Loading...
HomeMy WebLinkAbout1999-02-16 - Special City CouncilMINUTES OF SPECIAL MEETING City of Stephenville - City Council TUESDAY, FEBRUARY 16,1999 - 5:30 P.M. The City Council of the City of Stephenville, Texas, convened in special session on Tuesday, February 16, 1999, at 5:30 p.m., in the Council Chambers at City Hall, 298 West Washington Street, with the meeting being open to the public and notice of said meeting, giving the date, time, place and subject thereof, having been posted as prescribed by Chapter 551, Government Code, Vernon's Texas Codes Annotated, with the following members present, to wit: Mayor: Councilmembers Others Attending: I. CALL TO ORDER hffloTilurro 1i Barbara Terrell Marshall Shelton Joel Hillin K. H. Conatser Bea Marin Jerry B. Madkins Wm. H. (Bill) Stanley Rusty Jergins Don Davis, City Administrator Cindy L. Stafford, City Secretary Randy Thomas, City Attorney The special meeting of the Stephenville City Council was called to order at 5:30 p.m. on Tuesday, February 16, 1999 by Mayor John Moser. Mayor Moser noted all council members present and declared a quorum present. Mayor Moser recognized Boy Scout Garrett Holt, who was attending the meeting as part of the requirements of the Citizenship in the Community merit badge. II. PLANNING AND DEVELOPMENT COMMITTEE REPORT A. West Side Development Project Bid Awards Rusty Jergins reported that five bids were received. The proposals were structured such that contractors were to submit a base bid for the utilities on the entire project and concrete paving for Wolfe Nursery Road. The West Frey Street paving portion of the project was broken into an alternate number one for concrete and an alternate February 16, 1999 - Minutes of Special Meeting 116 number two for asphalt. An alternate number three was also bid for future irrigation, electrical, and traffic control sleeves. Sanford LaHue from Schrickel, Rollins and Associates, Inc. explained that his firm has recommended the low total bid of $2,154,537.30 including alternate number one (concrete paving on West Frey Street) and alternate number three (sleeves) be awarded to Gilco Contracting, Inc. of Fort Worth. He reported that the concrete bid was $91,346.00 higher than the hot mix asphalt bid. He explained the life cycle cost analysis for a 15 -year period. Within about five years, a seal coat is required on hot - mix asphalt; ten years, another seal coat; and fifteen years, an overlay would probably be required. When prices for those repairs are considered at present worth, the hot -mix bid would be approximately $200,000 more than concrete. In summary, LaRue advised that when comparing initial cost to maintenance cost for the two alternatives, over a 15 -year period, the concrete will actually cost less. LaRue said for this reason as well as the fact that concrete is more durable than hot -mix, his firm is recommending the concrete bid. MOTION by Rusty Jergins, seconded by K. H. Conatser, to award the bid in the amount of $2,154,537.30 to Gilco Contracting Inc. for the base bid, alternate number one (concrete for West Frey Street) and alternate number three (irrigation, electrical, and traffic control); and that staff be authorized to negotiate a contract with Gilco Contracting, Inc. Mayor Moser allowed Jay Mills of Jay Mills Contracting, Inc. to address the council concerning this bid. Mills stated that he has been concerned with design specifications for Stephenville streets. His contracting company built the Harbin Drive extension (which is a hot -mix asphalt street), which was designed by the Texas Department of Transportation. Mills stated that this extension was designed for the "heaviest traffic". Mills said the council would make its decision on the bid between a large, out -of -town concrete company and a local contractor. Mills claimed that the design specified for the "West Side Development Project' is the same design as that used for Harbin Drive extension, and is just short of the specifications for the US 377 project his company is working on for Texas Department of Transportation. Mills stated that he strongly disagrees that concrete is that much better than hot -mix asphalt. He also expressed concern over the availability of an adequate supply of concrete for a job of this size. Further, he emphasized that he is a local contractor using local materials and employing local residents. "We own land here and we pay taxes here." Mills said in closing, asking the council to "vote for the people of Stephenville." February 16, 1999 - Minutes of Special Meeting 31 Following further discussion, the vote was taken on the above - stated motion. The motion passed by the following roll call vote: Ayes: Council members Terrell, Hillin, Stanley, Conatser, Jergins, and Marin. Noes: Council members Madkins and Shelton. B. Tarleton Big Event Kisty Hoffman and Corrie Siebman explained to the council that the Tarleton Big Event is a day committed to community service. It began at Texas A &M University 17 years ago and is catching on this year at Tarleton as a Phase III Tarleton Association for Student Leadership (TASL) Project. On March 6, members of the Tarleton community will provide service to the residents of Stephenville, performing tasks ranging from painting to pulling weeds. It is a chance for Tarleton