HomeMy WebLinkAbout10/13/2011 - Regular Agenda Packet - City CouncilTable of Contents
Agenda 3
Consent No. 2a - Minutes
Coversheet revised 7
Sept 22 Workshop 8
Sept 22 Regular 13
Consent No. 2b - Wellborn Widening Waterline Construction
Contract Award
Coversheet revised 19
Resolution 20
Location Map 21
Bid Tabulation 22
Consent No. 2c - Affiliate Funding Agreement with Arts Council
of Brazos Valley
Coversheet revised 23
Budget 24
Memo 28
Consent No. 2d - Arts Council of Brazos Valley O&M Funding
Agreement
Coversheet revised 31
Consent No. 2e - Audit Services Renewal
Coversheet revised 32
Renewal Agreement 33
Consent No. 2f - Brazos Valley Convention and Visitors Bureau
Budget and Funding Agreement
Coversheet revised 35
Budget 36
Consent No. 2g - Funding Agreement With Research Valley
Partnership
Coversheet revised 38
Consent No. 2h - Annual Agreement for City branded uniforms
Coversheet revised 39
Bid Tabulation 40
Consent No. 2i - Authorize Health Department Expenditures
Coversheet revised 51
Consent No. 2j - Roadway Traffic Markings & Traffic Control
Services Contract Renewals
Coversheet revised 52
Renewal Form for Highway Technology 53
Renewal Form for N-Line Maintenance 55
Consent No. 2k - Purchase of a Software Solution for a
Community Parks and Recreation Management Solution and
Approval of an Interdepartmental Transfer
Coversheet revised 56
1 - VSI Software Contract - SIGNED 57
1
2 - VSI Certificate of Liability 72
Consent No. 2L - Annual Purchase Order for Liquid Chlorine
Coversheet revised 75
Renewal agreement 76
Consent No. 2m - Property Casualty Insurance Policies for
Fiscal Year 2012
Coversheet revised 78
Property Casualty Insurance Renewal
Recommendations for FY12 79
Consent No. 2n - Emulsified Asphalt Products Annual Price
Agreement
Coversheet revised 81
Bid Tabulation 82
Regular No. 1 - Rezoning for 2672 Horse Haven Lane
Coversheet revised 83
Background 88
Map & Photo 89
P&Z Minutes 91
Ordinance 93
Regular No. 2 - Affordable Senior Housing Tax Credit
Development
Coversheet revised 102
Resolution Signed 103
Conditional HOME Investment Partnership Commitment 105
Regular No. 3 - HOME Investment Partnership Funding
Agreement with Habitat for Humanity, Inc.
Coversheet revised 107
funding agreement 108
2
Mayor
Nancy Berry
Mayor Pro Tem
Dave Ruesink
City Manager
David Neeley
Council members
Blanche Brick
Jess Fields
Karl Mooney
Katy-Marie Lyles
Julie M. Schultz
Agenda
College Station City Council
Regular Meeting
Thursday, October 13,2011 at 7:00 PM
City Hall Council Chamber, 1101 Texas Avenue
College Station, Texas
1. Pledge of Allegiance, Invocation, Consider absence request.
Presentation and Recognition:
Proclamation recognizing Chef Tai Lee's national recognition and award
APA Certificate of Achievement for Planning Excellence
The Texas APA Project Plan of the Year for the Bicycle, Pedestrian, and Greenways Master Plan
The Honorable Mention - Bicycle Friendly Community from the League of American Bicyclists
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 2 112 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 2 112 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:
September 22,201 1 Workshop and Regular Council Meeting
City Council Regular Meeting Page 2
Thursday, October 13,201 1
b.Presentation, possible action, and discussion regarding a resolution approving a construction contract with
Elliott Construction, LLC for the Wellborn Widening Waterline Project and authorizing the expenditure of
funds, in an amount not to exceed $546,028.50.
c.Presentation, possible action and discussion on approving the budget ofthe Arts Council of Brazos Valley;
and presentation, possible action and discussion on approving the finding agreement between the City of
College Station and the Arts Council of Brazos Valley for FY 12 in the amount of $200,000 for Affiliate
funding.
d.Presentation, possible action and discussion on approving the operations and maintenance funding
agreement between the City of College Station and the Arts Council of the Brazos Valley for FY 12 totaling
$100,550.
e.Presentation, possible action and discussion on a letter agreement for year 3 of the Professional Auditing
Services engagement with Ingram, Wallis & Co., P.C. for the fiscal year ending September 30, 201 1 with
expenditures totaling $86,000 fi-om the City of College Station.
f. Presentation, possible action and discussion on approving the budget of the Brazos Valley Convention and
Visitors Bureau (CVB); and presentation, possible action and discussion on a funding agreement between
the City of College Station and the Brazos Valley Convention and Visitors Bureau for FY 12 in the amount
of $1,000,000.
g.Presentation, possible action and discussion on a funding agreement between the City of College Station
and the Research Valley Partnership for FY 12 in the amount of $325,000.
h.Presentation, possible action, and discussion authorizing the award of Bid No. 11-1 16 for the purchase of
City branded uniforms for Parks athletic programs and for other City departments with CC Creations
($35,000) and Monograms and More ($35,000) for a combined annual estimated expenditure of $70,000.
