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Home My WebLink About12/09/2010 - Regular Agenda Packet - City CouncilTable of Contents Agenda 4 No. 2a - Minutes November 22, 2010 Workshop Minutes 8 November 22, 2010 Regular Minutes 14 No. 2b - 2011 Council Meeting Calendar Coversheet revised 21 2011 Council Meetings and Holidays 22 Council Meeting Calenda 2011 23 No. 2c - 2011 Health Plan Renewals Coversheet revised 24 Consultant Recommendation Letter 25 2011 Projected Health Plan Expenditures 27 No. 2d - 2011 Allstate Voluntary Benefits Coversheet revised 28 Allstate Employer's Acceptance 29 No. 2e - Third Party Administrator Services for Fiscal Year 2011 Coversheet revised 32 Renewal Acceptance 33 No. 2f - Renewal of Annual Purchasing Agreement for Dewatering Chemical Coversheet revised 35 Renewal ACP 36 Renewal FB 40 No. 2g - Real Estate Appraisal Services Contract Renewal Coversheet revised 41 No. 2h - Dowling Road High Service Pump Station Improvements Professional Services Contract Project Number WF1223117 Coversheet revised 42 Resolution 43 Location Map 44 No. 2i - Sanitary Sewer Lift Station Professional Services Contract Project Number WF1338390 Coversheet revised 45 Resolution 46 Location Map 47 No. 2j - South Knoll/The Glade Utility Rehabilitation Project Professional Services Contract Change Order Project Numbers WF1044480 & WF1044485 Coversheet revised 48 Change Order 49 Location Map 50 No. 2k - Annual Contract for Gasoline and Diesel Fuel Coversheet revised 51 1 No. 2L - Interlocal Agreement with City of Fort Worth Coversheet revised 52 Agreement 53 No. 2m - Participation Agreement with JP Morgan Chase Coversheet revised 56 No. 2n - Southwood 5-7 Rehabilitation Project Coversheet revised 57 Debt Reimbursement Resolution 58 No. 2o - Intergovernmental Contract between the City of College Station and the City of Bryan for the Operation of the Larry J. Ringer Public Library Coversheet revised 61 Library Oct 9 2010 from Legal 2010-11-2 62 No. 2p - i5 Replacement Project Coversheet revised 72 Pricing sheet for hardware purchase 73 Resolution Declaring Intention to Reimburse Certain Expenditures with Proceeds from Debt 75 No. 2q - Server Consolidation and Electronic Storage Modernization Coversheet revised 78 MicroAge Quote 79 No. 2r - Food Waste, Multifamily and Commercial Collection Franchise Amendment – Brazos Valley Recycling Coversheet revised 81 No. 2s - FM 2818/Jones Butler Waterline Conflict Change Order Work Order Number WF1272122 Coversheet revised 82 Change Order 83 Location Map 84 Item 1 - Wolf Point Center Rezoning Coversheet revised 85 Letter 89 Background 97 Maps 99 Minutes 101 Concept Plan 102 Ordinance 103 Item 2 - Rezoning for 3180 Cain Road Coversheet revised 110 Background 113 Maps 114 Minutes 116 Ordinance 118 Item 3 - Alarm Ordinance Amendment Coversheet revised 125 2 Item 4 - College Station Business Advisory Committee Appointments Coversheet revised 126 Attachment 1 - Staff Recommended Appointments - CSBAC 127 Item 5 - Medical Corridor Advisory Committee (MCAC) Coversheet revised 128 Attachment 1 - List of Additional Committee Appointments as Recommended by Staff 129 Attachment 2 - Current Medical Corridor Advisory Committee Members 130 3 Mayor Council members Nancy Berry Jess Fields Mayor Pro Tem Dennis Maloney John Crompton Katy-Marie Lyles City Manager Dave Ruesink Glenn Brown Jana McMillan Agenda College Station City Council Regular Meeting Thursday, December 09, 2010 at 7:00 PM City Hall Council Chamber, 1101 Texas Avenue College Station, Texas 1. Pledge of Allegiance, Invocation, Consider absence request. Hear Visitors: A citizen may address the City Council on any item which does not appear on the posted Agenda. Registration forms are available in the lobby and at the desk of the City Secretary. This form should be completed and delivered to the City Secretary by 5:30 pm. Please limit remarks to three minutes. A timer alarm will sound after 2 1/2 minutes to signal thirty seconds remaining to conclude your remarks. The City Council will receive the information, ask staff to look into the matter, or place the issue on a future agenda. Topics of operational concerns shall be directed to the City Manager. Comments should not personally attack other speakers, Council or staff. Consent Agenda Individuals who wish to address the City Council on a consent or regular agenda item not posted as a public hearing shall register with the City Secretary prior to the Mayor’s reading of the agenda item. Registration forms are available in the lobby and at the desk of the City Secretary. The Mayor will recognize individuals who wish to come forward to speak for or against the item. The speaker will state their name and address for the record and allowed three minutes. A timer will sound at 2 1/2 minutes to signal thirty seconds remaining for remarks. 2. Presentation, possible action and discussion of consent agenda items which consists of ministerial or "housekeeping" items required by law. Items may be removed from the consent agenda by majority vote of the Council. a. Presentation, possible action, and discussion of minutes for November 22, 2010 Workshop and Regular Council Meeting. b. Presentation, possible action, and discussion regarding adoption of 2011 Council Meeting Calendar. c. Presentation, possible action, and discussion on approving total health plan expenditures for the period of January 1, 2011 through December 31, 2011. The projected amount for both the renewals and total projected expenditures is $7,574,073.48. 4 City Council Regular Meeting Page 2 Thursday, December 9, 2010 d. Presentation, possible action, and discussion on approving an agreement with Allstate to provide voluntary Critical Illness and Accident Insurance for the period of January 1, 2011 through December 31, 2011. e. Presentation, possible action, and discussion regarding contract renewal for Third-Party Claims Administration with A S & G Claims Administration Inc., for an annual expenditure of $52,000. Anticipated FY11 workers compensation claims are $225,000 and anticipated FY11 liability claims are $300,000. f. Presentation, possible action, and discussion regarding the renewal of an annual purchasing agreement for dewatering chemical (polymer) with Fort Bend Services, Inc. not to exceed $39,200, and an annual purchasing agreement for dewatering chemical (polymer) with Atlantic Coast Polymer, Inc. not to exceed $172,560. g. Presentation, possible action and discussion of the renewal of two Master Agreements for Real Estate Appraisal Services: Holtkamp Realty Consultants (Contract No. 09-314) and S.T. Lovett & Associates (Contract No. 09-218). Each Master Agreement will not exceed $50,000. Approval of the renewal of these agreements will authorize the City Manager or his delegate to approve Service Orders for each project within the terms of each Master Agreement. h. Presentation, possible action, and discussion on a Professional Services Contract 11-063 with Malcolm Pirnie, Inc. for $406,641.00 for design, bidding, and construction phase services for the Dowling Road High Service Pump Station Improvement Project. i. Presentation, possible action, and discussion on a Professional Services Contract 11-064 with Jones & Carter, Inc. for $242,000.00 for design, bidding, and construction phase services for a lift station to be constructed near the intersection of Rock Prairie Road and State Highway 6. j. Presentation, possible action, and discussion on a change order to the Professional Services Contract 09- 070 with Weston Solutions, Inc. for an increase in the amount of $103,647.00 to the South Knoll/The Glade Utility Rehabilitation Project. k. Presentation, possible action and discussion on renewing the annual contract for gasoline and diesel fuel (Contract #10-054) with Brenco Marketing Corporation (Bryan, TX) for one year; and authorize the annual estimated expenditures of $1,252,000.00. l. Presentation, possible action, and discussion on an Interlocal Agreement for cooperative purchasing activities between the City of College Station and City of Fort Worth. m. Presentation, possible action, and discussion on a Participation Agreement with JP Morgan Chase for commercial card services related to our procurement card program. n. Presentation, possible action, and discussion regarding approval of a resolution declaring intention to reimburse certain expenditures with proceeds from debt for the Southwood 5-7 Rehabilitation project. o. Presentation, possible action, and discussion regarding an update to the Intergovernmental Contract between the City of College Station and the City of Bryan for the operation of the Larry J. Ringer Public Library. p. Presentation, possible action, and discussion regarding approval for the purchase of two (2) IBM System i Servers, respective Operating System (OS) and backup software, High Availability (HA) data replication 5 City Council Regular Meeting Page 3 Thursday, December 9, 2010 software, and related supplies for an amount not to exceed $200,000, and approval of a resolution declaring intention to reimburse certain expenditures with proceeds from debt. q. Presentation, possible action, and discussion regarding approval of a contract with MicroAge of College Station for computer network equipment, software and services to provide improved electronic data storage and management in an amount not to exceed $177,802.58. r. Presentation, possible action and discussion on the first reading of a franchise agreement amendment with Brazos Valley Recycling to add the collection of food waste for the purpose of recycling, multifamily apartments and commercial businesses to its agreement. s. Presentation, possible action, and discussion regarding a change order to the design contract (Contract No.10-210) with Mitchell and Morgan in the amount of $12,700.00 for the FM 2818/Jones Butler Waterline Conflict project. Regular Agenda Individuals who wish to address the City Council on a regular agenda item not posted as a public hearing shall register with the City Secretary prior to the Mayor’s reading of the agenda item. The Mayor will recognize you to come forward to speak for or against the item. The speaker will state their name and address for the record and allowed three minutes. A timer will sound at 2 1/2 minutes to signal thirty seconds remaining for remarks. Individuals who wish to address the City Council on an item posted as a public hearing shall register with the City Secretary prior to the Mayor’s announcement to open the public hearing. The Mayor will recognize individuals who wish to come forward to speak for or against the item. The speaker will state their name and address for the record and allowed three minutes. A timer alarm will sound at 2 1/2 minutes to signal thirty seconds remaining to conclude remarks. After a public hearing is closed, there shall be no additional public comments. If Council needs additional information from the general public, some limited comments may be allowed at the discretion of the Mayor. If an individual does not wish to address the City Council, but still wishes to be recorded in the official minutes as being in support or opposition to an agenda item, the individual may complete the registration form provided in the lobby by providing the name, address, and comments about a city related subject. These comments will be referred to the City Council and City Manager. 1. Public Hearing, presentation, possible action, and discussion regarding an Ordinance amending Chapter 12, “Unified Development Ordinance,” Section 4.2, “Official Zoning Map,” of the Code of Ordinances of the City of College Station, Texas, specifically rezoning 1.317 acres from PDD Planned Development District to PDD Planned Development District to modify the District Concept Plan 330-A Holleman Drive East, generally located southeast of the intersection of Holleman Drive East and Lassie Lane. 2. Public Hearing, presentation, possible action and discussion regarding a Rezoning for 3180 Cain Road of 19.575 acres from A-O Agricultural Open to C-1 General Commercial, R-3 Townhouse and R-4 Multi- Family located at 3180 Cain Road and more generally located west of the intersection of Old Wellborn Road and Cain Road. 3. Public Hearing, presentation, possible action, and discussion regarding an alarm ordinance amendment to include the use of a graduated fine schedule and a third party vendor to administer the alarm program. 6 City Council Regular Meeting Page 4 Thursday, December 9, 2010 4. Presentation, possible action, and discussion regarding the appointment of individuals to the College Station Business Advisory Committee. 5. Presentation, possible action, and discussion regarding the appointment of additional members to the Medical Corridor Advisory Committee (MCAC). 6. Adjourn. If litigation issues arise to the posted subject matter of this Council Meeting an executive session will be held. APPROVED: ________________________________ City Manager Notice is hereby given that a Regular Meeting of the City Council of the City of College Station, Texas will be held on the Thursday, December 09, 2010 at 7:00 PM at the City Hall Council Chambers, 1101 Texas Avenue, College Station, Texas. The following subjects will be discussed, to wit: See Agenda. Posted this 6thth day of November, 2010 at 5:00 p.m. ________________________________ City Secretary I, the undersigned, do hereby certify that the above Notice of Meeting of the Governing Body of the City of College Station, Texas, is a true and correct copy of said Notice and that I posted a true and correct copy of said notice on the bulletin board at City Hall, 1101 Texas Avenue, in College Station, Texas, and the City’s website, www.cstx.gov . The Agenda and Notice are readily accessible to the general public at all times. Said Notice and Agenda were posted on December 6, 2010 at 5:00 p.m. and remained so posted continuously for at least 72 hours proceeding the scheduled time of said meeting. This public notice was removed from the official posting board at the College Station City Hall on the following date and time: __________________________ by ________________________. Dated this _____day of ________________, 2010 By______________________________________ Subscribed and sworn to before me on this the _____day of ________________, 2010. ______________________________ Notary Public – Brazos County, Texas My commission expires: ___________ The building is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive service must be made 48 hours before the meeting. To make arrangements call (979) 764-3517 or (TDD) 1-800-735-2989. Agendas may be viewed on www.cstx.gov . Council meetings are broadcast live on Cable Access Channel 19. 7 WKSHP112210 Minutes Page 1 MINUTES OF THE CITY COUNCIL WORKSHOP CITY OF COLLEGE STATION NOVEMBER 22, 2010 STATE OF TEXAS § § COUNTY OF BRAZOS § Present: Nancy Berry Council: John Crompton Jess Fields Dennis Maloney Katy-Marie Lyles Jana McMillan City Staff: Glenn Brown, City Manager Kathy Merrill, Assistant City Manager Carla Robinson, Interim City Attorney Sherry Mashburn, City Secretary Tanya McNutt, Deputy City Secretary Call to Order and Announce a Quorum is Present With a quorum present, the Workshop of the College Station City Council was called to order by Mayor Nancy Berry at 3:02 p.m. on Monday, November 22, 2010 in the Council Chambers of the City of College Station City Hall, 1101 Texas Avenue, College Station, Texas 77842. 1. Presentation, possible action, and discussion on items listed on the consent agenda. Items 2b, 2d, 2f, 2g, 2h, 2j, 2o were pulled from the Consent Agenda. Item 2g: Chief R.B. Alley, Fire Chief, explained the funding of the 2010 Homeland Security Grant Program. Item 2h: David Schmitz, Interim Director of Parks and Recreation, explained the cost of the total project. The original equipment was purchased in the last three months. This came to Council because the installation and rubberized surfacing brought this over the $50,000 limit. 8 WKSHP112210 Minutes Page 2 Item 2j: Jeff Kersten, Chief Financial Officer, explained the majority of the funding is from the sanitation department. Items 2b, 2d, 2f, and 2o were not discussed. 2. Presentation, possible action, and discussion regarding the general roles of the Research Valley Partnership and the City in economic development activities. David Gwin, Director of Economic and Community Development, presented a brief overview of the RVP history which was incorporated in 1989 as the Bryan College Station Economic Development Corporation. It was formed to coordinate the regional economic development activities for both cities and the county. It was re-branded as the Research Valley Partnership in 2003. Their responsibilities include regional target industries such as biotechnology, customer service and back office operations, corporate headquarters and operations, technology transfer, etc. There are three major deliverable areas: Administration (planning, communications, compliance, finance); Corporate Relations (business development, marketing, communications, TAMU partnerships); and Innovation (RVIC, international gateway, TAMU partnerships, access to capital, Research Angel Fund and Aggie Angel Network and the emerging network fund). Administrative primary incentives per guidelines include tax abatement, performance-based financial assistance, developed land, and brokerage fees for locations in the Business Center at College Station. Cash incentives, per guidelines, may be granted from one city, or from Brazos County, or from one city and Brazos County, or the Brazos County Incentive Fund. The City’s responsibilities for target development encompass retail (meets sales tax, capital investment or payroll thresholds, fills leakage gaps, is entertainment related, and fulfills Specific Development Goals); tourism/hospitality asset development; commercial or special district development such as the Medical Corridor; historical/arts development, and redevelopment. Economic development deliverables include general economic development activities (with incentives, permit fast tracking, assistance with city codes and ordinances, networking, recruitment, administration of the Enterprise Zone Program, administration of TIRZ, PID, etc., and special event promotion/facilitation. Primary incentives that can be offered by the City are general incentives (utility infrastructure, road, drainage, or other infrastructure, waiver of permits and fees, expedited municipal planning, infrastructure over-sizing) and performance based incentives (tax abatements, etc.) Recent projects include TIPS, TIGM, Reynolds and Reynolds, Lynntech, and the Bio-Corridor Master Planning effort. Large-scale retail development has been accomplished with Gander Mountain, Lowes, and HEB. Examples of smaller-scale retail development include Ninfa’s, Shiraz Shish Kabob, Fuzzy’s Taco, Fuego Tortilla Grill, Genghis Grill, and Chuys. Reinvestment/Expansion efforts were provided to the Central Station Shopping Center, Walmart, The Med, and the proposed Post Oak Mall renovation. The Medical Corridor and the College Station Business Advisory Committee are a part of the long-term visioning and planning. MOTION: Upon a motion made by Councilmember Crompton and a second by Councilmember Maloney, the City Council voted six (6) for and none (0) opposed, for the Council to work with Dr. Girior and the City of Bryan to directly negotiate the terms of engagement for the Research Valley Partnership. The motion carried unanimously. 