students and faculty to give back to the city of Stephenville, and is a great way for university organizations to serve the community. MOTION by Rusty Jergins, seconded by Marshall Shelton, to waive the landfill fees in connection with the Tarleton Big Event. Motion carried by unanimous approval. C. Community Activity Center Rusty Jergins reported that Ed Horton, representing the Chamber of Commerce Community Development Committee, attended that meeting and presented the concept for the community activity center. Horton reported that the consulting team hired by the chamber will be in Stephenville later this month to meet with representatives of local groups and organizations. III. CONSIDER THE CITY -WIDE CLEAN -UP PROGRAM City Administrator, Don Davis, reported that staff is recommending a city-wide clean up day for Saturday, May 22. Waste Management has been notified and will participate by providing roll -offs at the Optimist Jaycee Park. MOTION by Rusty Jergins, seconded by Jerry Madkins, to set Saturday, May 22, for the city-wide clean up and waive the fees at the landfill for city residents. Motion carried by unanimous vote. IV. REPORT OF CITY COUNCIL RETREAT Larry Smith, facilitator for the council's retreat held on January 30, presented the council with the notes from the retreat and especially the list of 34 issues and opportunities that the council established at the retreat. He thanked the council for the opportunity to meet and discuss matters individually with the council and to February 16, 1999 - Minutes of Special Meeting M facilitate the retreat. He asked the council to build on the momentum of the retreat to develop a long -term plan so that there is a continuity to communicate the expectations of the plan. V. CONSIDER REQUEST CONCERNING THE TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS STATE -WIDE HOUSING ASSISTANCE PAYMENT PROGRAM Mayor Moser explained that this is a Section 8 HUD housing assistance payment program. Under the program, eligible families could have all or part of their rent paid by the Texas Department of Housing and Community Affairs (TDHCA) through the Housing Authority City of Dublin. Council member Marin stated this is an opportunity for the council to assist people that need adequate, affordable housing. Dee Zachry, Executive Director of the Housing Authority for the City of Dublin. She explained that the program is designed to subsidize housing for people in need. She also explained that there is not enough housing in Dublin to utilize the 48 certificates that have been issued; therefore, they are hoping to include qualified property in Stephenville. Following discussion, it was decided to table this item until the March 2 council meeting. VI. WATER PLANNING COMMITTEE REPORT A. Water Report by Dr. Hughbert Collier (02- 03 -99) Barbara Terrell reported that this committee was recommending two special council meetings, one for Dr. Hughbert Collier to make his report, and the other to allow HDR Engineering, Inc. the opportunity for response to Collier's study. Bill Stanley expressed his opinion on the Collier and HDR studies as follows: "As early as 1983, the Guyton Report recommended that we have observation wells. I don't know why we don't have them, but I submit to this august group that we cannot know what's going on in that aquifer by drilling a hole and determining how thick the aquifer is in one particular place and then making projections for the whole aquifer from that one hole, and that is basic in my questioning of HDR's assumptions and even the earlier Guyton reports, which, by the way, the earlier Guyton reports said that we had moderate to large amounts of water; HDR says we have small to ' moderate amounts. Come on, give me a definition. I was so concerned about this February 16, 1999 - Minutes of Special Meeting W that I wrote my position and sent a copy of it to the newspaper. I explored where we might get additional information. I called out to Tarleton to the Hydrology Department out there, and they didn't indicate any interest and I searched around and came up with Dr. Collier's name. I went to see Dr. Collier and expressed my concerns about this. I said that what I really need to know are in these dimensions. 'What do you know about the Trinity Aquifer on the basis of the present information that you have, an analysis of the HDR report, and what we need to know and what we need to do?' I think his report succinctly addresses all of those questions. Time is of the moment. We haven't been fooling with this thing but 40 or 50 years. All of a sudden, we've gotta get water out of Lake Proctor, and that may be the thing for us to do—I don't know. I am saying that we're making decisions upon very poor fragmentary evidence. I am saying that we need to do a number of things, and I worked with Dr. Collier to develop what he and I together came up with as an overall proposal of what to do, and I beg the indulgence of the council and our citizens to go through this. I think it's terribly important to do it. "Objective 1: I asked him for a proposal to construct a water level map of the Trinity Aquifer in Erath County as it pertains to the water supply of the city of Stephenville. The tasks involved in that: a. Secure permission to measure water levels in previously - measured wells