AND REVENUES IN THE MUNICIPAL TRANSIT FUND; PROVIDING FOR SEVERABILITY;AND PROVIDING FOR REPEAL. Councilmember Samuel seconded the motion. AYES: MAYOR AMES, COUNCILMEMBERS COLEMAN, GETZ, WRIGHT, PATE AND SAMUEL NAYS: NONE MOTION PASSED Ordinance 11 — 054 Mayor Pro Tem Smith returned to meeting at 2:31 p.m. 5. Consider amending the FY 2011 Budget to transfer funds to the Employee Benefits Fund. Administration recommended that Council amend the FY 2011 Budget to appropriate $47,500 in the funds listed below to be transferred to the Employee Benefits Fund. Minutes—August 16,2011 The Employee Benefits Fund accounts for the City's employee health claims, workers' compensation, dental insurance premiums and oversees the administration of these programs. In FY 2011, the City budgeted $10,500 per employee in each fund to be transferred to the Employee Benefits Fund to cover each fund's portion of costs. During the process of preparing the FY 2012 Budget, it was determined that the per employee amount needed to be increased to$11,000. Transferring this$47,500, $500 per employee,will help provide stability to the Employee Benefits Fund. The proposed FY 2012 Budget includes $11,000 per employee. The proposed appropriation would be allocated as follows: Transfer From: Proposed Amendment Solid Waste Fund $ 30,000 Fleet Fund 16,500 Henry Homberg Golf Course 1,000 Total Amendment $ 47,500 The expenditures of all three funds are projected to be below budgeted amounts in FY 2011. After appropriating the additional transfer, each fund's expenditures will still be below budget. Councilmember Getz made a motion to ADOPT AN ORDINANCE ENTITLED AN ORDINANCE AMENDING THE FISCAL BUDGET OF THE CITY OF BEAUMONT FOR THE FISCAL YEAR 2011 TO TRANSFER $47,500 FROM THE SOLID WASTE FUND, FLEET FUND AND HENRY HOMBERG GOLF COURSE TO THE EMPLOYEE BENEFITS FUND; PROVIDING FOR SEVERABILITY;AND PROVIDING FOR REPEAL. Councilmember Pate seconded the motion. AYES: MAYOR AMES,MAYOR PRO TEM SMITH,COUNCILMEMBERS COLEMAN,GETZ, WRIGHT, PATE AND SAMUEL NAYS: NONE MOTION PASSED Ordinance 11 - 055 6. Consider amending the FY 2011 Budget, specifically the Hotel Occupancy Tax Fund. Administration recommended that Council amend the Fiscal Year 2011 Budget to appropriate additional expenditures based on year end projections in the HOT Fund. In accordance with Article VI of the City Charter, the City Manager shall strictly enforce the provisions of the budget as specified in the ordinance adopting the budget. He shall not authorize or approve any expenditure unless an appropriation has been made in the budget ordinance adopting the budget, and there is an available unencumbered balance of the appropriation sufficient to pay the liability to be incurred. Approving the proposed amendments will ensure that expenditures are within the approved budget. The details of the amendments are as follows: Minutes—August 16,2011 HOT Fund Original-Budget Proposed Amended Budget Amendment Total Expenditures $2,807,500 $36,600 $2,844,100 During FY 2011,there was an increase in the amount of advertising and promotion resulting in expenditures exceeding the original budget by $32,100. Included in the proposed amendment, is$4,500 that is being transferred to the Employee Benefits Fund. In FY 2011, the City budgeted $10,500 per employee in each fund to be transferred to the Employee Benefits Fund to cover each funds' portion of costs. During the process of preparing the budget, it was determined that the per employee amount needed to be increased to $11,000. Transferring the $4,500, $500 per employee, will help provide stability to the Employee Benefits Fund. The FY 2012 Budget includes $11,000 per employee. There is sufficient fund balance to cover the additional expenditures. Mayor Pro Tem Smith made a motion to ADOPT AN ORDINANCE ENTITLED AN ORDINANCE AMEDNING THE FISCAL BUDGET OF THE CITY OF BEAUMONT FOR THE FISCAL YEAR 2011 TO APPROPRIATE ADDITIONAL EXPENDITURES BASED ON YEAR END PROJECTIONS IN THE HOTEL OCCUPANCY TAX FUND; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR REPEAL. Councilmember Pate seconded the motion. AYES: MAYOR AMES,MAYOR PRO TEM SMITH,COUNCILMEMBERS COLEMAN,GETZ, WRIGHT, PATE AND SAMUEL NAYS: NONE MOTION PASSED Ordinance 11 - 056 7. Consider authorizing the City Manager to receive funding in the amount of $3,358,800 through the Department of Homeland Security 2009 Port Security Grant Program (PSGP), and enter into a memorandum of understanding with Jefferson County to facilitate expenditure of the grant funding through the PSGP fiduciary process. Administration recommended approval. The Homeland Security Grant Program consists of a number of grant programs, one of which is the Port Security Grant Program (PSGP)this grant can be utilized to enhance the security of the Port of Beaumont and the agencies that support it since the Port is designated as critical to national infrastructure. The funding of $3,358,800 includes $2,400,000 to replace the dilapidated radio communications building with a modern and hardened facility to support infrastructure of the regional radio system; $125,800 for mobile and portable radios to upgrade communications ability for first responders; $833,000 for a pumper apparatus for the Fire Department and the additional equipment necessary to outfit the apparatus. Total project costs are anticipated to be $3,358,800. Grant funding amounts to 75%, or $2,519,100 of the total and the City has a required match of 25%, or$839,700 of the total. Minutes—August 16,2011 Funds for the required match are available in the Capital Reserve Fund. Councilmember Samuel made a motion to APPROVE A RESOLUTION THAT THE CITY MANAGER BE AND HE IS HEREBY AUTHORIZED TO RECEIVE FUNDING IN THE AMOUNT OF'$3,358,800 THROUGH THE DEPARTMENT OF HOMELAND SECURITY 2009 PORT SECURITY GRANT PROGRAM(PSGP). Mayor Pro Tern Smith seconded the motion. AYES: MAYOR AMES,MAYOR PRO TEM SMITH,COUNCILMEMBERS COLEMAN,GETZ, WRIGHT,PATE AND SAMUEL NAYS: NONE MOTION PASSED Resolution 11 - 228 8. Consider authorizing the City Manager to execute a contract for the Wastewater Treatment Plant Sludge Pump Replacement Project. Administration recommended approval of a contract with Allco, LLC of Beaumont in the amount of$1,111,359.00. The contract will furnish all labor, materials, and equipment to remove and replace the existing belt press pumps at the existing Wastewater Treatment Plant on Lafin Road. The proposed sludge pump replacement project will remove and replace the belt press pumps, the pumps to the primary and secondary clarifiers, furnish and install a belt press screw conveyor, provide new metal canopies at two locations, modify an existing concrete junction box, and remove and replace an existing air conditioner unit at the new laboratory building, and paint all miscellaneous metals as required. The sludge pumps for the belt press and clarifiers have been in operation for more than 20 years. Sludge is generated from the sanitary sewer collection system and the solids from biological treatment. The sludge regularly varies in composition and thus requires pumps that can maintain continual operation. These deteriorated pumps are in need of replacement and the improvements to the sludge transportation system will greatly improve the efficiency of wastewater treatment. New canopies are proposed that will provide protection for the exposed belt press and the secondary WWTP Sludge Pump Replacement sludge pump station. The laboratory requires a uniform temperature to perform daily testing to monitor the wastewater treatment process. Additionally, the wet and corrosive environment in and around the laboratory requires that the cabinets be repainted. Funds for the project are provided by the Capital Program. Councilmember Coleman made a motion to APPROVE A RESOLUTION THAT THE CITY MANAGER BE AND HE IS HEREBY AUTHORIZED TO EXECUTE A CONTRACT WITH ALLCO, LLC, OF BEAUMONT, TEXAS, IN THE AMOUNT OF $1,111,359.00 FOR THE WASTEWATER TREATMENT PLANT SLUDGE PUMP REPLACEMENT PROJECT TO FUNRISH ALL LABOR, MATERIALS,AND EQUIPMENT TO REMOVE AND REPLACE THE EXISITNG BELT PRESS PUMPS AT THE WASTEWATER TREATMENT PLANT LOCATED AT 4900 LAFIN ROAD. Mayor Pro Tern Smith seconded the motion. Minutes—August 