9 WKSHP112210 Minutes Page 3 Council also provided direction regarding future economic development engagement upon the appointment of the College Station Business Advisory Committee. 3. Presentation, possible action, and discussion regarding the process and timeline for determination of potential City-wide impact fees for Water and Wastewater. David Coleman, Director of Water Services, reported that the City is a good candidate for impact fees. The policy question tonight is do we want to shift a portion of the cost to increase Water/Wastewater plant capacity away from the existing rate-payers and on to the new arrivals? Tony Bagwell, HDR Austin, explained that an impact fee is a one-time, up-front payment levied on new or expanded development for its capital cost impact placed on the utility system. This helps growth to pay for itself. City-wide impact fees are considered because it increases equity among all he customers and helps to mitigate future rate increases. Overall fees are made up of component fees, such as water (supply/treatment, storage and transmission) and wastewater (treatment, pumping and interceptors). The maximum fee is determined by defining the impact fee service area and land use, projecting water and wastewater service demands, comparing existing capacity, identifying the amount and cost of existing available capacity and new facility needs, and then allocating current and future service demands to the facilities. Impact fees are typically assessed at the final plat and cannot be increased unless there is a change in demand. They are typically collected with the building permit, and as such, the actual collection of the impact fee usually occurs 12 to 18 months after the ordinance is adopted. MOTION: Upon a motion made by Councilmember Maloney and a second by Councilmember Lyles, the City Council voted four (4) for and two (2) opposed, with Councilmembers Fields and McMillan voting against, to proceed with the study. The motion carried. 4. Presentation, possible action, and discussion regarding an update on sustainability efforts and implementation of projects funded through the Energy Efficiency and Conservation Block Grant. There was no discussion on this item. 5. Presentation, possible action, and discussion regarding potential amendments to the Bryan / College Station Convention and Visitors Bureau (CVB) By-Laws. David Gwin, Director of Economic and Community Development, reminded the Council that an issue arose over the number of elected officials serving on the CVB in spring 2010. Staff presented the CVB’s proposed amendments on June 10, 2010. Council embraced the amendments with several changes/clarifications. A redlined version was presented to the CVB, and they have agreed to not allow professional staff to serve on the Board of Directors. They also agree to include additional sections to the bylaws as they relate to matters of governance. However, they are unable to agree to reserving approval/veto power of bylaw changes. The Council was presented with two options: 1) approve the provision allowing the veto of 10 WKSHP112210 Minutes Page 4 governance matters to be extended to both cities; or 2) rely on College Station’s majority representation on the Executive Board to decide all matters. MOTION: Upon a motion made by Councilmember Maloney and a second by Councilmember Fields, the City Council voted two (2) for and three (3) opposed, with Mayor Berry, and Councilmembers Lyles and McMillan voting against, and Councilmember Crompton abstaining, to retain veto power. The motion failed. MOTION: Upon a motion made by Councilmember Lyles and a second by Councilmember Fields, the City Council voted five (5) for and none (0) opposed, with Councilmember Crompton abstaining, to accept majority representation to make the decisions. The motion carried. 6. Presentation, possible action, and discussion regarding setting a date for a Council mid- year retreat and determining what items to include on the agenda. Staff was directed to place on the December 9 agenda an item to discuss topics for the Council Retreat. 7. Council Calendar · November 11 Lecture: The Korean War and 60 Year ROK/USA Alliance at George Bush Library-Auditorium, 1000 George Bush Drive at 12:00 p.m. · November 11 Dedication of the Korean War Memorial on the Lynn Stuart Pathway, Veterans Park, 4:00 p.m. · November 11 Reading of the Names at the Veterans Memorial, Adams Plaza, Veterans Park, 6:00 p.m. · November 11 Veterans Memorial Day Ceremony at the American Pavilion, Veterans Park, 7:00 p.m. · November 13 Brazos Valley Worldfest at the Wolf Pen Creek Amphitheater at 10:00 a.m. · November 16 Economic Outlook Luncheon at Miramont Country Club-Bryan, 11:30 a.m. · November 16 Council Transportation Committee Meeting in Council Chambers at 4:30 p.m. · November 17 BVSWMA Inc. Board Meeting at COB Municipal Building - Room 305, 11:00 a.m. · November 17 2010 Exploring History Lunch Lecture Series at CS Conference Center, 11:30 a.m. · November 18 Business After Hours - Holiday Lighting - City of Bryan at 5:30 p.m. · November 18 Planning & Zoning Meeting in Council Chambers at 6:00 p.m. · November 22 Council Workshop/Regular Meeting in Council Chambers at 3:00 and 7:00 p.m. · November 23 B/CS Chamber-Annual Ag Breakfast at Brazos County Expo Center, 7:00 a.m. · November 25 City Offices Closed – HOLIDAY · November 26 City Offices Closed - HOLIDAY There was no discussion on the Council calendar. 11 WKSHP112210 Minutes Page 5 8. Presentation, possible action, and discussion on future agenda items: a Council Member may inquire about a subject for which notice has not been given. A statement of specific factual information or the recitation of existing policy may be given. Any deliberation shall be limited to a proposal to place the subject on an agenda for a subsequent meeting. Councilmember Fields asked to discuss a Charter Review Commission at the Council Retreat. He also requested a future item on code enforcement. Councilmember Crompton asked for staff to discuss the pros, cons, costs, and potential time tables for the City to initiate/accelerate the design work and acquiring the rights-of-way for developing the Bush/Wellborn and Rock Prairie Bridge intersections. 9. Discussion, review and possible action regarding the following meetings: Arts Council of the Brazos Valley, Audit Committee, Bicycle, Pedestrian, and Greenways Advisory Board, Brazos County Health Dept., Brazos Valley Council of Governments, Brazos Valley Wide Area Communications Task Force, BVSWMA, BVWACS. Cemetery Committee, Code Review Committee, Design Review Board, Historic Preservation Committee, Interfaith Dialogue Association, Intergovernmental Committee, Joint Relief Funding Review Committee, Landmark Commission, Library Board, Mayor’s Council on Physical Fitness, Mayor’s Development Forum, Metropolitan Planning Organization, National League of Cities, Outside Agency Funding Review, Parks and Recreation Board, Planning and Zoning Commission, Research Valley Partnership, Regional Transportation Committee for Council of Governments, Signature Event Task Force, Sister City Association, TAMU Student Senate, Texas Municipal League, Transportation Committee, Wolf Pen Creek Oversight Committee, Zoning Board of Adjustments. Mayor Berry recommended that the Council view the CD on the Health Department. Councilmember Maloney reported on the Wolf Pen Creek Oversight Committee. Jess Fields reported on his attendance at Planning and Zoning. 10. Executive Session In accordance with the Texas Government Code §551.071-Consultation with Attorney, and §551.074-Personnel, the College Station City Council convened into Executive Session at 5:11 p.m. on Monday, November 22, 2010 in order to continue discussing matters pertaining to: A. Consultation with Attorney to seek advice regarding pending or contemplated litigation; to wit: · City of Bryan’s application with TCEQ for water & sewer permits in Westside/Highway 60 area, near Brushy Water Supply Corporation to decertify City of College Station and certify City of Bryan · City of Bryan suit filed against College Station, Legal issues and advise on Brazos Valley Solid Waste Management Agency contract, on proposed methane gas contract 12 WKSHP112210 Minutes Page 6 · Water CCN / 2002 Annexation / Wellborn Water Supply Corporation · Weingarten Realty Investors v. College Station, Ron Silvia, David Ruesink, Lynn McIlhaney, and Ben White · Chavers et al v. Tyrone Morrow, Michael Ikner, City of Bryan, City of College Station, et al · Clancey v. College Station, Glenn Brown, and Kathy Merrill B. Consultation with Attorney to seek legal advice; to wit: · Discussion of Legal Issues Regarding: Wellborn Incorporation Request · Legal issues of purchase and lease back to Arts Council C. Deliberation on the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer; to wit: · City Manager · City Secretary · City Council Self-Evaluation The Executive Session adjourned at 6:54 p.m. on Monday, November 22, 2010. No action was required from Executive Session. 11. Adjournment MOTION: There being no objection, Mayor Berry adjourned the workshop of the College Station City Council at 6:54 p.m. on Monday, November 22, 2010. ________________________ Nancy Berry, Mayor ATTEST: _______________________ Sherry Mashburn, City Secretary 13 RM112210 Minutes Page 1 MINUTES OF THE REGULAR CITY COUNCIL MEETING CITY OF COLLEGE STATION NOVEMBER 22, 2010 STATE OF TEXAS § § COUNTY OF BRAZOS § Present: Nancy Berry Council: John Crompton Jess Fields Dennis Maloney Katy-Marie Lyles Jana McMillan City Staff: Glenn Brown, City Manager Kathy Merrill, Assistant City Manager Carla Robinson, Interim City Attorney Sherry Mashburn, City Secretary Tanya McNutt, Deputy City Secretary Call to Order and Announce a Quorum is Present With a quorum present, the Regular Meeting of the College Station City Council was called to order by Mayor Nancy Berry at 7:03 p.m. on Monday, November 22, 2010 in the Council Chambers of the City of College Station City Hall, 1101 Texas Avenue, College Station, Texas 77842. 1. Pledge of Allegiance, Invocation, consider absence request. · Recognition of Accreditation Manager, Tim Adams, Communications Manager, Zeta Fail and Criminal Investigations Lieutenant Lesley Hicks for their work towards the Police Department receiving reaccreditation by the Commission on Accreditation for Law Enforcement Agencies (CALEA). Chief Jeff Capps recognized Tim Adams, Zeta Fail and Lesley Hicks for their efforts in the accreditation process. 14 RM112210 Minutes Page 2 · Recognition of Lieutenant Chuck Fleeger as the AMBER Alert Coordinator of the Year. Chief Jeff Capps presented Lt. Chuck Fleeger with the AMBER Alert Coordinator of the Year award. · Recognition of Texas Amateur Athletic Federation Gold Member City Award. · Recognition of James Farrell American Softball Association Award of Excellence. · Recognition of American Softball Association Complex of the Year for Veterans Park Softball Complex. David Schmitz, Interim Director of Parks and Recreation presented staff with their awards for the Texas Amateur Athletic Federation Gold Member City Award, James Farrell American Softball Association Award of Excellence and American Softball Association Complex of the Year for the Veterans Park Softball Complex. Mayor Berry also recognized the A&M Consolidated High School Tigers for their accomplishments this season and encouraged everyone to attend the regional round of the Texas 5A Division-1 playoffs this Saturday, November 27. · Citizen Comments Kyle Dykhuizen, 215 Fraternity Row, asked the Council to change the left turn lane from northbound Wellborn onto 2818 to two turn lanes as it was before. Chris Scotti, 7701 Gettysburg Court, representing the Northgate District Association, commended staff for their efforts on pedestrian improvements along University Drive in the Northgate area. However he just found out this past week that TXDOT is requesting the design phase be completed much sooner than anticipated. The Northgate District Association planned to start meeting with stakeholders in January since the holidays make it difficult to receive stakeholder input. He also reported that TXDOT is proposing a raised curb that will remove flexibility for the street being opened at certain times. If the bollards are installed at street level, then they can be installed earlier. He asked the Council to raise this issue with TXDOT. CONSENT AGENDA 2a. Presentation, possible action, and discussion of minutes for November 10, 2010 Workshop and Regular Council Meeting. 2b. Presentation, possible action, and discussion for City participation providing sanitary sewer improvements in the Emerald Ridge Estates Subdivision being made per City Code of Ordinances, Chapter 12, Unified Development Ordinance, Article 8, Subdivision Design and Improvements, Section 8.5, Responsibility for Payment for Installation Costs, Oversized Participation for a total requested City participation of $39,489.00. 15 RM112210 Minutes Page 3 2c. Presentation, possible action, and discussion regarding the approval of the FY 2010 Chapter 59 Asset Forfeiture Audit reporting form for the College Station Police Department. 2d. Presentation, possible action, and discussion regarding amending Chapter 4, section F (1), “Business Regulations”, of the code of ordinances of the City of College Station, which would exempt the City of College Station for the purpose of distributing public safety handbills. 2e. Presentation, possible action, and discussion regarding participation in a Memorandum of Understanding (MOU) between the Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF) and the College Station Police Department (CSPD) for the purpose of establishing a task force known as ATF TASK FORCE. 2f. Presentation, possible action, and discussion authorizing the payment of an economic development incentive in the total amount of $250,000 to Texas A&M University’s Texas Institute for Preclinical Studies (TIPS). 2g. Presentation, possible action and discussion regarding the approval of a resolution accepting from the Texas Division of Emergency Management (TDEM) the 2010 Homeland Security Grant Program Subrecipient of $55,880.53, naming a City staff member as manager of those grant funds, and approving the 2010 City of College Station Equipment List for purchase. 2h. Presentation, possible action, and discussion regarding a resolution awarding the bid and approval of a construction contract (Contract Number #11-021) with Marek Brothers Construction, Inc., for installation of a new Playground and rubberized surfacing in Wolf Pen Creek Park. The installation amount is $38,079 and the total project amount is $57,689.91. 2i. Presentation, possible action, and discussion regarding the monthly report on irrigation water use at City of College Station facilities and properties. 2j. Presentation, possible action and discussion to authorize expenditure of funds to BVSWMA, Inc in FY'11 for landfill disposal and compost expenditures estimated to be $1,401,175. 2k. Presentation, possible action, and discussion regarding a resolution to change contract routing procedures and revise certain provisions of City standard contracts. 2l. Presentation, possible action, and discussion on an Interlocal Agreement between the City of College Station and Brazos Valley Solid Waste Management Agency, Inc. (BVSWMA) for On-Line Bidding Services. 16 RM112210 Minutes Page 4 2m. Presentation, possible action, and discussion on an Interlocal Agreement for cooperative purchasing activities between the City of College Station and Brazos Valley Solid Waste Management Agency, Inc. (BVSWMA). 2n. Presentation, possible action and discussion to authorize the FY 11 expenditures for the Brazos County Appraisal District in the amount of $240,671 pursuant to the Property Tax Code 6.06D. 2o. Presentation, possible action and discussion on two (2) operations and maintenance funding agreements between the City of College Station and the Arts Council of Brazos Valley for the 1st Quarter of FY11 (October 1 – December 31) totaling $41,000. 