and new wells. Measurements must be made in February and March to provide a baseline (here we say `to be accurate'). b. Compile and evaluate historical water level measurements made by the city and any other entity. C. Compile and evaluate historical water level measurements made by the Texas Water Development Board and Guyton. d. Plot all of the above wells on a digital map of Erath County. e. Place all of the above data into a digital database linked to the wells. f Map the Winter, 1990 water level of the Trinity Aquifer in Erath County. "Now that is needing to be done now, and I hope we don't have to refer it to a committee to get it done. "Objective 2: To evaluate the trend and the water level of the Trinity Aquifer in Erath County during the past 40 plus years. Construct water level decline graphs of well with sufficient data going as far back in time as the data will permit. Use the Winter, 1999 water level map and historical maps and construct other maps as is necessary to delineate the water level trend. Set up a system of monitoring wells for the Trinity Aquifer in Erath County. The search will be conducted for abandoned wells and permission will be sought from the owners to use them as monitoring wells. This will be done in conjunction with the water level measurements made in Objective 1. Locations will be determined for a network of monitoring wells to adequately monitor the water level of the Trinity Aquifer. Maps made in Objective 1 and 2 will be used to determine locations. As much as possible, abandoned and February 16, 1999 - Minutes of Special Meeting 4 frequently pumped wells will be incorporated into the monitoring well network. This system will be completed as needed with new monitoring wells. Space for the construction of new monitoring wells will be provided. "Recommend locations in the area of the city well fields for two new production wells. Collect pertinent data (e.g. electric logs) on existing city wells and nearby wells. Construct cross - sections and/or maps of the Trinity Aquifer in the areas of the city wells. Select the best locations for the two new production wells using hydrological criteria. Provide recommendations for the production well specs. Provide an outline of additional work that needs to be done. Assist the city with securing a grant to fund fixture work including the construction of monitoring wells. Work will be done within 90 days after the consummation of an agreement. Estimated cost at $70.00 an hour. Total package, $25,000 to $40,000." Council member Stanley asked that this agenda item be placed on the next council meeting agenda. Stanley added that "If we do not move immediately, we're missing an opportunity to measure the well during a period of relative dormancy from heavy pumping and postponing definitive data to make what I consider to be rational decisions. Council member Terrell asked the Director of Utilities, Danny Johnson, if the city has had monitoring wells during the past years. Johnson reported that the city has been monitoring water levels in the city well fields for over 30 years and continue to monitor them. It was agreed to place Dr. Stanley's recommendations on the agenda for the March 2 Regular Council Meeting and to allow HDR Engineering representatives to speak at the March 2 meeting also. B. Consider employing The Wellspec Company— Taylor/Brown well (02 -08- 99) MOTION by Barbara Terrell, seconded by Jerry Madkins, to employ Joe Vickers of the Wellspec Company, for consultant work on the Brown and Taylor South wells. Motion carried by unanimous approval. C. Contract negotiations with the Upper Leon River Municipal Water District Terrell reported that the committee reviewed various scenarios regarding raw and treated water amounts to be taken, time schedules, and costs. February 16, 1999 - Minutes of Special Meeting 41 VH. NOMINATIONS COMMITTEE REPORT MOTION by K. H. Conatser, seconded by Bill Stanley to appoint the following people to the Fourth of July Family Fun Fair Board of Directors: Robby and Kelly Parham Darren and Laura Gilbert Kalin and Karla Elston Jim and Gail Elliott Robby and Julie Tindol Motion carried by unanimous approval. VIII. BID AWARDS A. Repair parts for Brown Well MOTION by Jerry Madkins, seconded by K. H. Conatser, to award the bid to Southwestern Pump Equipment in the amount of $8,821.60. Motion carried by unanimous approval. B. Heavy duty concrete mixer Davis reported that the low bidder for this item was Prime Equipment in the amount of $2,426.59. He explained that since the bid price was below $5,000.00, it did not require formal action. IX. EXECUTIVE SESSION At 7:38 p.m., Mayor Moser recessed the open portion of the meeting and called the council into executive session in compliance with the provisions of the Texas Open Meetings Law, Subchapter D, Local Government Code, Vernon's Texas Codes, Annotated, in accordance with §551.074 Personnel Matters. City Attorney At 8:11 p.m., Mayor Moser called the council back into regular session. X. ACTION TAKEN ON ITEMS DISCUSSED IN EXECUTIVE SESSION No action was taken. February 16, 1999 - Minutes of Special Meeting 4 XI. ADJOURN There being no further business, the meeting was adjourned at 8:13 p.m. J hn Moser, Mayor ATTEST: ww'". "�- W. worlowl., February 16, 1999 - Minutes of Special Meeting 43