Figures are based on FY 1 1 averages.
i. Presentation, possible action and discussion to approve Fiscal Year 201 1-2012 expenditures for the Brazos
County Health Department in the amount of $326,500.
j. Presentation, possible action, and discussion of contract renewals for the installation of roadway traffic
markings and traffic control to Highway Technology of Austin, Texas in the amount of $163,182.50 and,
traffic control services to N-Line Traffic Maintenance ofBryan, Texas in the amount of $18,706.25.
k.Presentation, possible action and discussion on a purchase contract with associated annual maintenance,
with Vermont Systems Inc., in the amount of $62,466.00, for software; and approval of an
interdepartmental transfer.
1. Presentation, possible action, and discussion regarding approval of the second renewal of a joint-bid
contract with the City of Bryan with DXI lndustries for the purchase of bulk chlorine. The estimated
annual expenditure is $77,220.
m.Presentation, possible action, and discussion regarding City of College Station Excess Liability and
Workers' Compensation Insurance, PropertyIBoiler & Machinery, Commercial Crime, EMT Liability, and
Auto Property Damage policies for Fiscal Year 2012. FY12 premiums have decreased 4 percent fi-om
FY 1 1 premiums.
City Council Regular Meeting Page 3
Thursday, October 13, 201 1
n.Presentation, possible action, and discussion regarding award of Bid #11-125 to Ergon Asphalt &
Emulsions to provide emulsified asphalt products for the maintenance of streets in an amount not to exceed
$406,348.00.
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 2 112 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 2 112 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.
I. Public Hearing, presentation, possible action, and discussion regarding an amendment to Chapter 12,
"Unified Development Ordinance", Section 4.2, "Official Zoning Map" of the Code of Ordinances of
the City of College Station, Texas by rezoning 8.1 1 acres located at 2672 Horse Haven Lane from R-1
Single-Family Residential and A-0 Agricultural-Open to PDD Planned Development District.
2. Presentation, possible action, and discussion on authorization for the Mayor to sign a Resolution
declaring support for the NRP Holdings, LLC Joint Housing Tax Credit and HOME Investment
application to the Texas Department of Housing and Community Affairs for the Year 2012 and
Conditional HOME Investment Partnership Commitment (Funding Commitment Agreement) in support
of the application for an affordable senior rental housing deveIopment.
3. Presentation, possible action, and discussion regarding a hnding agreement for a grant of HOME
lnvestment Partnership hnds to BICS Habitat for Humanity, Inc. in the amount of $320,000.00 for
acquisition, demolition, and construction in support of the production of affordable single-family
housing
4. Adjourn.
If litigation issues arise to the posted subject matter ofthis Council Meeting an executive session will be held.
APPROVED:
City Council Regular Meeting Page 4
Thursday, October 13,201 1
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, October 13, 201 1 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 7th day of October, 201 1 at 5:00 p.m.
I, the undersigned, do hereby certifj, 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, 1 101 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 October 7, 201 1 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 ,2011 By
Subscribed and sworn to before me on this the day of ,201 1.
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.nov. Council meetings are broadcast live on Cable Access Channel 19.
October 13, 2011
City Council Consent Agenda Item No. 2a
City Council Minutes
To: David Neeley, City Manager
From: Sherry Mashburn, City Secretary
Agenda Caption: Presentation, possible action, and discussion of minutes for:
· September 22, 2011 Workshop and Regular Council Meeting
Attachments:
· September 22, 2011 Workshop and Regular Council Meeting
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WKSHP092211 Minutes Page 1
MINUTES OF THE CITY COUNCIL WORKSHOP
CITY OF COLLEGE STATION
SEPTEMBER 22, 2011
STATE OF TEXAS §
§
COUNTY OF BRAZOS §
Present:
Nancy Berry, Mayor
Council:
Blanche Brick
Jess Fields
Karl Mooney, excused absence
Katy-Marie Lyles
Julie Schultz
Dave Ruesink
City Staff:
David Neeley, City Manager
Kathy Merrill, Assistant City Manager
Frank Simpson, Assistant City Manager
Carla Robinson, 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 3:10 p.m. on Thursday, September 22, 2011 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.
2b: Lance Simms, Assistant Director of Planning and Development Services, reported the
definition was being tweaked to align with state law. The current ordinance allows for
exceptions such as the hobbyist that has antique or specialty vehicles.
2e: Chuck Gilman, Director of Capital Projects, reported on the traffic counts, patterns and
movements that were included in the report to TXDOT. The only public comment received to
date has been a concern related to acceleration lanes on the service road. Staff will be watching
this. There will be an opportunity for stakeholder input.
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WKSHP092211 Minutes Page 2
2f: Jeff Capps, Police Chief, provided a very brief overview of the funding request for the
Brazos County Animal Shelter and how those funds will be expended based on actual costs.
2i: Chuck Gilman, Director of Capital Projects, explained that the original “guaranteed
maximum price” meant the design could not come in over $6 million. The deductive change
order for the new contract amount is $5,895,352. Any increase change order would have to
come back before Council.
2j: Jeff Kersten, Director of Finance, explained this is an annual item to identify some of the
exemptions from competitive bidding. This is an estimate for a blanket purchase order. He also
explained some of the one-source vendors.
2. Presentation, possible action, and discussion regarding approval of the Offer of
Settlement included in a filing with the Federal Energy Regulatory Commission (FERC)
pertaining to an emergency transmission interconnection with ETI (Entergy). This
approval must be given prior to the formal filing of the document at FERC.