2p. Presentation, possible action and discussion regarding the approval of a resolution accepting from the Texas Division of Emergency Management (TDEM) the 2010 Homeland Security Grant Program Subrecipient of $59,318.92, naming a City staff member as manager of those grant funds, and approving the 2010 City of College Station Equipment List (SHSP-LETPA) for purchase. MOTION: Upon a motion made by Councilmember Lyles and a second by Councilmember Maloney, the City Council voted six (6) for and none (0) opposed, to approve the Consent Agenda. The motion carried unanimously. REGULAR AGENDA 1. Public hearing, presentation, possible action, and discussion regarding an Ordinance amending Chapter 12, “Unified Development Ordinance,” Section 4.2, “Official Zoning Map,” of the Code of Ordinances of the City of College Station, Texas, specifically rezoning 97.932 acres from A-O Agricultural Open, C-1 General Commercial, C-2 Commercial Industrial, and R-4 Multi-Family to PDD Planned Development District for 4005 State Highway 6, generally located southeast of the intersection of State Highway 6 and Rock Prairie Road. At approximately 8:00 p.m. Mayor Berry opened the Public Hearing. Brock Bailey, 1445 Ross, Dallas, Texas, voiced his approval of the proposal. Neal Briers, 17990 Bella Lago, stated he is excited about Scott & White expanding their presence here. As to the location of Medical Avenue and the discussion on Tract 5, he said that Mr. Perry is easygoing and easy to get along with. He was one of the first persons Mr. Perry spoke with about the land swap with Scott and White. Mr. Perry’s desire is to come to an agreement that will work well for everyone, and Scott and White has been a little harsh in their representation. Noelle Perry, 3600 Rock Prairie Road, stated that she is not opposed to the medical corridor or the Scott and White project as a whole. Their only issue is Medical Drive. They live on 25 acres on that adjacent tract, and they are a College Station family that owns commercial property in the 17 RM112210 Minutes Page 5 community. Their country life would be no more. They have been quiet throughout all the discussions on this tract of land. When Weingarten plowed down the trees on the corner, they were quiet, yet they were the ones most impacted. She reported that Scott and White approached them regarding a land swap, but then Scott and White changed a sensible layout and did not have the decency to inform them. The Perry’s have tried to find a more reasonable plan for Tract 5. They have been told that the developer must only meet the minimum requirements. However, College Station expected more from the Perry’s when they built their homeowner property. She expects more than minimum requirements from an organization that has been in existence more than 100 years. She requested that the Council show consideration for her property. She should not have to fight for reasonable access to Medical Avenue. Brian Perry, 3600 Rock Prairie Road, stated he was optimistic when he met with Scott and White and City staff last Friday. He reported that the land swap looked like good deal at time. He conferred with Chuck Ellison, who asked about zoning and what restrictions were being placed on them. His first realization that the deal was no more was at the Planning and Zoning meeting when he noticed the roads had been redrawn. He was surprised they had not notified him. He met with Mr. Ellison to discuss what he should do now. They asked Scott and White if they would sell the three acre strip. He was told the price was over $300,000. He counter-offered, and they stopped talking. Scott and White wanted to swap for three acres at the intersection of Lakeway and Medical Avenue, but that would cut the Perry’s off. Tract 5 is a buffer against the neighbors and future development and referred to it as a spite strip. He fears that strip will never be developed. Chuck Ellison, 2902 Camille Drive, said there are differences in their understanding. The Perry’s are asking Council to approve this rezoning with three conditions: 1) that the platting of Tract 5 occur with the first phase so that the access points will be installed; 2) that Lakeway be realigned because the current alignment leaves a strip between the Perry property and the roadway; and 3) realign Medical Avenue as close to the boundary of the Perry property as possible, minimizing the controlled access in the reserved strip (this will still leave a strip which is not a preference, but it is technically still the same geometrically). He reiterated that they did not know the deal was gone until the project came before Planning and Zoning. At the end of the day, Scott and White wants a buffer, and they’ve wanted it for a long time. This realignment creates more usable land, even for Scott and White and allows for the free flow of traffic from Rock Prairie. Paul Grier, 9100 Waterford Drive, asked if the exit onto Rock Prairie is a right in and right out only? He expressed concern with traffic coming through the neighborhood and stated that being an open area encourages fast drivers. He asked the Council to see if the area needs more stop signs. He also inquired about the possibility of speed reduction lanes. John Cunningham, counsel with Scott and White, said they will agree to platting Tract 5 in the first phase and will build the street to give the Perry property access to Medical Avenue. They also do not object to the Lakeway realignment. They will not agree to the third condition. Brain Perry stated, after hearing Mr. Cunningham’s concessions to his first two requests, that he will withdraw his protest. 18 RM112210 Minutes Page 6 There being no further comments, the Public Hearing was closed at 8:37 p.m. MOTION: Upon a motion made by Councilmember Maloney and a second by Councilmember Crompton, the City Council voted six (6) for and none (0) opposed, to approve the ordinance amending Chapter 12, “Unified Development Ordinance,” Section 4.2, “Official Zoning Map,” of the Code of Ordinances of the City of College Station, Texas, specifically rezoning 97.932 acres from A-O Agricultural Open, C-1 General Commercial, C-2 Commercial Industrial, and R- 4 Multi-Family to PDD Planned Development District for 4005 State Highway 6, generally located southeast of the intersection of State Highway 6 and Rock Prairie Road, with the meritorious modifications recommended by staff and the conditions agreed upon by Mr. Perry and Scott and White. The motion carried unanimously. 2. Presentation, possible action, and discussion regarding a real estate contract and the conveyance of approximately 30 acres of property between the College Station Independent School District, the City, the Research Valley Partnership and Scott & White Healthcare. MOTION: Upon a motion made by Councilmember Maloney and a second by Councilmember Fields, the City Council voted six (6) for and none (0) opposed, to approve the real estate contract conveying approximately 30 acres of property between the College Station Independent School District, the City, the Research Valley Partnership and Scott & White Healthcare. The motion carried unanimously. 3. Presentation, possible action, and discussion regarding an Economic Development Agreement between the City and Scott & White Healthcare. MOTION: Upon a motion made by Councilmember Maloney and a second by Councilmember Crompton, the City Council voted five (5) for and one (1) opposed, with Councilmember Fields voting against, to approve the Economic Development Agreement between the City and Scott & White Healthcare. The motion carried. 4. Presentation, possible action, and discussion regarding future updates to the City of College Station Unified Development Ordinance – Sections 3 and 8 (Subdivision Regulations). Bob Cowell, Director of Planning and Development, presented to the Council a summary of proposed substantive changes to Subdivision Regulations Standards, specifically Article 8. These changes will consolidate subdivision standards into stand-alone City and ETJ sections, implement the Comprehensive Plan, provide developer flexibility, and modernization efforts. Language has been clarified to better fit with the Comp plan. These changes will come back before the Council on January 13 for consideration. No action was required by the Council. 19 RM112210 Minutes Page 7 5. Presentation, possible action, and discussion regarding selection of applicants to various Citizen Boards and Committees. The following appointments were made: Zoning Board of Adjustment: clarified that Jim Davis should have remained an alternate Audit Committee: Jana McMillan 6. Adjournment. MOTION: There being no further business, Mayor Berry adjourned the Regular Meeting of the City Council at 9:59 p.m. on Monday, November 22, 2010. ________________________ Nancy Berry, Mayor ATTEST: ___________________________ Sherry Mashburn, City Secretary 20 December 9, 2010 Consent Agenda Item No. 2b 2011 Council Meeting Calendar To: Glenn Brown, City Manager From: Sherry Mashburn, City Secretary Agenda Caption: Presentation, possible action, and discussion regarding adoption of 2011 Council Meeting Calendar. Summary: The schedule lists the 2nd and 4th Thursdays for 2011 Council Meeting dates. Should there be a conflict; alternate dates will be provided for the City Council to choose due to schedule conflicts. This schedule is provided to the public on the City’s website. Attachments: 1. Council Meeting and Holiday Calendar 2011 2. Council Meetings 21 2011 COUNCIL CALENDAR 1 New Year’s Day 3 City Offices Closed 13 Regular Meeting 17 M.L. King Jr. Day 27 Regular Meeting JANUARY S M T W Th F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 JULY S M T W Th F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 4 Independence Day 14 Regular Meeting 15-16 TML Newly Elected Officials’ Orientation 28 Regular Meeting 10 Regular Meeting 24 Regular Meeting FEBRUARY S M T W Th F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 AUGUST S M T W Th F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 5-6 TML Newly Elected Officials’ Orientation 11 Regular Meeting 25 Regular Meeting 10 Regular Meeting 12-16 NLC-Washington, DC 24 Regular Meeting MARCH S M T W Th F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 SEPTEMBER S M T W Th F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 5 Labor Day 8 Regular Meeting 22 Regular Meeting 14 Regular Meeting 22 City Offices Closed 28 Regular Meeting APRIL S M T W Th F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 OCTOBER S M T W Th F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 10-14 TML Annual Conference 13 Regular Meeting 27 Regular Meeting 12 Regular Meeting 26 Regular Meeting 30 Memorial Day MAY S M T W Th F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 NOVEMBER S M T W Th F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 8-12 NLC-Phoenix, AZ 10 Regular Meeting 11 Veteran’s Day 21 Regular Meeting 24 Thanksgiving Day 25 City Offices Closed 9 Regular Meeting 23 Regular Meeting JUNE S M T W Th F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 DECEMBER S M T W Th F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 9 Regular Meeting 23-26 City Offices Closed Blue=Regular Council Dates Mauve=Offices Closed Peach=Council Conferences 22 Pending Council Approval 2011 CITY COUNCIL MEETING SCHEDULE Workshop Meetings Regular Meetings Thursday January 13, 2011 3:00 pm Thursday January 13, 2011 7:00 pm Thursday January 27, 2011 3:00 pm Thursday January 27, 2011 7:00 pm Thursday February 10, 2011 3:00 pm Thursday February 10, 2011 7:00 pm Thursday February 24, 2011 3:00 pm Thursday February 24, 2011 7:00 pm Thursday March 10, 2011 3:00 pm Thursday March 10, 2011 7:00 pm Thursday March 24, 2011 3:00 pm Thursday March 24, 2011 7:00 pm Thursday April 14, 2011 3:00 pm Thursday April 14, 2011 7:00 pm Thursday April 28, 2011 3:00 pm Thursday April 28, 2011 7:00 pm Monday, May 12, 2011 3:00 pm Monday, May 12, 2011 7:00 pm Thursday May 26, 2011 3:00 pm Thursday, May 26, 2011 7:00 pm Thursday, June 9, 2011, 3:00 pm Thursday, June 9, 2011, 7:00 pm Thursday June 23, 2011, 3:00 pm Thursday June 23, 2011, 7:00 pm Thursday July 14, 2011, 3:00 pm Thursday July 14, 2011, 7:00 pm Thursday July 28, 2011, 7:00 pm Thursday July 28, 2011, 7:00 pm Thursday, August 11, 2011, 3:00 pm Thursday, August 11, 2011 7:00 pm Thursday August 25, 2011, 3:00 pm Thursday August 25, 2011, 7:00 pm Thursday Sept. 8, 2011, 3:00 pm Thursday Sept. 8, 2011, 7:00 pm Thursday Sept. 22, 2011, 3:00 pm Thursday Sept. 29, 2011, 7:00 pm Thursday, October 13, 2011, 3:00 pm Thursday, October 13, 2011, 7:00 pm Monday, October 27, 2011, 3:00 pm Monday, October 27, 2011, 7:00 pm Thursday, November 10, 2011, 3:00 pm Thursday, November 10, 2011, 7:00 pm Monday, November 21, 2011, 3:00 pm Monday, November 21, 2011, 7:00 pm Thursday December 8, 2011, 3:00 pm Thursday December 8, 2011, 7:00 pm Possible Conflicts: TML Elected Officials’ Conference, Austin—February11-13 National League of Cities, Washington, DC--March 12-16 BCS Chamber of Commerce Washington DC Trip--TBA Texas Transportation Summit, Irving, TX – August 9-12 TML-AMCC-Newly Elected Officials Conference, Austin – July 15-16 TML-AMCC-Newly Elected Officials Conference, Austin – August 5-6 Texas Municipal League Annual Conference, Houston--October 10-14 National League of Cities, Phoenix, AZ--November 8-12 23 December 9, 2010 Consent Agenda Item No. 2c 2011 Health Plan Expenditures January 1, 2011 – December 31, 2011 To: Glenn Brown, City Manager From: Alison Pond, Human Resources Director Agenda Caption: Presentation, possible action, and discussion on approving total health plan expenditures for the period of January 1, 2011 through December 31, 2011. The projected amount for both the renewals and total projected expenditures is $7,574,073.48. Recommendation(s): Staff recommends approval of 2011 health plan expenditures. Summary: The Blue Cross and Blue Shield medical and dental plan 2011 renewals are the third and final renewal of the original contract. The City’s health plan includes: § Blue Cross and Blue Shield - Medical/Dental/Prescription/Stop Loss Coverage; § Minnesota Life – Basic Life Insurance and Accidental death and dismemberment; § Deer Oaks - Employee Assistance Program; § Daily Access - Flexible Spending Account Administration; and § United Health Care - Vision Plan An RFP was sent out for stop loss reinsurance and BCBS was the only carrier to provide a proposal. Our benefits consultants were able to recommend slight policy changes and negotiate better rates. However, BlueCross/BlueShield requested no increase to the dental administration fees and provided a decreased medical administrative fee for adding prescription drug coverage. The City’s Basic Life/AD&D, programs are currently under a rate guarantee period and therefore will renew at the existing rate structure. The 2010 plan year projected costs are based on a monthly average of 878 employees on the plan. This represents a cost to the City of approximately $719 per employee per month. Budget and Financial Summary: Funds are available and budgeted in the employee benefits fund. Attachments: 1. Consultant Recommendation Letter 2. 2010 Cost Projections 24 25 26 Executive Summary Projected Program Costs for Claims and Administrative Fees 01-01-2011 to 12-31-2011 Average Monthly Employees on Health Plan 878 Administration PEPM Annual Expense Medical (including wellness)$37.49 394,995$ Dental $3.72 39,194$ Pharmacy $0.00 -$ Vision Voluntary Voluntary EAP $1.31 13,802$ Specific Stop Loss $44.21 465,797$ Aggregate Stop Loss $4.78 50,362$ Basic Life Insurance rate = .009% payroll volume 101,210$ Basic AD&D rate = .003% payroll volume 30,363$ Flexible Spending Acct*5.50$ 24,960$ *based on Total Fixed Costs $114.73 $1,120,682.36 360 Ees Claims PEPM Annual Expense Medical # EEs Option 1 88 $416.09 $438,392.42 Option 2 746 $425.88 $3,814,010.93 Option 3** 44 $493.92 $260,197.06 **includes H.S.A. contribution 44 $41,250.00 med & Rx Dental $43.69 $460,317.84 Pharmacy (Opt 1 & 2)$143.79 $1,439,222.87 Total Claims $6,453,391.12 Total Projected Cost $7,574,073.48 27 December 9, 2010 Consent Agenda Item No. 2d 2011 Allstate Voluntary Benefits To: Glenn Brown, City Manager From: Alison Pond, Human Resources Director Agenda Caption: Presentation, possible action, and discussion on approving an agreement with Allstate to provide voluntary Critical Illness and Accident Insurance for the period of January 1, 2011 through December 31, 2011. Recommendation(s): Staff recommends approval. Summary: The City is looking to partner with Allstate that will process American Heritage Life Insurance Company’s Voluntary Insurance Program for the benefit of our employees. Budget & Financial Summary: No cost to City (Employee Voluntary Benefit) Attachments: Allstate Employer’s Acceptance of Voluntary Insurance Program 28 29 30 CITY OF COLLEGE STATION By: _________________________________ Mayor Date: ___________________ ATTEST: ___________________________________ City Secretary Date: ___________________ APPROVED: ___________________________________ City Manager Date: ___________________ ___________________________________ City Attorney Date: ___________________ ___________________________________ Chief Financial Officer Date: ___________________ 31 December 9, 2010 Consent Agenda Item No. 2e Third Party Administrator Services for Fiscal Year 2011 To: Glenn Brown, City Manager From: Alison Pond, Human Resources Director Agenda Caption: Presentation, possible action, and discussion regarding contract renewal for Third-Party Claims Administration with A S & G Claims Administration Inc., for an annual expenditure of $52,000. Anticipated FY11 workers compensation claims are $225,000 and anticipated FY11 liability claims are $300,000. Relationship to Strategic Goals: Goal I.1 Spending taxpayer money efficiently Recommendation(s): In September 2008, Abercrombie Simmons & Gillette, Inc. was selected from a group of ten proposals for Third-Party Claims Administration. The approved contract provided for four (4) one-year renewals. Staff recommends renewal of the contract with A S & G Claims Administration, Inc., for the City’s Third-Party Claims Administration, and authorization to pay up to $525,000 for anticipated Workers’ Compensation and Liability claims. Summary: The City of College Station is self-insured, which requires claims adjustment services on all workers’ compensation claims and significant liability claims. A S & G Claims Administration, Inc. has provided excellent customer service while continuing to assist the City in reducing claims administration costs. This is the second renewal option and is effective October 1, 2010 through September 30, 2011. Budget & Financial Summary: Funds are available in the Property/Casualty Fund and the Workers’ Compensation Fund of the FY11 budget to pay this premium and to pay anticipated claims. Attachments: Contract renewal for Third-Party Claims Administration is available in the City Secretary’s Office. 