16,2011 AYES: MAYOR AMES,MAYOR PRO TEM SMITH,COUNCILMEMBERS COLEMAN,GETZ, WRIGHT, PATE AND SAMUEL NAYS: NONE MOTION PASSED Resolution 11 - 229 9. Consider approving change order No. 3 decreasing the contract amount for the Calder Avenue Drainage and Pavement Improvement Project-Phase II. Administration recommended approval of Change Order No. 3 decreasing the contract amount by $649,931.89 During the construction, quantities were adjusted to complete the project. The items and quantities in Change Order No. 3 will reflect the actual quantities to date. This Change Order will decrease the contract amount to $24,184,012.55. Mayor Pro Tem Smith made a motion to APPROVE THE RESOLION THAT THE CITY MANAGER BE AND HE IS HEREBY AUTHORIZED TO EXECUTE CHANGE ORDER NO. 3 FOR ADDITIONAL WORK, THEREBY INCREASING THE CONTRACT AMOUNT BY(;649,931.89)FOR A TOTAL CONTRACT AMOUNT OF$24,184,012.55. Councilmember Pate seconded the motion. AYES: MAYOR AMES,MAYOR PRO TEM SMITH,COUNCILMEMBERS COLEMAN,GETZ, WRIGHT, PATE AND SAMUEL NAYS: NONE MOTION PASSED Resolution 11 - 230 10. Consider approving a resolution to write-off uncollectible delinquent accounts. Administration recommended approval of a resolution to write-off uncollectible delinquent accounts totaling $286,085.35 for which each individual account exceeds $1,000.00. In accordance with Generally Accepted Accounting Principals (GAAP) and to fairly represent what the City's accounts receivable balance is for financial reporting purposes, once all efforts to collect an account has been exhausted and it is outstanding for more than a year, it is written off the City's general ledger in accordance with the approved write-off policy. The individual accounts remain in the City's system so that if at any time additional contact information or financial information for the account is received,the balance shall be reinstated and payments shall be applied to that balance. In addition, these accounts are pursued by the city's contracted collection agency as long as the agency has the account. 1. EMS Ambulance Charges - $182,357.60 These charges from ambulance transports include uninsured claims or co-pay and deductibles that the customer should be responsible for. The original charge dates range Minutes—August 16,2011 from 2008 to 2009 and accounts have been uncollectible for at least one year. 2. Weed Abatement Charges - $103,727.75 Charges included in this total were sent to the collection agency in 2008 to 2009. These accounts are difficult to collect because of limited owner information. The budget is based on anticipated payments and not what is in accounts receivable; therefore, there is no budgetary impact. Councilmember Coleman made a motion to APPROVE A RESOLUTION THAT THE CITY COUNCIL HEREBY APPROVES THE WRITE-OFF OF THE FOLLOWING UNCOLLECTABLE DELINQUENT ACCOUNTS TOTALING $286,085.35 FOR WHICH EACH INDIVIDUAL.ACCOUNT EXCEEDS $1,000. Mayor Pro Tern Smith seconded the motion. AYES: MAYOR AMES,MAYOR PRO TEM SMITH,COUNCILMEMBERS COLEMAN,GETZ, WRIGHT, PATE AND SAMUEL NAYS: NONE MOTION PASSED Resolution 11 - 231 11. Consider approving a contract for the purchase of two Bar Screens for use at the Wastewater Treatment Plant. Administration recommended the award of a contract to the Duperon Corporation, of Saginaw, Michigan in the amount of$420,000. On August 9, 2011, Council approved a contract with Allco, LLC to remove and replace existing bar screen equipment at the Wastewater Treatment Plant. This purchase is the mechanical component of this project. It was determined to be to the best advantage of the City to purchase the mechanical equipment separately from the construction contract. The bar screen system is the initial stage of wastewater treatment. It removes large debris, plastics, rags and other material that must be removed prior to primary treatment and can damage pumps and valves. The existing bar screens have been in service in excess of 10 years, and have degraded to the point that they require constant and expensive maintenance. Bids were solicited from the two (2) vendors who manufacture the equipment