David Massey, Electric Division Manager, reported on the Entergy transmission interconnection
and FERC filing. Hurricane Ike created widespread power outages in East Texas, and one of the
hardest hit was the Entergy System, which is not in the ERCOT Power Grid. Many local
Entergy customers had long outages. In 2009, the Texas Legislature directed the Public Utility
Commission (PUC) and ERCOT to study possible solutions and look for the most feasible least
cost solution. Entergy’s western most service area had a lack of local generation, and there is no
interconnection between ERCOT and SERC in this area. The proposed solution, based upon
ERCOT studies of the transmission system, is for an interconnection at the College Station
switch. There are special conditions of use, such as a declared emergency by the Governor.
Federal approval is required. Filings at the PUC have been completed, and College Station has
been instructed to proceed with the interconnection. College Station will be paid for all costs
through a transmission cost of service filing. We must file an Offer of Settlement with the
Federal Energy Regulatory Commission (FERC) in order to go forward. Outside legal counsel
has been retained to handle filings at FERC and the PUC. The Interconnection Agreement will
be coming before Council in the next few months. Construction is expected to be completed by
May 2012.
3. Presentation, possible action, and discussion on appointing Council Liaison to Council
and/or Citizen Committees.
Council consensus was to postpone appointment of Council liaisons until after the Sunset
Advisory Commission reports their findings. Council will continue to attend meetings on a
rotating basis at the Design Review Board, Parks and Recreation Board, Planning and Zoning
Commission, and the Zoning Board of Adjustments. Councilmember Schultz will act as an
interim liaison for the Historic Preservation Committee.
4. Presentation, possible action, and discussion regarding the Council’s development of
their Strategic Plan.
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WKSHP092211 Minutes Page 3
Bob Cowell, Director of Public Works, provided an overview of the Council Strategic Plan. At
the July 12 Council Retreat the Council affirmed the community vision, organizational mission
and core values. The Council identified goals and desired outcomes for each of the six strategic
initiatives:
· Financially Sustainable City
· Providing Core Services and Infrastructure
· Neighborhood Integrity
· Diverse Growing Economy
· Improving Mobility
· Sustainable City
Staff identified strategies for each initiative. The timeline for the completion of the plan has the
staff developing and refining actions for strategies in October and developing the draft plan
update. The draft Plan Update is expected to be presented to the Council for action. Policy
items for Council consideration in order to develop the Council Plan of Work are scheduled for
November. Implementation and maintenance of the Plan will utilize staff-developed business
plans and performance measures and benchmarks. There will be quarterly reporting of those
performance measures and benchmarks. Then, in January or February, the Council will conduct
a Plan Workshop to prepare for the FY13 budget.
5. Council Calendar
· September 23 Grand Opening of the Agriculture & Life Sciences Complex at 600
John Kimbrough Boulevard, 3:00 pm
· September 26 CSFD Annual Fallen Firefighter Memorial Service at Fire Station 2 -
Rio Grande and Harvey Mitchell Parkway, 12:00 pm
· September 27 CSFD's Fire Station 6 Groundbreaking Ceremony at 610 University
Drive, 9:00 am
· September 29 Chamber of Commerce Legislative Luncheon, Briarcrest Country
Club, 12:00 p.m.
· September 29 Proclamation Reading/Signing - National Night Out at Brazos County
Building – Atrium, 3:00 pm
· October 3 2011 Fall Girls Softball Opening Ceremonies Invitation at Stephen C.
Beachy Central Park Field 3, 5:45 pm
· October 4 National Night Out at CSPD, front door entrance, 5:00 pm
· October 6 Planning & Zoning Commission Meeting in Council Chambers at 6:00
pm
· October 11-14 TML Annual Conference in Houston at 8:00 pm
· October 13 City Council Workshop/Regular Meeting in Chambers at 3:00 & 7:00
pm
Council reviewed the Council calendar. The Health Department meeting has moved to
September 28.
6. 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
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WKSHP092211 Minutes Page 4
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 Lyles requested an item about dedicating a percentage of franchise fees for road
maintenance for the FY13 budget. There was Council consensus to place this on the agenda.
7 Discussion, review and possible action regarding the following meetings: Animal Shelter
Board, 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, 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, Zoning Board of Adjustments.
Councilmember Lyles stated that the Arts are back. She provided a brief report on the
Celebration of the Arts event.
Councilmember Ruesink reported on the IGC. They want uniform food establishment
ordinances in the surrounding area. The high speed rail quarterly meeting will be in College
Station in December.
Councilmember Schultz reported on the RVP.
Councilmember Fields reported on the TAMU Student Senate and stated they are looking
forward to working with the City.
8. 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 4:54
p.m. on Thursday, September 22, 2011 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
· Clancey v. College Station, Glenn Brown and Kathy Merrill, Civil Action No. 09-CV-
01480
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WKSHP092211 Minutes Page 5
· Rachel Rahn v. Alma Martinez, The Arkitex Studio, Inc. et al, cause No. 09-000656-
CV361
· Chavers et al v. Tyrone Morrow et al, No. 10-20792; Chavers v. Randall Hall et al, Case
No. 10 CV-3922
· College Station v. Star Insurance Co., Civil Action No. 4:11-CV-02023
· Woodruff v. College Station, Cause No. 10-000515-CV-272
· Ongoing criminal investigation of municipal court missing funds
· PUCT Docket No. 39066
B. Consultation with Attorney to seek legal advice; to wit:
· Legal issues regarding possible revenue sharing and legislation in bio-corridor
· Texas Reliability Entity Compliance Issues
· Legal Issues Concerning Use of Community Development Funds related to the Holleman
Street Property
C. Deliberation Regarding Personnel; to wit:
· Council Self Evaluation
· Internal Auditor
The Executive Session adjourned at 7:00 p.m. on Thursday, September 22, 2011.