32 33 34 December 9, 2010 Consent Agenda Item No. 2f Renewal of Annual Purchasing Agreement for Dewatering Chemical To: Glenn Brown, City Manager From: David Coleman, Director of Water Services Agenda Caption: Presentation, possible action, and discussion regarding the renewal of an annual purchasing agreement for dewatering chemical (polymer) with Fort Bend Services, Inc. not to exceed $39,200, and an annual purchasing agreement for dewatering chemical (polymer) with Atlantic Coast Polymer, Inc. not to exceed $172,560. Relationship to Strategic Goals: Financially sustainable city providing response to core services and infrastructure. Recommendation(s): Staff recommends renewal of these annual purchasing agreements. Summary: Polymer is a water treatment chemical that aids in the separation of solids from wastewater. It concentrates the solids in wastewater sludge for efficient treatment, allowing the removal of excess water for treatment and disposal. Three separate processes use polymer for solids removal: Ø the Carters Creek WWTP thickening process Ø the Carters Creek WWTP centrifuge process Ø the Lick Creek WWTP centrifuge process. Invitation to bid #08-83 received bids from three vendors. Performance trials were conducted with products from all three companies. The products that were most cost effective in these trials result in the following projected annual costs: Ø Fort Bend Services’ projected annual cost for the Carters Creek WWTP thickening process was $39,200.00. Ø Atlantic Coast Polymer’s projected annual cost for the Carters Creek WWTP centrifuge process was $137,520.00. Ø Atlantic Coast Polymer’s projected annual cost for the Lick Creek WWTP centrifuge process was $35,040.00. Fort Bend Services and Atlantic Coast Polymer have expressed a willingness to renew these annual agreements despite the fact that these chemicals are derived largely from petroleum and petroleum prices continue to fluctuate. Their prices are fair and reasonable, and the products continue to perform well, so staff recommends approval of the renewal. Budget & Financial Summary: Wastewater Operating funds are budgeted and available for the anticipated amount of polymer usage. Attachments: Renewal Agreements 35 36 37 38 39 November 15,20 10 Fort Bend Services, Inc. Attn: David James PO Box 1688 Stafford, TX 77497 RE€ NOV 17 2010 RE: Renewal #2 - Bid No. 08-83 Annual Price Agreement for Liquid & Dry Polymer Dear Mr. James: The City of College Station appreciates the services provided by Fort Bend Services, Inc. this past year. We would like to exercise our option to renew the above referenced agreement for the term of December 16,2010 through December 15,201 1 under the same terms and conditions. If this meets with your company's approval, please complete this renewal agreement with your signature and return it (original) to us no later than Tuesday, November 23,2010. We will then issue your company a new purchase order effective December 16,2010 through December 15, 201 1. Should you have any questions, please call me at (979) 764-3558 or send an e-mail to Idavis@,cstx.aov . Since ely, 4b4 w Lisa D. Davis Buyer RENEWAL ACCEPTANCE By signing herewith, I acknowledge and agree to renew Bid No. 08-83, for Annual Price Agreement for Liquid & Dry Polymer in accordance with all terms and conditions previously agreed to and accepted. I understand this purchase order will be for a one (1) year period beginning December 16, 2010 through December 15,201 1. The amount of the renewal agreement shall not exceed $39,200.00. Fort Bend Services, Inc, 40 December 9, 2010 Consent Agenda Item No. 2g Real Estate Appraisal Services Contract Renewal To: Glenn Brown, City Manager From: Chuck Gilman, Director of Public Works Agenda Caption: Presentation, possible action and discussion of the renewal of two Master Agreements for Real Estate Appraisal Services: Holtkamp Realty Consultants (Contract No. 09-314) and S.T. Lovett & Associates (Contract No. 09-218). Each Master Agreement will not exceed $50,000. Approval of the renewal of these agreements will authorize the City Manager or his delegate to approve Service Orders for each project within the terms of each Master Agreement. Relationship to Strategic Goals: Goal I, Financially Sustainable City Providing Response to Core Services and Infrastructure. Recommendation(s): Staff recommends approval of the Master Agreements. Summary: As a result of RFP No. 09-69, Request for Proposal of Real Estate Appraisal Services, three real estate appraisal firms were selected last year to prepare real estate appraisal reports and provide real estate consulting services to the City of College Station. At this time we are requesting that the Master Agreements for two of those three firms be renewed. Typical appraisal assignments include appraisal of public utility easements; the appraisal of partial fee simple acquisitions; the appraisal of tracts for park land and other municipal uses. Each agreement will have a not to exceed amount of $50,000. In order to keep multiple projects going concurrently, staff will assign projects to these firms on a rotating basis. Budget & Financial Summary: Funds for the appraisals are budgeted in the various funds out of which the land will be purchased. In the case of land purchases for capital projects, the funds are budgeted as part of the capital project. Attachments: 1.) Renewal Acceptance Form - Holtkamp Realty Consultants (in City Secretary’s Office) 2.) Renewal Acceptance Form - S.T. Lovett & Associates (in City Secretary’s Office) 41 December 9, 2010 Consent Agenda Item No. 2h Dowling Road High Service Pump Station Improvements Professional Services Contract Project Number WF1223117 To: Glenn Brown, City Manager From: Chuck Gilman, Director of Public Works Agenda Caption: Presentation, possible action, and discussion on a Professional Services Contract 11-063 with Malcolm Pirnie, Inc. for $406,641.00 for design, bidding, and construction phase services for the Dowling Road High Service Pump Station Improvement Project. Relationship to Strategic Goals: Goal I, Financially Sustainable City Providing Response to Core Services and Infrastructure. Recommendation(s): Staff recommends approval of this professional services contract. Summary: The scope of the project is the design of improvements to the Dowling Road High Service Pump Station to increase the firm pumping capacity from 22,000 gallons per minute (GPM) to 29,000 GPM. This expansion will keep the City’s firm pumping capacity within the Texas Commission on Environmental Quality rules for municipal water supply systems based on projected growth. Malcolm Pirnie, Inc. was selected for this project as part of RFQ #10-19. Budget & Financial Summary: The P.O. for the project design is $406,641. $2,500,000 is budgeted for this project in the Water Capital Improvement Projects Fund. $115,321 has been expended or committed to date, leaving a balance of $2,384,679 for design and construction. The majority of the construction is scheduled to occur in FY12. Attachments: 1.) Resolution 2.) Project Location Map 42 43 44 December 9, 2010 Consent Agenda Item No. 2i Sanitary Sewer Lift Station Professional Services Contract Project Number WF1338390 To: Glenn Brown, City Manager From: Chuck Gilman, Director of Public Works Agenda Caption: Presentation, possible action, and discussion on a Professional Services Contract 11-064 with Jones & Carter, Inc. for $242,000.00 for design, bidding, and construction phase services for a lift station to be constructed near the intersection of Rock Prairie Road and State Highway 6. Relationship to Strategic Goals: Goal I, Financially Sustainable City Providing Response to Core Services and Infrastructure Recommendation(s): Staff recommends approval of this professional services contract. Summary: The proposed Scott & White Hospital, located at the southeast corner of North State Highway 6 and Rock Prairie Road, needs sewer service by June 2012. The scope of this professional services contract is for design and construction administration for a new lift station that will provide sewer service to the proposed Scott & White Hospital. The construction plans will include a force main design that will carry the flow from the lift station along the Highway 6 Frontage Road and discharge in to the Spring Creek gravity sewer line, approximately 3,000 feet north of William D. Fitch Parkway. The consultant will also evaluate the possibility of extending a gravity pipeline from the existing City of College Station Lift Station No. 3 site to this new lift station site which could allow the City to decommission Lift Station No. 3. The new lift station will be designed to accommodate the wastewater flow from all parcels of the Scott and White development. Budget & Financial Summary: The contract amount for this project is $242,000.00. The estimated total cost for this project (design and construction) is $1,500,000. Funds for this project will come from several sources: $500,000 will come from the Wastewater Capital Improvement Projects Fund, $500,000 will come from the Economic Development Fund, $250,000 will be the cash contribution from Scott and White, and $250,000 will come from Scott and White in the form of a land donation for a future water tower. The land being donated is valued at $250,000 and will offset a future necessary land purchase by the Water Fund. This project was established as part of a development agreement approved by Council on November 22, 2010. The project was not anticipated when the FY 2011 budget was developed and was not included in the FY 2011 Wastewater Capital Improvement Projects Fund. Current and forecasted wastewater utility rates do not support the addition of the project without a corresponding rate increase. Therefore, construction on the South Knoll/The Glade Rehabilitation project will be deferred until the potential budget shortfall can be addressed. Design for this project is estimated for FY 2011 and the majority of the construction is estimated to occur in FY 2012. This project will be included on a future FY 2011 budget amendment to establish the budget for design and construction. Attachments: 1.) Resolution 2.) Project Location Map 45 46 47 December 9, 2010 Consent Agenda Item No. 2j South Knoll/The Glade Utility Rehabilitation Project Professional Services Contract Change Order Project Numbers WF1044480 & WF1044485 To: Glenn Brown, City Manager From: Chuck Gilman, Director of Public Works Agenda Caption: Presentation, possible action, and discussion on a change order to the Professional Services Contract 09-070 with Weston Solutions, Inc. for an increase in the amount of $103,647.00 to the South Knoll/The Glade Utility Rehabilitation Project. Relationship to Strategic Goals: Goal I, Financially Sustainable City Providing Response to Core Services and Infrastructure and Goal II.1, Preserving and restoring older neighborhoods. Recommendation(s): Staff recommends approval of the change order. Summary: The purpose of this project is to rehabilitate deteriorating water and wastewater utilities in the area generally bounded by Haines, Southwest Parkway, Glade, and Langford. Currently many of the existing sanitary sewer lines are located in utility easements at the rear of the home. Having these pipelines at the rear of the house creates challenges for city crews to access the infrastructure to perform maintenance and cleaning. Therefore, the pipelines are being relocated into the right-of-way in front of the houses. Doing so will require that the gravity sanitary sewer service connection be routed from the rear of the house through the front yard to the new sewer line in the street. The original project approach was to require the construction contractor to hire a licensed plumber to develop a detailed plan to reroute each service connection to the new gravity sewer line to be constructed in the right-of-way. Staff is recommending that the project scope be revised to include the design of the service connections in this contract. Doing so will place the design responsibility of the gravity sewer line and the service connection on the design engineer. In addition, the arborist on the design team will be able to assist the engineer in determining a route for new service connections to ensure any adjacent trees are not negatively impacted. Please note, that this change order simply reduces the scope of work for the construction contractor and increases the scope of work for the design engineer, so the net impact to the project budget is negligible. Plus, the inclusion of this change order will increase the overall design fee to 11% of project cost, which is very reasonable for a rehabilitation project. The reasonable cost, combined with the advantage of one party being responsible for design, makes this change order a prudent action that staff recommends approving. Budget & Financial Summary: Change Order No. 3 will increase the contract amount by $103,647 for a revised contract total of $472,530. $2,246,738 is budgeted for this project in the Water Capital Improvement Projects Fund and $2,052,223 is budgeted for this project in the Wastewater Capital Improvement Projects Fund. A total of $374,500.65 has been expended or committed to date, leaving a balance of $3,924,460.35 for this change order and construction. This increase will be applied to the Wastewater Capital Improvement Project Fund. Attachments: 1.) Change Order 2.) Project Location Map 48 49 S outhw est P kw yWe l s h Av e Nue c e s Dr L a w y er St H a in e s D rC au dill StOrr StM e d i n a Dr L e o n a Dr Windi n g R dHondo D rDe x t e r Dr SG ua d alupe DrLlano PlM a d era C irTrigger StShadowwood D rConcho PlC o m al Cir Lancelot C irA rb o le s C irGunsmi t h StSa bine CtDe x t e r D r S South Knoll/The Glade Rehabilitation Project Location Map 50 December 9, 2010 Consent Agenda Item No. 2k Annual Contract for Gasoline and Diesel Fuel To: Glenn Brown, City Manager From: Jeff Kersten, Chief Financial Officer Agenda Caption: Presentation, possible action and discussion on renewing the annual contract for gasoline and diesel fuel (Contract #10-054) with Brenco Marketing Corporation (Bryan, TX) for one year; and authorize the annual estimated expenditures of $1,252,000.00. Relationship to Strategic Goals: Goal I.1. Spending taxpayer money efficiently Recommendation(s): Staff recommends approval of the renewal of the contract and authorize estimated annual expenditures totaling $1,252,000.00 to Brenco Marketing Corporation. The contract has firm fixed prices for profit and delivery, allowing the City to pay cost (which fluctuates) plus markup. The terms and conditions of the original agreement remain unchanged for the renewal term. The annual estimated expenditures are based on the anticipated annual fuel usage and the average price per gallon over the past year for gasoline and diesel. Summary: Texas A&M University formally solicited bids for gasoline and diesel fuel for itself and on behalf of several local agencies including: City of College Station, City of Bryan, Brazos County, Bryan ISD and College Station ISD. Four (4) sealed bids were received and opened on July 20, 2009. Brenco Marketing Corporation’s bid offered the best value meeting specifications. This renewal agreement will allow the City to renew the agreement for a term of one year, December 20, 2010 through December 19, 2011. This is the first of four possible renewal terms available. Fuel is placed in inventory and is available at two (2) locations: Public Works Fleet Operations and Public Utilities Warehouse. Budget & Financial Summary: Funds are available and budgeted in each fund. Expenses are charged to the appropriate fund/department as fuel is used. Attachments: Renewal Letter Acceptance 51 December 9, 2010 Consent Agenda Item No. 2L Interlocal Agreement with City of Fort Worth To: Glenn Brown, City Manager From: Jeff Kersten, Chief Financial Officer Agenda Caption: Presentation, possible action, and discussion on an Interlocal Agreement for cooperative purchasing activities between the City of College Station and City of Fort Worth. Relationship to Strategic Goals: Goal I.1. Spending taxpayer money efficiently Recommendation(s): Staff recommends approval of the Interlocal Agreement. Summary: This agreement would authorize the City of College Station and City of Fort Worth to jointly prepare bids and proposals for the purchase of goods and services. It would also allow us to piggyback on each others bids and contracts when in our best interest. Particularly, the City of Fort Worth has a contract with JP Morgan Chase for Procurement Card services that staff is interested in piggybacking that will provide the City of College Station with potential rebate revenue. Budget & Financial Summary: No expenses will be incurred to approve the Interlocal Agreement. Future savings may be realized through economies of scale in administrative, advertising and other purchasing costs. Attachments: Interlocal Agreement with City of Fort Worth 52 53 54 55 December 9, 2010 Consent Agenda Item No. 2m Participation Agreement with JP Morgan Chase To: Glenn Brown, City Manager From: Jeff Kersten, Chief Financial Officer Agenda Caption: Presentation, possible action, and discussion on a Participation Agreement with JP Morgan Chase for commercial card services related to our procurement card program. Relationship to Strategic Goals: Goal I.1. Spending taxpayer money efficiently Recommendation(s): Staff recommends approval of the Participation Agreement. Summary: City Council approved the original contract for procurement commercial card services in February 1999 with Bank of America. The banking industry has evolved and due to mergers the City is currently utilizing JPMorgan Chase for our procurement card program. By simply joining the Fort Worth consortium for card services, our program will not need to change, but we can expect to receive rebate revenue due to the increased aggregate volume realized through the consortium. Budget & Financial Summary: No expenses will be incurred to approve the Participation Agreement. Future revenue through rebates may be realized through the new agreement with JPMorgan Chase by piggybacking the Fort Worth agreement. Attachments: Participation Agreement with JPMorgan Chase utilizing the Fort Worth Commercial Card Sales Contract. 