required for the City's system. The Duperon Corporation was low bidder at$420,000. Infilco-Degremont of Richmond, Virginia, submitted a bid of$695,750, but in addition to being a higher bid, it did not conform to the required specifications and included a number of conditions that were unacceptable to the City. Funds for this project are available in the Capital Program. Mayor Pro Tern Smith made a motion to APPROVE A RESOLUTION THAT THE CITY COUNCIL HEREBY APPROVES THE AWARD OF A BID TO DUPERON CORPORATION,OF SAGINAW, MICHIGAN,IN Minutes—August 16,2011 THE AMOUNT OF $420,000 FOR THE PURCHASE OF TWO (2) BAR SCREENS FOR USE AT THE WASTEWATER TREATMENT PLANT. Councilmember Samuel seconded the motion. AYES: MAYOR AMES,MAYOR PRO TEM SMITH,COUNCILMEMBERS COLEMAN,GETZ, WRIGHT, PATE AND SAMUEL NAYS: NONE MOTION PASSED Resolution 11 — 232 Councilmember Samuel left the meeting at 2:57 p.m. 12. Consider approving the purchase of a new phone system for City Hall. Administration recommended approval of the purchase of ShoreTel phone system from Creative Switching Designs of Houston in the amount of$152,278.75. Pricing was obtained through the State of Texas Department of Information (DIR). DIR provides cities and political subdivisions with the means to purchase information technology at volume prices contracted under the procurement statues of the State of Texas. The current Nortel phone system at City Hall is under a maintenance contract with AT&T that expired March 3, 2011. Extending the current maintenance contract for all Nortel phone systems at the City of Beaumont was quoted at $201,976.22. By purchasing a new ShoreTel phone system we will have more capabilities, an estimated eleven (11) year lifespan for the equipment and lower the yearly maintenance costs. Funding for the phone system is available for the Department of Homeland Security 2007 Supplemental Port Security Grant in the amount og $114,209.06. The 25% match of $38,069.69 is available from Capital Reserve Budget. Councilmember Pate made a motion to APPROVE A RESOLUTION THAT THE CITY COUNCIL HEREBY APPROVES THE PURCHASE OF SHORTEL PHONE SYSTEMS FROM CREATIVE SWITCHING DESIGNS,OF HOUSTON,TEXAS IN THE AMOUNT OF$152,278.75 FOR BEAUMONT CITY HALL. Mayor Pro Tern Smith seconded the motion. AYES: MAYOR AMES,MAYOR PRO TEM SMITH,COUNCILMEMBERS COLEMAN,GETZ, WRIGHT AND PATE NAYS: NONE MOTION PASSED Resolution 11 — 233 Councilmember Samuel returned to the meeting at 2:59 p.m. Minutes—August 16,2011 PUBLIC HEARING * Conduct a public hearing to receive comments related to a grant application and a contract with the Federal Transit Administration (FTA) to receive Operating Assistance funds for the Beaumont Municipal Transit System Open: 2:59 p.m. None Close: 2:59 p.m. 13. Consider authorizing the City Manager to submit a grant application and execute a contract with the Federal Transit Administration to receive Operating Assistance funds for the Beaumont Municipal Transit System. Administration recommended approval. Beaumont Municipal Transit has prepared a rant application for FY 2011 FTA funds. The P P P 9 PP grant will help fund the labor, fringe benefits, parts, and supplies, purchased services, utilities, insurance, licenses and all other miscellaneous expenses Councilmember Coleman made a motion to APPROVE A RESOLUTONTHAT THE CITY MANAGER BE AND HE IS HEREBY AUTHORIZED TO SUBMIT A GRANT APPLICATION AND EXECUTE A CONTRACT WITH THE FEDERAL TRANSIT ADMINISTRATION(FTA)TO RECEIVE AN OPERATING ASSISTANCE GRANT IN THE AMOUNT OF$1,785,970 FOR THE BEAUMONT MUNICIPAL TRANSIT SYSTEM. Mayor Pro Tem Smith seconded the motion. AYES: MAYOR AMES,MAYOR PRO TEM SMITH,COUNCILMEMBERS COLEMAN,GETZ, WRIGHT, PATE AND SAMUEL NAYS: NONE MOTION PASSED Resolution 11 — 234 PUBLIC HEARING * Conduct a public hearing to receive comments related to a grant application and a contract with Texas Department of Transportation to receive State Public Transportation Funds Open: 3:00 p.m. None Close: 3:00 p.m. Minutes—August 16,2011 14. Consider authorizing the City Manager to submit a grant application and execute a contract with Texas Department