No action was required from Executive Session.
8. Adjournment
MOTION: There being no further business, Mayor Berry adjourned the workshop of the
College Station City Council at 7:00 p.m. on Thursday, September 22, 2011.
________________________
Nancy Berry, Mayor
ATTEST:
_______________________
Sherry Mashburn, City Secretary
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RM092211 Minutes Page 1
MINUTES OF THE REGULAR CITY COUNCIL MEETING
CITY OF COLLEGE STATION
SEPTEMBER 22, 2011
STATE OF TEXAS §
§
COUNTY OF BRAZOS §
Present:
Nancy Berry
Council:
Blanche Brick
Jess Fields
Karl Mooney
Katy-Marie Lyles
Julie Schultz
Dave Ruesink
City Staff:
David Neely, City Manager
Kathy Merrill, Assistant City Manager
Frank Simpson, Assistant City Manager
Carla Robinson, 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 7:13 p.m. on Thursday, September 22, 2011 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.
Citizen Comments
There were no Citizen Comments.
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RM092211 Minutes Page 2
CONSENT AGENDA
2a. Presentation, possible action, and discussion of minutes for:
· September 8, 2011 Workshop and Regular Council Meeting
· September 15, 2011 Joint Meeting with Planning and Zoning
2b. Presentation, possible action, and discussion regarding Ordinance 2011-3369, amending
Chapter 10, “Traffic Code”, Section 5, “Junked Motor Vehicle Regulations”, Section A,
“Definitions”, of the Code of Ordinances of the City of College Station, Texas.
2c. Presentation, possible action, and discussion on Ordinance2011-3370, amending
Chapter 1, "General Provisions", of the Code of Ordinances of the City of College Station,
Texas by repealing Section 15, "Disposition of Abandoned or Unclaimed Property;
Disposition of Salvage or Surplus Property; and Disposition of Seized Weapons, Explosive
Weapons, or other Prohibited Contraband"; providing a severability clause; and providing
an effective date.
2d. Presentation, possible action, and discussion regarding Resolution 09-22-11-2d,
approving payment of statewide transmission settlement charges in Docket 39066 of the
Public Utilities Commission of Texas and authorizing Joe Pratt of the legal firm of
Bickerstaff Heath Delgado Acosta LLP to be the legal signatory for the City of College
Station in the final settlement document. The net total charges for College Station in this
settlement will be $500,945.00.
2e. Presentation, possible action, and discussion on Resolution 09-22-11-2e for a
Professional Services Contract 11-349 with Kimley-Horn and Associates, Inc. for
$452,900.00 for design, bidding, and construction administration for improvements to the
Rock Prairie Road Bridge, and approval of Resolution 09-22-11-2e-a, declaring intention to
reimburse certain expenditures with proceeds from debt.
2f. Presentation, possible action, and discussion approving Resolution 09-22-11-2f,
authorizing expenditures for the Brazos Animal Shelter in the amount of $169,512.90 for
Fiscal Year 2012.
2g. Presentation, possible action, and discussion regarding Resolution 09-22-11-2g,
approving the Offer of Settlement included in a filing with the Federal Energy Regulatory
Commission (FERC) pertaining to an emergency transmission interconnection with ETI
(Entergy). This approval must be given prior to the formal filing of the document at FERC.
2h. Presentation, possible action, and discussion regarding the approval of additional legal
expenses related to the emergency transmission interconnection with Entergy. Total
expenses through FY11 are anticipated to be $75,000 with Duncan, Weinberg, Genzer &
Pembroke, P.C.
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RM092211 Minutes Page 3
2i. Presentation, possible action, and discussion on a deductive change order in the amount
of $104,648.00 to set the guaranteed maximum price to $5,895,352.00 for the construction
of the Fire Station No. 6 Project.
2j. Presentation, possible action and discussion to authorize expenditure of funds for
FY'12, items exempt from competitive bidding as described more fully in Texas Local
Government Code, Chapter 252.022; and other expenditures for interlocal contracts or fees
mandated by state law that are greater than $50,000.
2k. Presentation, possible action, and discussion regarding a change order to the
professional services contract with HDR, Inc. (Contract # 10-152) in the amount of $76,670
for the Lick Creek Wastewater Treatment Plant Miscellaneous Improvements Project.
2l. Presentation, possible action, and discussion regarding ratification of an increase in PO
110969 to a new total of $54,823 for repairs to the Carters Creek centrifuge, and approval
of a contingency transfer from the Wastewater Operating Fund in the amount of $28,745.
Items 2e and 2i were pulled from the Consent Agenda for clarification. They were not voted
upon separately.
John Polasek, 3302 Coastal Drive, provided written comments (attached) regarding item 2e.
Judy LeUnes, with the Brazos Animal Shelter, spoke regarding item 2f to provide an update to
the Council regarding the euthanasia rate and feline adoption rate. They are looking at changing
how they report their rates.
MOTION: Upon a motion made by Councilmember Lyles and a second by Councilmember
Schultz, the City Council voted seven (7) for and none (0) opposed, to approve the Consent
Agenda. The motion carried unanimously.
REGULAR AGENDA
1. Public Hearing, presentation, possible action and discussion concerning approval of a
professional services contract for the Improvements to the Rock Prairie Road Bridge.
At approximately 7:44 p.m., Mayor Berry opened the Public Hearing.
There being no comments, the Public Hearing was closed at 7:44 p.m.