56 December 9, 2010 Consent Agenda Item No. 2n Reimbursement Resolution for Southwood 5-7 Rehabilitation Project To: Glenn Brown, City Manager From: Jeff Kersten, Chief Financial Officer Agenda Caption: Presentation, possible action, and discussion regarding approval of a resolution declaring intention to reimburse certain expenditures with proceeds from debt for the Southwood 5-7 Rehabilitation project. Recommendation(s): Staff recommends approval of the resolution declaring intention to reimburse certain expenditures with proceeds from debt. Summary: Council approved the construction contract for this project on October 25, 2010 (Consent Agenda Item 2k). On projects for which the expenditures will occur prior to the debt issue, a resolution declaring intention to reimburse certain expenditures with proceeds from debt must be adopted within 60 days of expenditure. The resolution is typically adopted at the time the contract is awarded, but was inadvertently left off of the agenda when the item was brought to Council. Budget & Financial Summary: The “Resolution Declaring Intention to Reimburse Certain Expenditures with Proceeds from Debt” is necessary for this item because the long term debt has not been issued for this project. This debt is scheduled to be issued later this fiscal year. Attachments: 1. Resolution Declaring Intention to Reimburse Certain Expenditures with Proceeds from Debt 57 58 59 60 December 9, 2010 Consent Agenda Item No. 2o Intergovernmental Contract between the City of College Station and the City of Bryan for the Operation of the Larry J. Ringer Public Library To: Glenn Brown, City Manager From: David Schmitz, Interim Director, Parks and Recreation Department Agenda Caption: Presentation, possible action, and discussion regarding an update to the Intergovernmental Contract between the City of College Station and the City of Bryan for the operation of the Larry J. Ringer Public Library. Relationship to Strategic Goals: Goal I - Financially Sustainable City Providing Response to Core Services and Infrastructure Item 1 - Spending taxpayer money efficiently Recommendation(s): Staff recommends acceptance and approval of the Intergovernmental Contract between the two cities for the operation of the Larry J. Ringer Library. Summary: This item is the culmination of an in-depth review by both cities staffs to update the agreement between the City of Bryan and the City of College Station to operation the Larry J. Ringer Library, which is part of the Bryan + College Station Library System. This agreement has been in effect since July 1, 1986. The current ILA was last updated and approved in 2006. Since the original agreement, many additions and procedures had been altered to accommodate technology and the growth of the system. This updated contract encompasses those changes. In addition, it sets up a scheduled review process. This item has been placed on the Bryan City Council agenda for December 7, 2010 for their approval. Budget & Financial Summary: The contract has a formula which calculates the cost of operations for that fiscal year, as well as a method to “true up” any repayments at year end. The proposed FY11 payment to City of Bryan: FY11 Payment for O&M = $966,905 FY11 Payment for books = $40,000 (note: $20,000 from GF and $20,000 from book fund) FY11 Total payment to Bryan = $1,006,905 In addition, College Station funds $62,896 out of General Fund for the physical assets (utilities, fleet, insurance, building repairs). FY11 Total Library Budget = $1,069,801 Attachments: 1. Intergovernmental Contract between Bryan and College Station for the Operation of the Larry J. Ringer Library 2. 61 Bryan + College Station Public Library System 1 C:\DOCUME~1\tmcnutt\LOCALS~1\Temp\Library Oct 9 2010 from Legal 2010-11-2.doc CS Contract # 11-022 INTERGOVERNMENTAL CONTRACT BETWEEN BRYAN AND COLLEGE STATION This agreement is entered into by and between the City of College Station (hereinafter referred to as “COLLEGE STATION”) and the City of Bryan (hereinafter referred to as “BRYAN”) and shall be effective on the 1st day of October 2010. RECITALS WHEREAS, BRYAN and COLLEGE STATION are home rule municipalities as defined by the Texas Local Government Code; and WHEREAS, home rule cities are authorized to enter into agreements with one another for the performance of any governmental service, activity or undertaking; and WHEREAS, by voter approval of a referendum on the 25th day of March, 1995, COLLEGE STATION expanded library services and constructed its own library facility, hereinafter referred to as the Larry J. Ringer Library, within its city limits; and WHEREAS, BRYAN has operated a community library since 1903 and has received accreditation by the Texas State Library; and WHEREAS BRYAN has the expertise to manage a library system that is accredited by the Texas State Library; and WHEREAS, BRYAN and COLLEGE STATION desire to partner together through a mutual agreement to provide a Bryan + College Station Library System which includes libraries located in both municipalities; NOW, THEREFORE, in consideration of the promises and mutual agreements contained herein, the entities agree as follows: ARTICLE I. PREMISES 1.01 COLLEGE STATION shall lease, own or otherwise provide premises to BRYAN suitable for use as a library. Currently these premises are located at 1818 Harvey Mitchell Pkwy. S., College Station, TX 77845 and shall sometimes herein be referred to as the Premises or the Larry J. Ringer Library. The Premises shall, at a minimum, include 15,000 square feet of heated/air conditioned floor space. Said Premises shall be located within the city limits of COLLEGE STATION as provided by the terms of this Agreement. 1.02 In the event that COLLEGE STATION requires the relocation or expansion of the Premises, COLLEGE STATION shall pay the cost of same. 1.03 Except as may be expressly set forth herein, COLLEGE STATION shall be responsible for maintenance, repairs, and expansion of the grounds and the structures on the Premises. 1.04 BRYAN shall be responsible for the routine janitorial service of the interior of the Larry J. Ringer Library building and any other buildings over which it has control. 1.05 BRYAN shall promptly notify COLLEGE STATION in the event any grounds or structural defect or flaw is discovered on the premises. 62 Bryan + College Station Public Library System 2 C:\DOCUME~1\tmcnutt\LOCALS~1\Temp\Library Oct 9 2010 from Legal 2010-11-2.doc CS Contract # 11-022 ARTICLE II. MANAGEMENT AND STAFFING 2.01 BRYAN shall be responsible for providing College Station Library Services. COLLEGE STATION shall pay for these services as set forth in this Agreement, including Exhibits “A” and “B” which are attached hereto and incorporated by reference herein. 2. 02 A Library System Director shall be engaged by BRYAN whose responsibilities include overseeing the provision of College Station Library Services. All employees, contractors, agents, and volunteers engaged in providing College Station Library Services on the Premises or elsewhere shall be considered those of BRYAN, and such people shall provide services under the supervision and direction of the Library System Director. 2.03 Upon termination of this Agreement, BRYAN’s employees in good standing located at the Larry J. Ringer Library may elect to apply for employment with BRYAN, if positions are available. In any event, the said employees may apply for employment as library employees with COLLEGE STATION. Upon transfer of employment to COLLEGE STATION, COLLEGE STATION shall provide to its library employees the same benefits as provided to other COLLEGE STATION employees. COLLEGE STATION shall waive any waiting period for any and all benefits, unless otherwise required by law. ARTICLE III. BOOKS AND OTHER MATERIALS 3.01 BRYAN shall be responsible for the purchase of materials for the Larry J. Ringer Library after conferring with the COLLEGE STATION City Manager or his designee. The final authority for the selection of library materials rests with the Library System Director. The Library System Director may be given access to one or more College Station library funds as COLLEGE STATION may authorize to enable BRYAN to carry out its obligations hereunder. 3.02 All books and other materials related to providing College Station Library Services, including but not restricted to DVDs, audio books and periodicals and any other physical and electronic assets purchased with the Larry J. Ringer Library budgeted funds shall belong to and remain the property of COLLEGE STATION. BRYAN shall account for all materials that are the property of COLLEGE STATION. For purposes of this Agreement, “materials” means books and other materials recited above as well as any and all online subscriptions and electronically available data bases, the Internet, intranet and similar services made available to patrons of the Larry J. Ringer Library. 3.03 BRYAN shall exercise the same degree of care in the keeping, preservation, and maintenance of materials and other physical assets on the Premises as it exercises in the keeping, maintenance, and preservation of its own public library property. 3.04 BRYAN shall ensure that The Larry J. Ringer Library will maintain a materials collection that is typical for a library of its size serving a family and college-oriented community like COLLEGE STATION for use by the general public. 63 Bryan + College Station Public Library System 3 C:\DOCUME~1\tmcnutt\LOCALS~1\Temp\Library Oct 9 2010 from Legal 2010-11-2.doc CS Contract # 11-022 ARTICLE IV. PROGRAMS AND OTHER SERVICES 4.01 BRYAN agrees to provide College Station Library Services as set forth in this Agreement. This includes providing, managing and paying personnel necessary to operate the Larry J. Ringer Library; maintaining regular hours of business; purchasing materials and electronic subscriptions or rights of access to various data bases for the library, managing the borrowing or accessing of materials; tracking when materials are accessed, checked out, returned, paid for, fines paid and revenue received; operational budgeting; paying invoices associated with library activity; maintaining software related to the provision of library functions; and any and all other library services typical to the overall functioning of the Premises as a public library unless expressly provided for otherwise pursuant to the terms of this Agreement. The term College Station Library Services shall also include a portion of the salaries and benefits for the Library System Director as well as a pro rata share of indirect costs as set forth in Exhibit “B” attached hereto and incorporated herein by reference. 4.02 BRYAN operates one or more libraries outside of the city limits of the COLLEGE STATION. Collectively the libraries operated by BRYAN on the Premises and elsewhere throughout the community at large shall be referred to as the Bryan + College Station Library System (the “System”). This includes operation of the Twin City Inter-Library Loan Program under the direction of Library System Director. The Twin City Inter-Library Loan Program is the van delivery service that transfers library materials between the Larry J. Ringer Library and other libraries within the System. This loan program is included in the College Station Library Services to be provided by BRYAN to the Premises and the cost is shared equally among the parties. The cost of such program shall include vehicle replacement, maintenance and fuel. 4.03 BRYAN maintains a license with Polaris Library Systems to use and operate Polaris ILS, a library automation system. BRYAN will house, operate, upgrade and provide maintenance of the Polaris ILS. BRYAN will use the Polaris ILS to check in and out items, track book collections, and other collections, etc. BRYAN will perform back-ups, generate overdue notices and other reports as necessary. At all times during this Agreement the license shall remain with Bryan. 4.04 Significant upgrades and replacement of any other shared information technology may occur only with mutual agreement of both Cities. 4.05 Except as provided above, COLLEGE STATION shall maintain all hardware and software for the work stations that are in use at the Larry J. Ringer Library; and, notwithstanding any provision in this Agreement to the contrary, those workstations and the hardware and software related thereto remain the property of COLLEGE STATION. 4.06 BRYAN and COLLEGE STATION agree to maintain a secure network tunnel related to the Premises use as a public library and provision of College Station Library Services 64 Bryan + College Station Public Library System 4 C:\DOCUME~1\tmcnutt\LOCALS~1\Temp\Library Oct 9 2010 from Legal 2010-11-2.doc CS Contract # 11-022 between the two entities for the purpose of maintaining interoperability and carrying out the obligations of each party as set forth in this Agreement. ARTICLE V. HOURS OF OPERATION 5.01 The Bryan + College Station Public Library System shall maintain operating hours as the parties shall mutually agree upon on an annual basis, subject to annual budget appropriations. ARTICLE VI. INSURANCE AND LIABILITY 6.01 COLLEGE STATION shall maintain insurance on the Premises for the Larry J. Ringer Library, including the structures, as well as insurance for personal injury or property damage as it requires for other municipal property. COLLEGE STATION will maintain liability insurance on all vehicles owned by it and used to fulfill its obligations hereunder, including property damage and bodily injury. 6.02 BRYAN shall maintain workers compensation coverage for its employees on the Premises and shall carry such other liability insurance coverage for its employees, contractors, volunteers and agents engaged in providing services pursuant to this Agreement as it would for its other libraries within the System. 6.03 Hold Harmless. The parties agree to hold each other harmless from and against any and all claims, losses, damages, causes of action, suits and liabilities of every kind, including all expenses of litigation, court costs and attorney’s fees, for injury or death of any person, for damage to any property, or for any breach of contract, arising out of or in connection with the terms of this Agreement, as permitted by law. 6.04 The insurance benefits provided by BRYAN to the employees retained under the terms of this Agreement shall be the same as provided to all other BRYAN employees. 6.05 BRYAN shall, to the extent permitted by law, indemnify, and hold COLLEGE STATION harmless from any liability incurred from the hiring, employment or termination of any employee under this Agreement, and its use of any contractor, agent or volunteer in providing College Station Library Services. ARTICLE VII. FINANCIAL 7.01 COLLEGE STATION and BRYAN agree to abide by and share in the development and implementation of a budget for the Premises as set forth herein. The budget shall include at a minimum the cost of College Station Library Services to be performed by BRYAN, the cost of janitorial services, the cost of maintaining and purchasing library materials, building and premises maintenance and operation, and any and all other 65 Bryan + College Station Public Library System 5 C:\DOCUME~1\tmcnutt\LOCALS~1\Temp\Library Oct 9 2010 from Legal 2010-11-2.doc CS Contract # 11-022 miscellaneous costs as may be required or desired by COLLEGE STATION related to the upkeep and improvement of the Premises. Said costs shall collectively be referred to as the College Station Library Costs. COLLEGE STATION is responsible for paying the College Station Library Costs as set forth herein. 7.02 By May 31st of each year, BRYAN shall submit to COLLEGE STATION its projected costs in providing College Station Library Services and janitorial services. The projected costs in providing such services shall be provided by BRYAN to COLLEGE STATION in such reasonable detail as COLLEGE STATION may require. COLLEGE STATION shall prepare a complete budget for the College Station Library Costs which shall include the projected costs of College Station Library Services and janitorial services to be provided by BRYAN. Such budget shall be a part of the COLLEGE STATION general budget and shall include all costs necessary to operate the Premises in a professional manner, including those expenditures associated with operating the library. 7.03 Both parties agree that the proposed budget for College Station Library Services shall be duly approved by the governing body for each. Both parties will advise the other as to the approved annual budget as promptly as possible. It is understood by the parties that the approval of the budget is a legislative function. 7.04 Total Bryan + College Station Library System revenues will be allocated to each City respectively based upon the ratio of the present number of each City’s materials to the total number of materials in the Bryan + College Station Library System. Restricted gift revenue, endowments and other financial resources not generated as revenue from the provision of library services will be excluded from this calculation. At the end of each budget cycle actual expenditures shall be offset by credits pursuant to the formula as set forth in Exhibit “A.” 7.05 At the time the proposed costs for College Station Library Services and janitorial services are submitted by BRYAN as described in this article, the BRYAN City Manager or his representative shall include a cover letter indicating what amounts, if any, remain unspent or unencumbered or how much is still owed for which there is an insufficient budgeted amount from the College Station Library Services and janitorial services line items that were adopted as part of the budget for the College Station Library Costs for the most recently closed fiscal year. Said funds shall be applied as an adjustment to or against the next fiscal year’s College Station Library Services, as the case may be. 7.06 In the event this Agreement is terminated, all unspent or unencumbered funds and all remaining revenue allocations shall be promptly remitted to COLLEGE STATION. 