of Transportation to receive State Public Transportation Funds. Administration recommended approval. City Council annually authorizes the City Manager to execute a contract with the Texas Department of Transportation for the City to receive State Public Transportation Funds. These funds are used towards the City's local share of operating costs for the Beaumont Municipal Transit System. The City is scheduled to receive $367,157 in Fiscal Year 2012 State Public Transportation Funds. State funding, totaling $367,157, will find part of the estimated $4,165,000 supplement to operate the Beaumont Municipal Transit System in FY 2012. Councilmem ber Pate made a motion to APPROVE A RESOUTION THAT THE CITY MANAGER BE AND HE IS HEREBY AUTHORIZED TO EXECUTE A STATE MATCH FUNDS FISCAL YEAR 2011 PROJECT GRANT AGREEMENT WITH THE TEXAS DEPARTMENT OF TRANSPORTATION FOR THE CITY OF BEAUMONT TO RECEIVE STATE PUBLIC TRANSPORTATION FUNDS IN THE AMOUNT OF $367,157 TO ASSIST IN OPERATING COSTS FOR THE BEAMONT MUNICIPAL TRANSIT SYSTEM. Councilmember Wright seconded the motion. AYES: MAYOR AMES,MAYOR PRO TEM SMITH,COUNCILMEMBERS COLEMAN,GETZ, WRIGHT, PATE AND SAMUEL NAYS: NONE MOTION PASSED Resolution 11 - 235 COUNCILMEMBER COMMENTS COUNCILMEMBER COLEMAN- WISHED MAYOR PRO TEM SMITH A HAPPY BIRTHDAY COUNCILMEM13ER GETZ- WISHED MAYOR PRO TEM SMITH A HAPPY BIRTHDAY,ALSO COMMENTED ON THE CITY TRANSIT SYSTEM AND HOW MUCH IT IS COSTING THE CITY, REQUESTED A WORKSESSION TO TAKE A CLOSER LOOK AT ALTERNATIVE MEASURES IN REGARDS TO THE TRANSIT SYSTEM COUNCILMEMBER WRIGHT- WISHED MAYA MANE'WILLIAMS,A HAPPY FIRST BIRTHDAY AS WELL AS MAYOR PRO TEM SMITH,THANKED ALL OF THE CHURCHES FOR VACATION BIBLE STUDY FOR THE CHILDREN OVER THE SUMMER, COMMENTED ON THE NBC-LEO CONFERENCE, REQUESTED JUSTIFICATION FROM THE CITY MANAGER AND THE HUMAN RESOURCE DIRECTOR AS TO WHY SOME POSITIONS WERE NOT POSTED,WOULD LIKE TO HAVE COUNCIL RECEIVE THE INFORMATION AS WELL AS, ALSO WOULD LIKE COUNCIL TO REVIEW THE TAPE FROM THE Minutes—August 16,2011 COUNCIL MEETING OF.JULY 27, 2010 AS TO THE REMARKS MADE COUNCILMEMBER PATE- THANKED DOUG CANANT AND DRAINAGE DISTRICT 6 FOR THE PRESENTATION, AS WELL AS JUDGE LE13LANC FOR THEIR COOPERATION WITH THE CITY OF BEAUMONT,WISHED MAYOR PRO TEM SMITH A HAPPY BIRTHDAY MAYOR PRO TEM SMITH- THANKED EVERYONE FOR THE BIRTHDAY WISHES, COMMENDED COUNCILMEMBER SAMUEL ON A FANTASTIC JOB HE DID FOR THE NBC-LEO CONFERENCE,COMMENTED ON THE BACK TO SCHOOL SUPPLY DRIVE,AND NEIGHBORS IN THE PARK, THANKED THE FIRE DEPARTMENT FOR HOSTING THE WATER SAFETY CLASS COUNCILMEM13ER SAMUEL- THANKED COUNCIL FOR COMING OUT TO THE RECEPTION TO KICK OFF THE NBC-LEO CONFERENCE,THANKED THE CITY MANAGER FOR THE CITY BEING A HOST, AS WELL AS THE CONVENTION AND VISITORS BUREAU AND ALL OTHER ENTITIES AND PERSONS INVOLVED,HAD SEVERAL CONCERNS REGARDING TRANSPORTATION OPTIONS, AS WELL AS EMPLOYEES RECEIVING AN INCREASE IN PAY CITY ATTORNEY COOPER- NONE CITY MANAGER HAYES- NONE MAYOR AMES- THANKED COUNCILMEMBER SAMUEL FOR THE GREAT JOB HE DID ON THE NBC-LEO CONFERENCE, COMMENTED ON THE TRANSFERRING OF THE FUNDS THAT WERE DISCUSSED EARLIER IN THE MEETING, THIS IS SOMETHING THAT HAS BEEN DONE AT THE END OF EVERY FISCAL YEAR,STATED IT IS THE FISCALLY RESPONSIBLE THING TO DO,CONGRATULATED THE FATHER OF ANOTINO LEGE',WHO IS A CITY EMPLOYEE, HER FATHER RECEIVED A PURPLE HEART THIS SATURDAY AFTER WAITING 45 YEARS Public Comments (Persons are limited to three minutes) Louis Vaughn 9615 Mapes St. Beaumont TX Spoke in regards to the detention pond that will be put on the corner of 11 to St.and Fannett Road, stated that Santa Fe railroad should participate in the cost of the detention pond since they are part of the problem, thinks that there should be discussion of some other alternative for the flooding issues as well as the safety issues with the detention ponds Open session of meeting recessed at 3:26 p.m. Minutes—August 16,2011 There being no action taken in Executive Session, Council adjourned. Audio available upon request in the City Clerk's Office. Becky Ame Ufa a or Tina Broussard, City Clerk Minutes—August 16,2011