2. Presentation, possible action, and discussion on Ordinance 2011-3371, adopting the City
of College Station 2011-2012 Budget; and presentation, possible action and discussion
ratifying the property tax revenue increase reflected in the budget.
Taylor Cotton, 2149 Rockcliffe Loop, an endodontist, stated he feels strongly about fluoridation,
which is named as one of the top ten health recommendations. There is solid research supporting
fluoridation, and is very important in the lifetime of a patient. It is very important for kids
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because it is taken up systemically and over their lifetime it promotes strengthened teeth. He
would like to have an opportunity to provide better data.
Jennifer Hathaway, 1719 Broadmoor, dentist for 18 years, stated she had the benefit of water
fluoridation growing up in Bryan. She is the current president of the local dental society, and
they endorse this as an invaluable public service. She also wants to meet with Bryan and College
Station to educate the Councils. 0.4 ppm is considered suboptimal and can be supplemented
with toothpaste, mouthwash, and the dentist. These supplements are not enough. She asked the
Council to keep the community informed, and if fluoridation is taken out, then please let the
public know so they can make the best decisions for their families.
Larry Kalke, 1109 Rock Prairie, pediatric dentist, specializes in early childhood care. One piece
of the public health care puzzle is fluoridation. 0.4 ppm is not optimal. Keeping fluoridation can
reduce health care costs by 50%. Dental problems are preventable.
Dr. Grant Wolfe, 2101 Texas Avenue, stated this is an educated progressive community.
Fluoridation is a public health measure that benefits people of all ages. He encouraged the
Council to keep fluoridation in the budget.
Bill Birdwell, 2705 Osler Blvd., practicing dentist for 36 years, said this is an issue near and dear
to his heart. They have established a dental care plan for low income patients. There is no
question that fluoride is important to low income kids. They are the ones drinking the tap water
that is fluoridated. The Department of State Health Services recommends a minimum of 0.7
ppm. It takes $40,000 to restore fluoridation to the budget and important to the children of the
community. Staff’s blog comments were sensational and inflammatory. The kids served in the
area are what matter.
Karl Goldapp, 2908 Adrienne, stated that he is a water customer of College Station. He
requested Council to approve the budget as presented, which includes removing fluoridation.
There are high risk groups to be considered. There are no definitive studies that prove
fluoridation alone does not prevent dental disease. High risk groups include formula fed infants
who can exceed safe levels. The older population can accumulate high levels and are at risk for
osteoporosis. Money does not need to be spent to study this any further; Fairbanks, Alaska has
already done that.
Bob Slentz, 912 Trellis Gate, stated that research shows the chemical used to add fluoride is very
hazardous chemical. Fluoridation is not mandated by the EPA or any other federal agency. The
National Kidney Association conducted a study that shows amounts less than 0.2 ppm can be
harmful. Individuals with chronic kidney disease need to be notified. Home water filters do not
remove fluoride from the water. Those individuals that don’t want to use fluoride have no
choice. He noted that European countries do not use fluoride, and their rates of dental disease
compare on an equal basis with our rates.
John Case, 2002 Indian Trail, pediatric dentist and orthodontist, stated he was here when Council
voted in the 1980’s to add fluoride. If this is about the budget, the safety and efficiency of
fluoride has been proven. He appreciates the Council is watching every dollar, but what will it
16
RM092211 Minutes Page 5
cost the citizen for treatment, missed school and work, plus pain and disease. He agreed that it is
important to get the right dose. Fluoride is a naturally occurring substance, and this has a long
track record. As dentists, they’d be busier if there wasn’t fluoride in water.
Sherry Ellison, 2705 Brookway Drive, stated that most citizens cannot provide or hire City
services. Everyone depends on the parks and library for entertainment. She said we don’t want
the fees to be too high, and the City has not stopped growing. The citizens depend on the City
for water, electric, and trash. Also, the Fire and Police provide an incredible service. She asked
the Council to vote to ensure the budget continues to provide the City’s many services. Also,
she thinks fluoride is a great improvement over dentures.
Ketan Sultawala, 17290 Eagle Pass Drive, pediatric dentist, stated he sees a lot of kids with
severe dental disease. This is an epidemic in our area. Dental decay has been around a long
time. In 2003, the Surgeon General made a report that led to an oral health initiative. This
framework was to promote prevention against tooth decay. It also talks about nutrition and
applying fluoride varnish. The other component is fluoride in the water. Fluoridation provides a
20-45% reduction overall to decay.
MOTION: Upon a motion made by Councilmember Brick and a second by Mayor Berry, the
City Council voted one (1) for and six (6) opposed, with Mayor Berry and Councilmembers
Fields, Mooney, Lyles, Schultz, and Ruesink voting against, to restore the amount needed to
continue the fluoridation program. The motion failed.
MOTION: Upon a motion made by Councilmember Mooney and a second by Councilmember
Fields, the City Council voted five (5) for and one (1) opposed, with Councilmember Schultz
voting against and Councilmember Brick abstaining, to reduce the funding to the RVP to
$325,000. The motion carried.
MOTION: Upon a motion made by Councilmember Schultz and a second by Councilmember
Mooney, the City Council voted seven (7) for and none (0) opposed, to increase the budget for
the Internal Audit Department for one additional employee. The motion carried unanimously.
MOTION: Upon a motion made by Councilmember Brick and a second by Councilmember
Schultz, the City Council voted three (3) for and four (4) opposed, with Mayor Berry and
Councilmembers Fields, Mooney, and Ruesink voting against, to add $10,000 to the Christmas
in the Park program to maintain a more decorated presence in Central Park. The motion failed.