7.07 The computation of the actual amount to be paid by COLLEGE STATION to BRYAN each fiscal year shall be as described in “Exhibit A”. 7.08 No budgetary transfer of funds involving capital accounts shall be made without the approval of the COLLEGE STATION City Manager or his representative. ARTICLE VIII. MANNER OF PAYMENT 66 Bryan + College Station Public Library System 6 C:\DOCUME~1\tmcnutt\LOCALS~1\Temp\Library Oct 9 2010 from Legal 2010-11-2.doc CS Contract # 11-022 8.01 COLLEGE STATION agrees to pay BRYAN as set forth herein. COLLEGE STATION shall pay BRYAN the amount it owes for the current fiscal year pursuant to the terms of this Agreement, including Exhibits “A” and “B” for services to be performed by BRYAN in twelve (12) equal monthly installments due on the first day of each month. 8.02 In addition to the consideration paid herein, COLLEGE STATION shall make available to BRYAN a monetary amount to be determined annually by COLLEGE STATION through the budget appropriation process in consultation with the Library System Director, to be used by BRYAN for the purchase of Larry J. Ringer Library materials. ARTICLE IX. REPORTING AND ACCOUNTING 9.01 Within twenty (20) days of the end of the previous month, BRYAN shall send to the COLLEGE STATION City Manager or his representative a monthly expense budget report and account activity report. 9.02 BRYAN shall promptly submit all invoices relating to expenditures from any COLLEGE STATION purchase orders provided by COLLEGE STATION to BRYAN for the purchase of library materials. 9.03 Promptly after the close of the BRYAN fiscal year, BRYAN shall furnish to COLLEGE STATION, in such reasonable detail as COLLEGE STATION may require, an accounting of the expenditures made and revenues generated hereunder as well as any credits remaining. 9.04 The COLLEGE STATION City Manager or his representative shall conduct an annual review of the Larry J. Ringer Library with the Library System Director in February of each year this Agreement is in effect. The annual review shall include, but is not limited to, library performance measures, library goals, library operation changes, and renewal of this Agreement. Performance measures will be reported quarterly to the COLLEGE STATION City Manager or his representative. ARTICLE X. ADVISORY BOARD 10.01 A Bryan + College Station Library System Advisory Board was established January 1, 1998. The Advisory Board is comprised of eight (8) members serving two year terms with each respective City appointing four (4) members. To provide for continuity within the Advisory Board, the term of two (2) Board members appointed by each City shall expire annually. 10.02 The duties of the Bryan + College Station Library System Advisory Board will be to encourage the development of the Bryan + College Station Library System; recommend to the City Councils of the parties policies and programs for the advancement of the Bryan + College Station Library System; cooperate with all other public and private groups in advancing the best interest of the Bryan + College Station Library System; and 67 Bryan + College Station Public Library System 7 C:\DOCUME~1\tmcnutt\LOCALS~1\Temp\Library Oct 9 2010 from Legal 2010-11-2.doc CS Contract # 11-022 render to the City Councils all recommendations it considers advisable regarding the Bryan + College Station Library System. ARTICLE XI. TERM 11.01 This Agreement shall automatically renew annually for up to a total of four one year terms and be effective from October 1st of each year until September 30th. The obligations of the parties to this Agreement are subject to the annual budget appropriation for each City. 11.02 Either party may terminate this Agreement by written notice sent not less than six (6) months prior to the annual expiration date. 11.03 This Agreement is the entire Agreement of the parties and may be changed or amended only by written agreement of both parties. 11.04 In the event of termination of this Agreement, COLLEGE STATION and BRYAN shall return to the other entity any of the other’s personalty. Notwithstanding the foregoing, all library materials purchased for the Premises pursuant to this Agreement shall be the property of COLLEGE STATION. BRYAN shall remain the license holder for Polaris ILS and COLLEGE STATION hereby consents to the removal of all software and hardware related to said license from the Premises as required by the license agreement with Polaris Library Systems. BRYAN shall reimburse COLLEGE STATION its pro rata share of any prepaid subscriptions or services, subject to offsets for any penalties assessed by the subscription or service provider(s). (The remainder of this page intentionally left blank.) 68 Bryan + College Station Public Library System 8 C:\DOCUME~1\tmcnutt\LOCALS~1\Temp\Library Oct 9 2010 from Legal 2010-11-2.doc CS Contract # 11-022 CITY OF COLLEGE STATION BY:_____________________________ ___________________ Mayor Date ATTEST: ________________________________ ____________________ City Secretary Date APPROVED: ________________________________ ____________________ City Manager Date ________________________________ ____________________ City Attorney Date ________________________________ ____________________ Date Chief Financial Officer CITY OF BRYAN _______________________________ ___________________ Jason P. Bienski, Mayor Date ATTEST: ________________________________ ____________________ Mary Lynne Stratta, City Secretary Date APPROVED AS TO FORM: ________________________________ ____________________ Janis K. Hampton, City Attorney Date 69 Bryan + College Station Public Library System 9 C:\DOCUME~1\tmcnutt\LOCALS~1\Temp\Library Oct 9 2010 from Legal 2010-11-2.doc CS Contract # 11-022 Exhibit A Payment Formula: P = CB+I-BV-R-IL P = Total amount COLLEGE STATION will pay BRYAN in upcoming fiscal year. CB = Adopted O&M budget for Larry J. Ringer Library. I = Estimated BRYAN Indirect Costs for Larry J. Ringer Library based on a study produced by or on behalf of BRYAN BV = Prior fiscal year adopted budget less prior fiscal year actual expenditures for Larry J. Ringer Library. R = Prior year Larry J. Ringer Library revenue. IL = Credit due to COLLEGE STATION for 50% of costs associated with the O&M costs for Twin City Inter-Library Loan Program. 70 Bryan + College Station Public Library System 10 C:\DOCUME~1\tmcnutt\LOCALS~1\Temp\Library Oct 9 2010 from Legal 2010-11-2.doc CS Contract # 11-022 EXHIBIT B INDIRECT COSTS 1. Executive Services 2. Communications & Marketing 3. Internal Audit 4. Finance 5. Budget 6. Purchasing 7. Information Technology 8. Human Resources *COLLEGE STATION’s share of the above indirect costs are based on a study conducted regularly from an independent firm. 71 December 9, 2010 Consent Agenda Item No. 2p i5 Replacement Project and a Resolution Declaring Intention to Reimburse Certain Expenditures with Proceeds From Debt To: Glenn Brown, City Manager From: Ben Roper, IT Director Agenda Caption: Presentation, possible action, and discussion regarding approval for the purchase of two (2) IBM System i Servers, respective Operating System (OS) and backup software, High Availability (HA) data replication software, and related supplies for an amount not to exceed $200,000, and approval of a resolution declaring intention to reimburse certain expenditures with proceeds from debt. Relationship to Strategic Goals: Goal I.1 Spending taxpayer money efficiently Recommendation(s): Staff recommends approval of the purchases and recommends approval of the resolution declaring intention to reimburse certain expenditures with proceeds from debt. Summary: This project will replace the servers that run the City’s enterprise software solution, including Financials, Utility Billing, Planning, Permitting, Work Orders, Human Resources, and Payroll among others. The machines to be replaced, in production since January of 2005, are at high risk for increased hardware failure and other problems due to age of the system. Additionally, the existing system is experiencing performance degradation in the form of slower response times for users, and storage space is reaching capacity. To obtain best value for the city, the initial purchase will be to SPSVar, LLC, for the server hardware, OS software, and data migration services in the amount of $139,134, to be eligible to take advantage of year-end price breaks. After functional testing and evaluation of several options for HA software, an additional purchase of up to $36,000 will be made to SPSVar, LLC, or our existing HA software vendor, Vision Solutions. Additional backup tapes and other related supplies will also be purchased as the project implementation timeframe, scheduled for the end of January 2011, nears. Budget & Financial Summary: Funds in the amount of $200,000 are budgeted for this project (CO1101) in the General Government Capital Improvement Projects Fund. No funds have been expended or committed to date. The purchases to SPSVar, LLC are made under terms and conditions of IBM GSA Schedule 70 Contract #GS- 35F-4984H. The “Resolution Declaring Intention to Reimburse Certain Expenditures with Proceeds from Debt” is necessary for this item because the long term debt has not been issued for the project. The debt for the project is scheduled to be issued later this fiscal year. Attachments: 1.) Pricing Sheet for hardware purchase – options selected as highlighted 2.) Resolution Declaring Intention to Reimburse Certain Expenditures with Proceeds from Debt 72 Rates and expenses Power requirements: 220 V Plug type 26 is a 250 V, 10 A, IEC 320 - C14 plug Power 7 Primary Server Equipment with Optional Solid State Drives Hardware $43,460 Software $18,669 Hardware installation and Data Migration Services $5,850 Total Price $67,979 Travel expenses (not to exceed - will bill at actual)$1,200 Optional pricing items: Take out price of the existing 520 Serial # A32EE -$1,200 Optional one year renewable maintenance agreement (1st yr charge)$1,000 2 x 177GB Solid State Drives Module with eMLC $7,480 PCIe RAID & Solid State Drive SAS Adapter $2,596 IBM PowerHA SystemMirror for i $2,763 OTC HA Switchable Resources (required for PowerHA under 6.1) $3,376 Power 7 Secondary Server Equipment Hardware $42,781 Software $9,048 Hardware installation and Data Migration Services $5,850 Total price $57,679 Travel expenses (not to exceed - will bill at actual)$1,200 Optional pricing items: Take out price of the existing 520 Serial # A32EE -$1,200 Optional one year renewable IBM maintenance agreement (1st yr charge)$1,000 Maxava (formerly noMax) - logical replication software solution All products and services provided by SunGard Corporation High Availability Software License - Primary $10,500 Annual maintenance $2,100 High Availability Software License - Target $10,500 Annual maintenance $2,100 73 Training and Installation $8,000 Total $33,200 Travel expenses (not to exceed - will bill at actual)$2,500 PowerHA training and implementation All services provided by DLB Associates Implementation and training $22,500 Travel expenses (not to exceed - will bill at actual)$2,000 74 75 76 77 December 9, 2010 Consent Agenda Item No. 2q Server Consolidation and Electronic Storage Modernization To: Glenn Brown, City Manager From: Ben Roper, Information Technology Director Agenda Caption: Presentation, possible action, and discussion regarding approval of a contract with MicroAge of College Station for computer network equipment, software and services to provide improved electronic data storage and management in an amount not to exceed $177,802.58. Recommendation(s): Staff recommends approval. Summary: Electronic data storage for electronic files currently exceeds 8 Terabytes (8,000,000,000,000 bytes, or 8 trillion bytes), and is growing at the rate of 12% - 18% per year. The city has managed file storage by purchasing hard disk drives with individual servers for storing these files. This method is no longer feasible as storage space needs increase. There is an immediate need to implement an enterprise storage solution that can be centrally controlled and managed. In September, the City released RFP 11-07 requesting proposals for implementing an enterprise storage management system. The City received 8 responses to the RFP. Of these responses, 1 did not address the requirements stated in the RFP and was ruled as non-responsive. A team evaluated the remaining responses and selected the top four vendors, who were invited to provide additional information regarding their proposals and to answer questions. Through this process, the lead vendor, MicroAge of College Station, was selected. Budget & Financial Summary: Funding is available in the Capital Improvement Projects fund, Project # CO 0901 and CO0801 in the amount of $169,836.92. The remaining funds in the amount of $7,965.66 will be transferred from other technology capital projects. Attachments: 1. MicroAge quote 78 Quotation Quote #Date 12/02/101033 Sales Rep Ext. For Phones Ben Roper (979) 764-3538 CITY OF COLLEGE STATION PO #Terms Ship Date Ship Via310 Krenek Tap Road College Station, TX 77842 United States Net 30 days 12/7/2010 Part Description Qty Price Ext. Price 1 1 $89,751.86 $89,751.86Location 1 SAN Hardware 1 2 $70,314.44 $70,314.44BQ889AHP P4500 G2 28.8TB SAS Multi-Site SAN Solution (4 Nodes - 20.74TB Useable) 1 3 $15,419.42 $15,419.42HA110A5-8W8 HP 5y Support Plus 24 SVC - P4500 Multi-Site JW Support (support pack for BQ889A) 4 4 $1,004.50 $4,018.00BQ891A(4) HP P4000 G2 10G BASE SFP+ Upgrade Kit 5 1 6 $22,407.12 $22,407.12Backup to Disk Hardware 1 7 $7,830.20 $7,830.20AW596AHP P2000 G3 10 GbE iSCSI Dual Controller LFF Array System 12 8 $599.10 $7,189.20AW556A(12) HP P2000 2TB 3G SATA 7.2K 3.5in MDL HDD 1 9 $2,332.40 $2,332.40AP843AP2000 12 BAY 3.5IN LFF DUAL I/O DRIVE ENCLOSURE 6 10 $599.10 $3,594.60AW556A(6) HP P2000 2TB 3G SATA 7.2K 3.5in MDL HDD 1 11 $792.83 $792.83HA101A3-1N7 HP 3y Next Day HW Support MSA2000 G3 support (hardware support pack for AW596A) 1 12 $152.47 $152.47HA106A3-1N7 HP 3y SW Support MSA2000 G3 support (software support pack for AW596A) 1 13 $515.42 $515.42HA101A3-9CL HP 3y Next Day HW Support MSA2000 Enclosure Support (hardware support pack for AP843A) 14 1 15 $13,881.28 $13,881.28Procurve Blades for connectivity 4 16 $2,845.22 $11,380.88J9309A(4) PROCURVE 4PORT 10GBE SFP+ ZL MODULE 10 17 $250.04 $2,500.40J9285B(10) PROCURVE 10-GBE SFP+ 7M CABLE 18 1 19 $6,000.00 $6,000.00MicroAge Installation/Configuration of HP Hardware 1 20 $6,000.00 $6,000.00SERPPSSAN Installation/Configuration 21 1 22 $33,562.32 $33,562.32CommVault Upgrade to Capacity-based 12/02/10 09:55:40 Page 1 / 2 79 MicroAge College Station Quote# 1033 Part Description Qty Price Ext. Price Licensing Model for deduplication 12 23 $885.60 $10,627.20CAP-I-UPG-1T (12) Convert existing licensed blocks of Core Infrastructure to full Enterprise Infrastructure feature set. Purchased in 1TB block increments based on production size. (Qty Entered is per Terabyte) 12 24 $1,237.34 $14,848.08CAP-C-DP-1T-X (12) Upgrade to CLA/CAP-C-DP-1T (Qty entered is per Terabyte) 1 25 $8,087.04 $8,087.04S-PREM L1 CommVault Maintenance (13% of list price) 26 1 27 $12,200.00 $12,200.00CommVault Professional Services for Installation/Configuration of CommVault Software 4 28 $500.00 $2,000.00FXTRVL-CONS (4) Fixed Price Travel Expenses - fixed price per day per consultant 1 29 $1,200.00 $1,200.00IC-CONS-BB REMOTE ONLY PS Services for US, Canada, EMEA, UK and ANZ 4 30 $2,250.00 $9,000.00IC-CONSDEP (4) Installation and core product configuration for MSFT databases and applications, file systems, deduplication, replication SubTotal $177,802.58 Sales Tax $0.00 Shipping $0.00 Total $177,802.58 QUOTES ARE VALID FOR 30 DAYS FROM THE DATE SHOWN ABOVE. PRICES SUBJECT TO CHANGE - PRICES BASED UPON TOTAL PURCHASE - ALL DELIVERY, TRAINING OR CONSULTING SERVICES TO BE BILLED AT PUBLISHED RATES FOR EACH ACTIVITY INVOLVED - GENERALLY ALL HARDWARE COMPUTER COMPONENTS PROPOSED ABOVE ARE COVERED BY A LIMITED ONE TO THREE YEAR WARRANTY, COVERING PARTS AND LABOR ON A DEPOT BASIS - WE SPECIFICALLY DISCLAIM ANY AND ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO ANY IMPLIED WARRANTIES OR WITH REGARD TO ANY LICENSED PRODUCTS. WE SHALL NOT BE HELD LIABLE FOR ANY LOSS OF PROFITS, BUSINESS, GOODWILL, DATA, INTERRUPTION OF BUSINESS, INCIDENTIAL OR CONSEQUENTIAL MERCHANTABILITY OR FITNESS OF PURPOSE, OR DAMAGES RELATED TO THIS AGREEEMENT. 12/02/10 09:55:40 Page 2 / 2 80 December 9, 2010 Consent Agenda Item No. 2r Food Waste, Multifamily and Commercial Collection Franchise Amendment – Brazos Valley Recycling To: Glenn Brown, City Manager From: Hayden Migl, Assistant to the City Manager Agenda Caption: Presentation, possible action and discussion on the first reading of a franchise agreement amendment with Brazos Valley Recycling to add the collection of food waste for the purpose of recycling, multifamily apartments and commercial businesses to its agreement. Relationship to Strategic Goals: V. Green Sustainable City Recommendation(s): Staff recommends approval. Summary: The proposed amendment would add the collection of food waste for the purpose of recycling as well as adding service to multifamily apartments and commercial businesses to the list of services that can be provided by Brazos Valley Recycling through its current non-exclusive five (5) year franchise agreement. Brazos Valley Recycling is currently limited to collecting only construction and demolition debris for recycling purposes. The company will be responsible for developing onsite collection of the food waste and recyclables and that they are not collecting municipal solid waste. Section 120 of the City Charter states that "The City of College Station shall have the power by ordinance to grant any franchise or right mentioned in the preceding sections hereof, which ordinance, however, shall not be passed finally until it shall have been read at three (3) separate regular meetings of the City Council." Budget & Financial Summary: N/A Attachments: 1. Franchise Ordinance is on file in the City Secretary’s Office 81 December 9, 2010 Consent Agenda Item No. 2s FM 2818/Jones Butler Waterline Conflict Change Order Work Order Number WF1272122 To: Glenn Brown, City Manager From: Chuck Gilman, Director of Public Works Agenda Caption: Presentation, possible action, and discussion regarding a change order to the design contract (Contract No.10-210) with Mitchell and Morgan in the amount of $12,700.00 for the FM 2818/Jones Butler Waterline Conflict project. Relationship to Strategic Goals: Goal I, Financially Sustainable City Providing Response to Core Services and Infrastructure Recommendation(s): Staff recommends approval of the change order. Summary: The FM 2818/Jones Butler Waterline conflict is a project that arose due to the construction of the overpass at FM 2818 and FM 2154 (Wellborn Road). During that construction by TXDOT’s contractor, a 30” transmission waterline owned by the City of College Station was uncovered in TXDOT ROW. TXDOT gave the City of College Station the opportunity to develop and design an alternative solution to this resolve conflict in lieu of relocating the waterline, such as modifying some of the site grading or adding a storm water collection system. The City entered into a contract with Mitchell and Morgan to develop and design an alternative solution as staff felt that modifications to the site drainage would be more cost effective. After designing and presenting several options to TXDOT, staff concluded that relocating the waterline is a better option due to the liability, time and cost involved with an alternative solution. Additionally, relocating the waterline would relieve the City of any responsibility to relocate the waterline out of TXDOT ROW in the future. This change order to Mitchell and Morgan is for the survey and design for relocating the 30” waterline. This change order is also for the inclusion of construction materials testing and construction phase services. Budget & Financial Summary: Change Order 1 will increase the contract amount by $12,700.00 for a revised contract total of $34,700.00. Funds in the amount of $145,000 are budgeted in the Water Capital Projects Fund for this project. Funds in the amount of $22,000.00 have been expended or committed to date, leaving a balance of $123,000.00 for this change order and future expenses. Attachments: 1.) Change Order 2.) Project Location Map 82 83 December 9, 2010 Regular Agenda Item No. 1 Wolf Point Center Rezoning To: Glenn Brown, City Manager From: Bob Cowell, AICP, Director of Planning & Development Services Agenda Caption: Public hearing, presentation, possible action, and discussion regarding an Ordinance amending Chapter 12, “Unified Development Ordinance,” Section 4.2, “Official Zoning Map,” of the Code of Ordinances of the City of College Station, Texas, specifically rezoning 1.317 acres from PDD Planned Development District to PDD Planned Development District to modify the District Concept Plan 330-A Holleman Drive East, generally located southeast of the intersection of Holleman Drive East and Lassie Lane. Relationship to Strategic Goals: Financially Sustainable City Providing Response to Core Services and Infrastructure, Neighborhood Integrity, and Diverse Growing Economy Recommendation(s): The Planning and Zoning Commission considered this item at their November 18, 2010 meeting and voted (5-1) to recommend approval of the rezoning request. The Planning & Zoning Commission’s recommendation included conditions that were agreed upon by the applicant and are now included in the rezoning request. Summary: The Unified Development Ordinance provides the following review criteria for zoning map amendments: REVIEW CRITERIA 1. Consistency with the Comprehensive Plan: The Comprehensive Plan designates the subject property and the surrounding area as Urban Mixed Use. Urban Mixed Use is described as a designation for “areas that should have the most intense development activities. These areas will tend to consist exclusively of residential, commercial, and office uses in vertical mixed-use structures.” The proposed development includes a vertical mixed use structure along the frontage of Holleman Drive and two multi-family structures located toward the back of the property. 2. Compatibility with the present zoning and conforming uses of nearby property and with the character of the neighborhood: Properties located to the east and west of the subject property are zoned C-1 General Commercial and are developed as office and office-industrial uses. Properties to the south are zoned R-1 Single-Family Residential and developed as single-family structures. Multi-family uses can be compatible with both office and single-family uses if properly designed. The proposed Concept Plan includes canopy trees to screen site lighting at the rear of the property. The Concept Plan does not include a buffer adjacent to the single-family to the south (a modification has been requested). No buffers exist on the adjacent commercial properties because the subject property was planned for non-residential or mixed-use development. All of the surrounding properties are slated for future Urban Mixed-Use development. 4. 3. Suitability of the property affected by the amendment for uses permitted by the district that would be made applicable by the proposed amendment: The proposed PDD zoning includes the following uses: multi-family residential units, professional offices, retail uses, personal service shops, medical clinics, restaurants and 85 drive-thru facilities. Non-residential uses are proposed to be located on the ground floor of the building fronting on Holleman Drive. Two multi-family structures are proposed at the rear of the property and are not proposed to contain non-residential uses due to lack of visibility. The proposal differs from the current zoning only in that the non-residential spaces can be phased over time. The properties located to the east and west are zoned C-1 General Commercial and are currently developed as office and office-industrial uses. Holleman is designated as a 2- Lane Major Collector in this area. The property is suitable for mixed-use development. 5. Suitability of the property affected by the amendment for uses permitted by the district applicable to the property at the time of the proposed amendment: The existing PDD zoning includes the following uses: multi-family residential units, professional offices, retail, personal service shops, medical clinics, restaurants and drive- thru facilities. Non-residential uses are permitted to be located on the ground floor of the building fronting on Holleman Drive. Two multi-family structures were included at the rear of the property and would not contain commercial uses due to lack of visibility. A site plan for the development was approved in September of this year. The proposal differs from the current zoning only in that the non-residential spaces can be phased over time. 5. Marketability of the property affected by the amendment for uses permitted by the district applicable to the property at the time of the proposed amendment: A mixed-use development was recently built in the area -the Lofts at Wolf Pen Creek. Additionally, a mixed-use site plan was approved in September of this year conforming to the existing mixed-use PDD zoning. 6. Availability of water, wastewater, stormwater, and transportation facilities generally suitable and adequate for the proposed use: The subject property is located adjacent to an 8-inch water main which runs along the north side of Holleman Drive. The nearest public sanitary sewer manhole is located approximately 150 feet east of the subject property. Public utility extensions will be required as a part of site development. The subject tract is located in the Wolf Pen Creek Drainage Basin; development of the tract will have to meet the City's Storm Water Design Guideline requirements. The subject tract is not located within a FEMA regulated Special Flood Hazard Area. The subject tract is located adjacent to Holleman Drive (2-Lane Major Collector) and will take access from a recently established cross access easement with the adjacent property off Holleman Drive. REVIEW OF CONCEPT PLAN The following uses are included in the PDD zoning: multi-family residential units, professional offices, retail uses, personal services shops, medical clinics, restaurants and drive-thru facilities. Non-residential uses are proposed to be located on the ground floor of the building fronting on Holleman Drive. Two multi-family structures are proposed at the rear of the property and are not proposed to contain non-residential uses due to lack of visibility. The proposal differs from the current zoning only in that the non-residential spaces can be phased over time. The applicant has provided the following information related to the proposed zoning district: “The project will include 34 residential units (60 bedrooms) in three separate buildings ranging in height from 2-3 stories and 1,000 square feet of non- residential space facing Holleman. Another 3,000 square feet of first floor living 86 spaces will be constructed to commercial standards for future conversion to non- residential space if the market supports such a conversion, up to a project total of 4,000 square feet.” At the time of site plan, the project will need to meet all applicable site and architectural requirements required by the Unified Development Ordinance. The existing PDD zoning district includes several meritorious modifications that are being requested to remain with the new PDD zoning. The following meritorious modifications are being requested to remain on the property: • Section 7.2.I “Number of Off-Street Parking Spaces Required” of the Unified Development Ordinance The applicant is requesting a parking requirement of 1 parking space per bedroom for the residential units and a minimum parking requirement of 1 parking space per 250 square feet of non-residential uses. • Section 7.2.E “Interior Islands” of the Unified Development Ordinance The applicant is requesting that no interior parking island be required in side or rear parking areas. • Section 5.4 “Non-Residential Dimensional Standards” of the Unified Development Ordinance The applicant is requesting that no minimum front setback be required from Holleman Drive to allow the mixed-use structure to be located closer to Holleman Drive. Additionally the applicant is requesting a 15-foot rear setback. • Section 7.1.2 “Single-Family Protection” of the Unified Development Ordinance The applicant is requesting that the height of the structures not be limited by the adjacent single-family structures to the south. As designated on the Comprehensive Plan, the future use of the property to the south is also high- density Urban Mixed-use, although the property is currently developed as single- family residential. • Section 7.6.F “Buffer Standards” of the Unified Development Ordinance The applicant is requesting that no buffer be required adjacent to the single- family development to the south. As designated on the Comprehensive Plan, the future use of the property to the south is also a high-density Urban Mixed-use. The Unified Development Ordinance provides the following review criteria for PDD Concept Plans: 1. The proposal will constitute an environment of sustained stability and will be in harmony with the character of the surrounding area: The applicant has proposed a mixed-use development including multi-family units, retail, restaurant and office uses. As designated on the Comprehensive Plan, the subject property and the entire surrounding area is proposed to be high-density Urban Mixed Use in the future. A mixed-use environment potentially allows for residents to shop, dine and work where they live, reducing traffic congestion on nearby streets and encouraging a more walkable environment. 2. The proposal is in conformity with the policies, goals, and objectives of the Comprehensive Plan, and any subsequently adopted Plans, and will be 87 consistent with the intent and purpose of this Section: The proposed concept plan is in general conformity with the policies, goals and objectives of the Comprehensive Plan. The Future Land Use and Character Map calls for Urban Mixed Use, which is what is currently proposed on the concept plan 3. The proposal is compatible with existing or permitted uses on abutting sites and will not adversely affect adjacent development: The proposed development includes a vertical mixed-use structure on the front of the property adjacent to Holleman Drive and multi-family structures toward the rear of the property. Properties to the east and west are currently developed as office uses and are generally compatible with the proposed development. Properties to the south are currently developed as single-family uses. The applicant has proposed to exclude non-residential uses adjacent the existing single-family. Properties to the south are designated on the Comprehensive Plan for future high-density Urban Mixed Use. 4. Every dwelling unit need not front on a public street but shall have access to a public street directly or via a court, walkway, public area, or area owned by a homeowners association: All dwelling units will have access to a public street via a joint access easement with the adjacent office-industrial development (currently Verizon). 5. The development includes provision of adequate public improvements, including, but not limited to, parks, schools, and other public facilities: The development includes a provision for public sidewalks along Holleman Drive. 6. The development will not be detrimental to the public health, safety, welfare, or materially injurious to properties or improvements in the vicinity: The surrounding area is also designated for future high-density Urban Mixed-Use. The proposed development will not be detrimental to the public health, safety, welfare, or materially injurious to properties or improvements in the vicinity. 7. The development will not adversely affect the safety and convenience of vehicular, bicycle, or pedestrian circulation in the vicinity, including traffic reasonably expected to be generated by the proposed use and other uses reasonably anticipated in the area considering existing zoning and land uses in the area: The development of the subject property includes the installation of sidewalks along Holleman Drive. A mixed-use environment potentially allows for residents to shop, dine and work where they live, reducing traffic congestion on nearby streets and encouraging a more walkable environment. Budget & Financial Summary: N/A Attachments: 1. Letter from the Applicant 2. Background Information 3. Aerial & Small Area Map (SAM) 4. Draft Planning & Zoning Commission meeting minutes (November 18, 2010) 5. Concept Plan 6. Ordinance 88 89 90 91 92 93 94 95 96 BACKGROUND Advertised Commission Hearing Date: November 18, 2010 Advertised Council Hearing Dates: December 9, 2010 The following neighborhood organizations that are registered with the City of College Station’s Neighborhood Services have received a courtesy letter of notification of this public hearing: N/A Property owner notices mailed: 12 Contacts in support: None as of date of staff report Contacts in opposition: None as of date of staff report Inquiry contacts: None as of date of staff report ADJACENT LAND USES Direction Comprehensive Plan Zoning Land Use North Urban Mixed-Use across Holleman Drive, Major Collector WPC Wolf Pen Creek Vacant and Multi-Family South Urban Mixed-Use R-1 Single-Family Single-Family East Urban Mixed-Use C-1 General Commercial Office West Urban Mixed-Use C-1 General Commercial Industrial / Office DEVELOPMENT HISTORY Annexation: 1967 Zoning: R-1 Single Family Residential to C-1 General Commercial (1984) C-1 to PDD Planned Development District-Mixed-Use (2009) Final Plat: Pooh’s Park Final Plat, April 1973 Pooh’s Park Final Plat-Replat, August 14, 2008 Site development: Vacant ZONING HISTORY In late 2009, the property was rezoned from C-1 General Commercial to PDD Planned Development District for a mixed-use development. The PDD zoning includes a vertical mixed-use structure along the frontage of Holleman Drive and two multi-family structures located toward the back of the property. 97 The uses permitted by the existing PDD zoning include multi-family residential units, professional offices, retail, personal service shops, medical clinics, restaurants and drive-thru facilities. The existing Concept Plan for the property includes non-residential uses located on the ground floor of the building fronting on Holleman Drive. The two multi-family structures located at the rear of the property would not contain commercial uses due to lack of visibility. The 2009 mixed-use PDD request came after a failed attempt to designate the property for multi-family uses in 2008. At that time, the Planning and Zoning Commission and City Council stated that mixed-use was the preferred land use for the property in and surrounding Wolf Pen Creek. A site plan was prepared and approved in September 2010 that complies with the existing mixed-use PDD zoning, but it has not been constructed. 