MOTION: Upon a motion made by Councilmember Mooney and a second by Councilmember
Schultz, the City Council voted six (6) for and one (1) opposed, with Councilmember Fields
voting against, to adopt Ordinance 2011-3371, accepting the proposed budget as amended. The
motion carried.
MOTION: Upon a motion made by Mayor Berry and a second by Councilmember Mooney, the
City Council voted seven (7) for and none (0) opposed, to ratify the property tax revenue
increase. The motion carried unanimously.
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RM092211 Minutes Page 6
3. Presentation, possible action, and discussion on approval of Ordinance 2011-3372,
adopting the City of College Station 2011-2012 ad valorem tax rate of $0.437995 per $100
assessed valuation, the debt service portion being $0.201536 per $100 assessed valuation
and the operations and maintenance portion being $0.236459 per $100 assessed valuation.
MOTION: Upon a motion made by Mayor Berry and a second by Councilmember Lyles, the
City Council voted six (6) for and none (0) opposed, with Councilmember Ruesink absent from
the dais, to adopt Ordinance 2011-3372, adopting the City of College Station 2011-2012 ad
valorem tax rate of $0.437995 per $100 assessed valuation, the debt service portion being
$0.201536 per $100 assessed valuation and the operations and maintenance portion being
$0.236459 per $100 assessed valuation. The motion carried.
4. Presentation, possible action, and discussion regarding Ordinance 2011-3373, amending
Chapter 11, "Utilities" Section 2, "Water and Sewer Services," of the Code of Ordinances
of the City of College Station, Texas having the effect of raising rates for wastewater
service, with effective date of January 1, 2012.
MOTION: Upon a motion made by Mayor Berry and a second by Councilmember Lyles, the
City Council voted six (1) for and one (1) opposed, with Councilmember Fields voting against,
to adopt Ordinance 2011-3373, amending Chapter 11, "Utilities" Section 2, "Water and Sewer
Services," of the Code of Ordinances of the City of College Station, Texas having the effect of
raising rates for wastewater service, with effective date of January 1, 2012. The motion carried.
5. Adjournment.
MOTION: There being no further business, Mayor Berry adjourned the Regular Meeting of the
City Council at 10:03 p.m. on Thursday, September 22, 2011.
________________________
Nancy Berry, Mayor
ATTEST:
___________________________
Sherry Mashburn, City Secretary
18
October 13, 2011
Consent Agenda Item No. 2b
Wellborn Widening Waterline
Construction Contract Award
To: David Neeley, City Manager
From: Chuck Gilman, P.E., Public Works Director
Agenda Caption: Presentation, possible action, and discussion regarding a resolution
approving a construction contract with Elliott Construction, LLC for the Wellborn Widening
Waterline Project and authorizing the expenditure of funds, in an amount not to exceed
$546,028.50.
Relationship to Strategic Goals: Goal I, Financially Sustainable City Providing Response
to Core Services and Infrastructure.
Recommendation(s): Staff recommends award to Elliott Construction, LLC in the amount
of $546,028.50.
Summary: The project will install approximately 2600 linear feet (LF) of 24-inch waterline
between North Graham Road and Graham Road, and approximately 290 LF of 12-inch
waterline under Wellborn Road (FM 2154) at Graham Road to connect to the existing line.
The project was necessitated by the widening of Wellborn Road and includes the relocation
of a City of College Station water line along Wellborn Road from Harvey Mitchell Pkwy (FM
2818) to Graham Road. The relocation of the water line from FM 2818 to North Graham
Road was completed prior to the commencement of the Wellborn Road Widening
construction project. This second phase of the project, from North Graham Road to Graham
Road, was delayed due to a lengthy negotiation for an easement on the west side of the
Union Pacific Railroad.
The project bid September 14, 2011. Five (5) competitive bids were received, and Elliott
Construction, LLC was the low bidder at $546,028.50, which includes an add alternate in the
amount of $59,983.00 for the installation of 4” fiber conduit.
Budget & Financial Summary: The current budget for the water utility relocation
associated with the Wellborn Road widening is $4,540,115. The total expended or
encumbered to date is $3,684,072, leaving a balance of $856,043 for the completion of the
project.
The City is eligible for reimbursement by TxDOT for 95.6% of construction costs since the
waterline was located in a dedicated easement adjacent to Wellborn Road. The other 4.4%
of the project cost is considered “betterment” for upsizing the line from a 16-inch to 24-inch
line and will be the responsibility of the City. The City has been reimbursed a portion of
eligible expenditures to date and will be reimbursed the balance of the eligible
expenditures upon completion of the project. The reimbursed funds will remain in the Water
Capital Improvements Project Fund for use on other Water Capital Projects.
Attachments:
1. Resolution
2. Project Map
3. Bid Tabulation
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City of College Station - Purchasing Division
Bid Tabulation for #11-122
"Wellborn Road Waterline Widening"
Open Date: Wednesday, September 14, 2011 @ 2:00 p.m.