98 99 100 November 18, 2010 P&Z Regular Meeting Minutes Page 1 of 1 MINUTES PLANNING & ZONING COMMISSION Regular Meeting November 18, 2010, 7:00 p.m. City Hall Council Chambers 1101 Texas Avenue College Station, Texas COMMISSIONERS PRESENT: Chairman Scott Shafer, Mike Ashfield, Craig Hall, Jodi Warner, Bo Miles, Hugh Stearns and Doug Slack COMMISSIONERS ABSENT: None CITY COUNCIL MEMBERS PRESENT: Dennis Maloney and Jess Fields CITY STAFF PRESENT: Jennifer Prochazka, Matt Robinson, Joe Guerra, Josh Norton, Carol Cotter, Alan Gibbs, Lance Simms, Bob Cowell, Mary Ann Powell, Kerry Mullins, and Brittany Caldwell Regular Agenda 6. Public hearing, presentation, possible action and discussion regarding a Rezoning for Lot 2R, Block 2 of the Pooh's Park Subdivision, being 1.317 acres located at 300 A Holleman Drive East, located on the south side of Holleman Drive, east of Lassie Lane, from PDD Planned Development District (Mixed-Use) to PDD Planned Development District (Multi-Family). Case #10-00500227 (JP) 101 102 103 104 105 106 107 108 109 December 9, 2010 Regular Agenda Item No. 2 Rezoning for 3180 Cain Road To: Glenn Brown, City Manager From: Bob Cowell, AICP, Director of Planning & Development Services Agenda Caption: Public hearing, presentation, possible action and discussion regarding a Rezoning for 3180 Cain Road of 19.575 acres from A-O Agricultural Open to C-1 General Commercial, R-3 Townhouse and R-4 Multi-Family located at 3180 Cain Road and more generally located west of the intersection of Old Wellborn Road and Cain Road. Recommendation(s): The Planning and Zoning Commission considered this item at their November 18, 2010 meeting and voted 7-0 to recommend denial. Staff also recommended denial of the request. Summary: The Unified Development Ordinance provides the following review criteria for zoning map amendments: REVIEW CRITERIA 1. Consistency with the Comprehensive Plan: The subject property is designated as Urban on the Future Land Use and Character Map of the Comprehensive Plan and is located within Growth Area Five. Under the Urban designation in Growth Area Five, intense land use activities including general commercial, office uses, townhomes, high- density apartments, and vertical mixed-use are appropriate land uses. As proposed, the applicant is requesting three zoning designations on the property, which includes 12 acres of R-3 Townhouse; 6.3 acres of R-4 Multi-Family; and 1.2 acres of C-1 General Commercial. While the zoning designations allow uses that are consistent with the Comprehensive Plan, they also allow uses that are not. These uses include single-family detached residences, which would be allowed in the R-3 Townhouse zoning district and duplexes, which would be allowed in the R-4 Multi-Family zoning district. 2. Compatibility with the present zoning and conforming uses of nearby property and with the character of the neighborhood: Currently, the surrounding properties are all zoned A-O Agricultural Open with uses consisting of single-family residences, manufactured homes, commercial strip centers and a self-storage business. In addition, there are several properties that are currently vacant. With the exception of the single- family residences, none of the existing uses are allowed under the current zoning A-O zoning designation. However, these uses existed prior to annexation and as such are allowed to continue as is. Single-family residences and townhomes would be compatible at this time, but the subject property as well as the surrounding properties are designated as Urban on the Future Land Use and Character Map in the Comprehensive Plan and as such are intended for a higher intensity of land use than what currently exists. 110 3. Suitability of the property affected by the amendment for uses permitted by the district that would be made applicable by the proposed amendment: The requested zoning changes are generally representative of uses that the Comprehensive Plan anticipates as being suitable for this area. However, the proposed zoning designations of R-3 Townhouse and R-4 Multi-Family, allow uses that would not be 111 suitable for the area. This includes the ability to develop single-family detached residences and duplexes, which would be at much lower land use intensity than what is currently planned for the area. Infrastructure in the area is currently inadequate to serve additional development and improvements will be needed even for the least intense uses as Cain Road is not currently built to City standards. Additionally, a local street(s) would need to be provided for any development consisting of single-family detached homes, townhomes or duplexes as these uses are not permitted to take direct access to a collector street (Cain Road). Without improvements to the current street system, the property is not suitable for the type and intensity of development proposed by the applicant or planned by the City. 4. Suitability of the property affected by the amendment for uses permitted by the district applicable to the property at the time of the proposed amendment: The property is currently zoned A-O, Agricultural Open, which allows for agricultural, low- intensity residential and open space uses. These uses may not be suitable for this property due to the existing commercial businesses and duplexes existing on or adjacent to the subject property. Additionally, the Future Land Use and Character Map of the Comprehensive Plan designates the area as Urban, which is intended for the most intense land use activities. As such, A-O land use activities will eventually become less and less suitable as the surrounding properties develop. 5. Marketability of the property affected by the amendment for uses permitted by the district applicable to the property at the time of the proposed amendment: The marketability of the property is limited under the current A-O, Agricultural Open zoning designation, which limits potential development to agricultural, low-intensity residential or open space uses. Through the rezoning, the applicant is seeking to enhance the marketability of the property. 6. Availability of water, wastewater, storm water, and transportation facilities generally suitable and adequate for the proposed use: The subject tract is currently being served water service through a private water main. There is an 18-inch water main along Old Wellborn Rd, which is adjacent to this tract. Development of the subject tract would have to meet the City’s water system and fire flow requirements. The subject tract is located adjacent to a 12-inch sanitary sewer main, located along the property’s northern property boundary. The subject tract is located in the Bee Creek Tributary “B” drainage basin. The subject tract is not located in a FEMA Regulated Special Flood Hazard Area; however, drainage problems have been reported near the intersection of Cain Rd. and Old Wellborn Rd. Development of the subject tract will be required to meet the minimum requirements of the City’s storm water design guidelines. The subject tract is located adjacent to Holleman Drive South (future 4 Lane Major Collector), Wellborn Rd. (future 6 Lane Major Arterial), Cain Rd. (future 2 Lane Minor Collector), and the future extension of General Pkwy (future 2 Lane Minor Collector). Although Cain Rd. is on the City thoroughfare plan, Cain Rd. currently exists as a 21 foot privately owned and maintained road. At this point the existing transportation facilities are inadequate to serve development on the subject property. Budget & Financial Summary: N/A Attachments: 1. Background Information 2. Aerial & Small Area Map (SAM) 3. Planning & Zoning Commission Minutes – December 9, 2010 4. Ordinance 112 BACKGROUND INFORMATION: NOTIFICATIONS Advertised Commission Hearing Date: November 18, 2010 Advertised Council Hearing Dates: December 9, 2010 The following neighborhood organizations that are registered with the City of College Station’s Neighborhood Services have received a courtesy letter of notification of this public hearing: None Property owner notices mailed: 18 Contacts in support: None at time of staff report Contacts in opposition: None at time of staff report Inquiry contacts: 2 ADJACENT LAND USES Direction Comprehensive Zoning Land Use North Urban, Growth Area 5 A-O, Agricultural Open Vacant, not developed South Urban, Growth Area 5 A-O, Agricultural Open Private street, single- family residences, manufactured homes, vacant property East Urban, Growth Area 5 A-O, Agricultural Open Commercial strip center, Old Wellborn Road West Urban, Growth Area 5, 4-Lane Major Collector A-O, Agricultural Open Thoroughfare - Holleman Drive South DEVELOPMENT HISTORY Annexation: 2002 Zoning: A-O Agricultural Open upon annexation (2002) Final Plat: N/A Site development: A private street (Cain Road) is included on the southern portion of the tract with duplexes developed along a portion of the street. The remainder of the site is largely vacant. 113 114 115 November 18, 2010 P&Z Regular Meeting Minutes Page 1 of 2 MINUTES PLANNING & ZONING COMMISSION Regular Meeting November 18, 2010, 7:00 p.m. City Hall Council Chambers 1101 Texas Avenue College Station, Texas COMMISSIONERS PRESENT: Chairman Scott Shafer, Mike Ashfield, Craig Hall, Jodi Warner, Bo Miles, Hugh Stearns and Doug Slack COMMISSIONERS ABSENT: None CITY COUNCIL MEMBERS PRESENT: Dennis Maloney and Jess Fields CITY STAFF PRESENT: Jennifer Prochazka, Matt Robinson, Joe Guerra, Josh Norton, Carol Cotter, Alan Gibbs, Lance Simms, Bob Cowell, Mary Ann Powell, Kerry Mullins, and Brittany Caldwell 1. Call meeting to order. Chairman Shafer called the meeting to order at 7:00 p.m. 2. Hear Citizens. None 3. Consent Agenda. 3.1 Consideration, discussion, and possible action to approve meeting Minutes. · October 26, 2010 ~ Joint Workshop · November 4, 2010 ~ Workshop · November 4, 2010 ~ Regular Commissioner Stearns asked that Consent Agenda Item 3.1 be removed from the Consent Agenda. Regular Agenda 4. Public hearing, presentation, possible action and discussion regarding a Rezoning for 3180 Cain Road of 19.575 acres from A-O Agricultural Open to C-1 General Commercial, R-3 Townhouse and R-4 Multi-Family located at 3180 Cain Road and more generally located west of the intersection of Old Wellborn Road and Cain Road. Case #10-00500139 (MR) 116 November 18, 2010 P&Z Regular Meeting Minutes Page 2 of 2 5. Adjourn. Commissioner Stearns motioned to adjourn the meeting. Commissioner Hall seconded the motion, motion passed (5-0). The meeting was adjourned at 9:20 p.m. Approved: ____________________________________ Scott Shafer, Chairman Planning and Zoning Commission Attest: _____________________________________ Brittany Caldwell, Admin. Support Specialist Planning and Development Services 117 118 119 120 121 122 123 124 December 9, 2010 Regular Agenda Item No. 3 Alarm Ordinance Amendment To: Glenn Brown, City Manager From: Jeff Capps, Chief of Police Agenda Caption: Public Hearing, presentation, discussion and possible action regarding an alarm ordinance amendment to include the use of a graduated fine schedule and a third party vendor to administer the alarm program. Relationship to Strategic Goals: Goal I.8 Evaluating Public Safety Needs. Recommendation(s): Amend current ordinance to require a graduated fine schedule and reduce the number of false alarms allowed. Use third party vendor to manage the collection of associated fines resulting from excessive false alarms. Summary: This item is returning to Council after staff received direction at the workshop meeting held on September 23, 2010. Staff seeks Council approval to amend the current alarm ordinance by reducing the number of false alarms allowed before fines are assessed from five to three. Further, we seek to establish a graduated fine schedule for continued false alarm responses. The proposed fine scheduled is as follows: Number of False Alarms Fine 1 - 3 false alarms $0 4 – 5 false alarms $50.00 each 6 – 7 false alarms $75.00 each 8 and above false alarms $100.00 each Finally, staff recommends that a third party vendor be engaged to administer the false alarm process. Budget & Financial Summary: N/A Attachments: · Draft of amended City of College Station Code of Ordinances Section 8: I False Alarms 125 December 9, 2010 Regular Agenda Item No. 4 College Station Business Advisory Committee Appointments To: Glenn Brown, City Manager From: David Gwin, Director of Economic and Community Development Relationship to Strategic Goals: Goal III.6 CS Economic Development Corporation Agenda Caption: Presentation, possible action, and discussion regarding the appointment of individuals to the College Station Business Advisory Committee. Recommendation(s): Staff is seeking the appointment of individuals to the College Station Business Advisory Committee. Summary: At the September 23rd workshop meeting City Council approved a resolution creating the College Station Business Advisory Committee. The committee is to be a resource for the City in matters of communication, connection, recognition, and strategic planning regarding the City’s ongoing economic development efforts. The committee is to be comprised of up to seven members, each serving two year appointments, with extensive experience in the local business community. At Council’s direction, Mayor Berry will serve as the committee’s chair. It is anticipated that the first meeting of the College Station Business Advisory Committee will take place in January 2011. It is further anticipated that the first task for the new committee will be to review the City’s current economic development incentives policies. Budget & Financial Summary: Initial startup cost for the CSBAC will be absorbed in the FY 2011 budget. Attachments: Attachment 1 - List of Staff Recommended Appointments 126 Attachment 1 - Staff Recommended Appointments - CSBAC Member Affiliation Nancy Berry, Chairperson Mayor of College Station Tedi Ellison Ellison Law Firm Celia Goode-Haddock University Title Company Dick Haddox ANCO Insurance Larry Hodges Copy Corner / Double Dave’s Tom Jackson College Station Medical Center Hub Kennady A&M Super Storage 127 December 9, 2010 Regular Agenda Item No. 5 Medical Corridor Advisory Committee (MCAC) To: Glenn Brown, City Manager From: David Gwin, Director of Economic and Community Development Agenda Caption: Presentation, possible action, and discussion regarding the appointment of additional members to the Medical Corridor Advisory Committee (MCAC). Recommendation(s): Staff recommends that the City Council appoint additional individuals to the MCAC as identified in Attachment 2. Summary: On October 25, Council appointed twenty-seven (27) individuals to the Medical Corridor Advisory Committee and directed staff to identify any additional members that might be necessary. The individuals identified in Attachment 2 are believed to reside in College Station unless otherwise noted. Once the final membership of the MCAC has been established, Staff will move forward in engaging this new Committee in furthering the Medical Corridor Project. Budget & Financial Summary: Staff anticipates minimal additional costs incurred from the expansion of this committee. Attachments: Attachment 1 – List of Additional Committee Appointments as Recommended by Staff Attachment 2 – Current Medical Corridor Advisory Committee Members 128 Attachment 1 ‐ List of Additional Committee Appointments as Recommended by Staff Stakeholder Name Stakeholder Affiliation Address 1 Dennis Anderholm Brandon Heights HOA 3210 Westchester Ave. 2 Denise Barnett Edelweiss Estates HOA 3622 Glenna Ct. 3 Joe Brown College Station Medical Center, Dir. of Public Communications 4210 Cripple Creek Ct 4 Frank Hartman College Station Medical Center, Dir. of Development (Note: Residential Location Unknown) 5 Tom Jackson College Station Medical Center, Chief Executive Officer 6011 Augusta Cr. 6 Jan McMurray Devonshire HOA 3400 Mustang Ln. 7 Bill Rayburn Scott & White Medical Center, Assoc. Reg. Chief Medical Officer 5151 Enchanted Oaks Dr. 8 Chuck Sanders Southwood Forest HOA 2904 Coronado Dr. 9 Gentry Woodard Scott & White Medical Center, Dir. Of Govt. & Community Affairs 4102 Settlers Way 10 Randy Yates Shadowcrest HOA 9208 Shadowcrest Dr. 129 Attachment 2 ‐ Current Medical Corridor Advisory Committee Members Stakeholder Name Stakeholder Affiliation Address 1 Anderson, John E. Wealth Management Advisor, Merril Lynch 200 Fireside Circle 2 Bailey, Rodney Material Management Directo, CSMC 3712 Marielene Circle 3 Bains, Dr. Bobby Cancer Liaison Physician, CSMC 902 Winged Foot Dr. 4 Batenhorst, James Project Engineer, Mitchell & Morgan, LLP 3705 Ardonne Ct. 5 Bode, Carol Quality Management Regulatory Compliance Director, CSMC 3209 Wild Rye 6 Bond, Sharon HR Director, CSMC (Southwood Valley Animal Hospital) 1108 Todd Trail 7 Cleere, Patricia Owner, Life Design Realtor 601 Guernsey 8 Clendenin, Angela Director of Communications & Public Relations, Texas A&M University College of Veterinary Medicine & Biomedical Sciences 1304 Mullins Loop South 9 Cohen, Ruth Concerned Citizen, Woodcreek 1310 Essex Green 10 Dorsey, Alicia M. Vice President, Community Outreach, Texas A&M HSC 722 Berry Creek 11 Ebanks, Eleanor Concerned Citizen, Woodcreek 9204 Brookwater Circle 12 Ellison, Chuck Ellison Law Firm, Attorney, Owner 2902 Camille Dr. 13 Hard, Ed Transporation Research, Texas Transportation Institute 11760 Durrand 14 Hazen, Anne Former College Station Councilwoman; Vice President, Hospice Auxiliary Brazos Valley, Inc. 1309 Wilshire Ct. 15 Harrykissoon, Rajesh Critical Care Physician 4414 Woodland Ridge Dr. 16 Lechler, Shane Facility Pharmacy Director at Community Health Systems 101 Walcourt Loop 17 Mason, James M. Retired Physician, Woodcreek 1302 Autumnwood Dr. 130 Attachment 2 ‐ Current Medical Corridor Advisory Committee Members Stakeholder Name Stakeholder Affiliation Address 18 McGuire, R.N. "Nick", Jr. Retired, Glenhaven Estates 1107 Woodhaven Circle 19 Morgan, Jim Associate Professor of Civil Engineering, TAMU 11782 Great Oaks Dr. 20 Ottinger, Timothy Vice President, Communications & Marketing at St. Joseph Health System 3000 Cochise Ct. 21 Phillips, Doug Optometrist, Texas State Optical, Stonebridge HOA 800 Marion Pugh Dr, Apt 1606 22 Rinard, Sheila Director, Patient Care Services, CSMC 11770 Great Oaks Dr. 23 Sanford, Marsha Real Estate Broker, REMAX Real Estate 4603 Shoal Creek 24 Schultz, Julie Owner, Schultz Engineering 3208 Insbruck Cir. 25 Turton, Jon Vice President for Ambulatory Services, St. Joseph Regional Health Center 5108 Sycamore Hills 26 Walker, Kirsten Retired, Westfield Village 3909 Tranquil Path Dr. 27 White, Ben Former Mayor and Medical Professional Society Administrator 131