Page 1 of 1
ITEM QTY UNIT DESCRIPTION UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE
GENERAL CONSTRUCTION ITEMS
1 1 LS Traffic Control, complete and in place.$17,000.00 $17,000.00 $10,000.00 $10,000.00 $40,000.00 $40,000.00 $15,000.00 $15,000.00 $39,700.00 $39,700.00
2 1 LS Erosion and Sediment Control, complete and in place.$2,000.00 $2,000.00 $2,500.00 $2,500.00 $1,764.82 $1,764.82 $10,000.00 $10,000.00 $5,000.00 $5,000.00
3 1 LF Trench Safety, complete and in place.$2,500.00 $2,500.00 $5,000.00 $5,000.00 $4,588.53 $4,588.53 $7,000.00 $7,000.00 $8,000.00 $8,000.00
4 2650 L.F.Structural Backfill of Utility Trench, complete and in place.$1.00 $2,650.00 $2.00 $5,300.00 $1.18 $3,127.00 $1.50 $3,975.00 $1.00 $2,650.00
5 2050 S.Y.Hydromulch Seeding, complete and in place.$16.25 $33,312.50 $30.00 $61,500.00 $15.91 $32,615.50 $10.00 $20,500.00 $33.00 $67,650.00
6 6000 S.F.6" Limestone Base, complete and in place.$0.50 $3,000.00 $1.25 $7,500.00 $0.59 $3,540.00 $3.00 $18,000.00 $0.45 $2,700.00
7 8200 L.F.18" CMP Pipe AASHTO M218, complete and in place.$1.00 $8,200.00 $2.00 $16,400.00 $3.16 $25,912.00 $8.00 $65,600.00 $2.70 $22,140.00
8
24 L.S
Remove/ Relocate ex. 6" Firehydrant Lead M.J. Gate Valve (including
removal & replacement of ex. concrete pavement, curb and sidewalk),
complete and in place.$33.00 $792.00 $50.00 $1,200.00 $86.04 $2,064.96 $42.00 $1,008.00 $75.00 $1,800.00
9 1 L.S
Remove/ Relocate ex. 6" Firehydrant Lead M.J. Gate Valve (including
removal & replacement of ex. concrete pavement, curb and sidewalk)$3,500.00 $3,500.00 $7,500.00 $7,500.00 $5,685.89 $5,685.89 $5,000.00 $5,000.00 $8,500.00 $8,500.00
WATER LINE CONSTRUCTION ITEMS
10 290 L.F.12' PVC Water Line (C-900 DR 14) CL 305, complete and in place $98.00 $28,420.00 $55.00 $15,950.00 $52.56 $15,242.40 $60.00 $17,400.00 $62.50 $18,125.00
11 1 EA 12'x11.25 Degree MJ Bend, complete and in place $435.00 $435.00 $500.00 $500.00 $637.30 $637.30 $1,500.00 $1,500.00 $535.00 $535.00
12 1 EA 12"x22.5 Degree MJ Bend, complete and in place $435.00 $435.00 $500.00 $500.00 $637.30 $637.30 $1,500.00 $1,500.00 $545.00 $545.00
13 1 EA 12" MJ Gate Valve and Box, complete and in place $1,845.00 $1,845.00 $2,000.00 $2,000.00 $2,306.31 $2,306.31 $5,000.00 $5,000.00 $2,170.00 $2,170.00
14 2,612 L.F.
24" DIP Water Line (ANSI/AWWA C150/A21.50 CL 350) complete
and in place $94.00 $245,528.00 $100.00 $261,200.00 $102.58 $267,938.96 $90.00 $235,080.00 $111.00 $289,932.00
15 2 EA 12"x11.25 Degree MJ Bend, complete and in place $1,495.00 $2,990.00 $1,450.00 $2,900.00 $1,914.14 $3,828.28 $2,500.00 $5,000.00 $1,727.00 $3,454.00
16 1 EA 24"x6" MJ Tee, complete and in place $1,651.00 $1,651.00 $1,600.00 $1,600.00 $1,974.14 $1,974.14 $2,500.00 $2,500.00 $2,026.00 $2,026.00
17 1 EA 24" MJ Gate Valve, complete and in place $16,335.00 $16,335.00 $13,600.00 $13,600.00 $15,192.32 $15,192.32 $18,000.00 $18,000.00 $15,230.00 $15,230.00
18 1 EA 24" MJ Cap, complete and in place $860.00 $860.00 $800.00 $800.00 $1,620.29 $1,620.29 $1,500.00 $1,500.00 $1,425.00 $1,425.00
19 1 EA 24"x12" MJ Tee, complete and in place $1,766.00 $1,766.00 $1,700.00 $1,700.00 $2,094.13 $2,094.13 $2,500.00 $2,500.00 $2,170.00 $2,170.00
20 1 EA 2" Air Release Valve and appurtenances, complete and in place $2,600.00 $2,600.00 $2,000.00 $2,000.00 $2,328.41 $2,328.41 $10,000.00 $10,000.00 $2,330.00 $2,330.00
21 1 EA
6" In Line Blow Off Assembly and all appurtenances, complete and in
place $3,715.00 $3,715.00 $3,000.00 $3,000.00 $3,876.45 $3,876.45 $10,000.00 $10,000.00 $4,760.00 $4,760.00
22 250 L.F.24" Steel Casing by Dry Mechanical Bore, complete and in place $276.00 $69,000.00 $280.00 $70,000.00 $319.70 $79,925.00 $400.00 $100,000.00 $420.00 $105,000.00
23 2 EA 12"x45 Degree MJ Bend, complete and in place $518.00 $1,036.00 $620.00 $1,240.00 $722.56 $1,445.12 $1,500.00 $3,000.00 $720.00 $1,440.00
24 1 EA Connect to Existing 12" Pipe, complete and in place $2,000.00 $2,000.00 $1,250.00 $1,250.00 $1,960.33 $1,960.33 $5,000.00 $5,000.00 $1,380.00 $1,380.00
25 1 EA Connect to Existing 24" Pipe, complete and in place $2,500.00 $2,500.00 $2,500.00 $2,500.00 $3,010.24 $3,010.24 $10,000.00 $10,000.00 $2,820.00 $2,820.00
26 40 L.F.36" Steel Casing by Dry Mechanical Bore, complete and in place $640.00 $25,600.00 $500.00 $20,000.00 $534.66 $21,386.40 $500.00 $20,000.00 $612.00 $24,480.00
27 300 L.F.
4" PVC Scd 40 Per NEMA Std Including Fittings, Bends, Embedment,
etc., complete and in place $13.00 $3,900.00 $25.00 $7,500.00 $19.80 $5,940.00 $10.00 $3,000.00 $32.00 $9,600.00
28 6 EA Access Box for Tracer Wire (std meter box), complete and in place $150.00 $900.00 $150.00 $900.00 $231.66 $1,389.96 $3,000.00 $18,000.00 $150.00 $900.00
29 1,500 S.F.
6" Open Graded Crushed Stone Foundation for use with perched water
conditions, complete and in place $1.05 $1,575.00 $1.50 $2,250.00 $1.30 $1,950.00 $10.00 $15,000.00 $2.67 $4,005.00
BID ALT "A" - FIBER OPTIC CONDUIT CONSTRUCTION ITEMS
30 2,611 L.F.
4" PVC Scd 40 Per NEMA Std Including Fittings, Bends, Embedment,
etc., complete and in place $18.00 $46,998.00 $20.00 $52,220.00 $14.76 $38,538.36 $40.00 $104,440.00 $20.90 $54,569.90
31 7 EA Vault for Fiber Optic Conduit, complete and in place $1,855.00 $12,985.00 $3,000.00 $21,000.00 $1,684.98 $11,794.86 $3,000.00 $21,000.00 $2,750.00 $19,250.00
TOTAL NUMBER OF DAYS TO CONSTRUCT - 240 CALENDAR DAYS
TOTAL BID ALTERNATE "A" ITEMS $59,983.00 $73,220.00 $50,333.22 $125,440.00 $73,819.90
TOTAL INCLUDING BID ALTERNATE "A" ITEMS $546,028.50 $601,510.00 $604,315.26 $755,503.00 $724,286.90
$411,390.00 $434,683.34 $483,980.00 $492,327.00
TOTAL BASE BID $486,045.50 $528,290.00 $553,982.04 $630,063.00 $650,467.00
Bid Bond
Acknowledged Addendums (2)
$72,954.50 $116,900.00
Certification of Bid
TOTAL GENERAL ITEMS
ELLIOTT CONSTRUCTION,
LLC
KIESCHNICK GENERAL
CONTRACTORS
TOTAL WATER ITEMS $413,091.00
$119,298.70
M&C FONSECA CONST.CO.,
INC.
$146,083.00
DUDLEY CONSTRUCTION
LTD BRAZOS PAVING INC.
$158,140.00
22
October 13, 2011
Consent Agenda Item No. 2c
Affiliate Funding Agreement with Arts Council of Brazos Valley
To: David Neeley, City Manager
From: Jeff Kersten, Executive Director Business Services
Agenda Caption: Presentation, possible action and discussion on approving the
budget of the Arts Council of Brazos Valley; and presentation, possible action and
discussion on approving the funding agreement between the City of College Station
and the Arts Council of Brazos Valley for FY12 in the amount of $200,000 for Affiliate
funding.
Recommendation(s): Staff recommends approval of the Arts Council budget and
the Affiliate funding agreement.
Summary: As part of the 2011-2012 budget process the City Council approved total
funding for the Arts Council of Brazos Valley from the Hotel Tax Fund in the amount
of $200,000 to be used to fund Arts Council Affiliate grants.
As part of the 2011-2012 budget process the City Council also approved $100,550
from the General Fund for operations and maintenance of the Arts Council.
State law requires that the City Council adopt the budget of any organization that is
to be funded through Hotel Tax revenue.
Budget & Financial Summary: The funds for this agreement are budgeted and
available in the 2011-2012 Hotel Tax Fund Budget in the amount of $200,000. The
total of this amount is to be used to fund Arts Council Affiliates.
Attachments:
1. Arts Council of the Brazos Valley Budget
2. Arts Council of the Brazos Valley Affiliate Funding Agreement (available in the
City Secretary’s Office)
3. Arts Council Affiliate Funding Memorandum
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1
To: David Neeley, City Manager
From: Jeff Kersten, Executive Director, Business Services
Date: October 3, 2011
Subject: FY12 Arts Council Affiliate Funding
As part of the FY12 Budget Process, Council approved funding in the amount of $200,000 from the Hotel
Tax Fund for Arts Council of Brazos Valley (ACBV) Affiliates. These funds are distributed by the Arts
Council through its Annual Program and Marketing Grant process that occurs in the month of August. The
ACBV grant program is designed to provide its Affiliate organizations with financial support for projects
that make a significant contribution toward the promotion of arts and culture in the Brazos Valley and
directly enhance and promote tourism and the convention & hotel industry. For FY12 a total of 15
Affiliates submitted grant applications, requesting $304,903 in funding. These grant applications were
reviewed by a Grant Review Panel that consisted of ACBV Staff, City of College Station citizens at large,
Hotel & Convention industry professionals, and City of College Station staff.
Each grant was scored by the Grant Review panel based upon the Hotel Impact, Artistic Merit, Program
Merit, Capability, Fiscal Need & Health, and Support of the Mission of the Arts Council that was
demonstrated by the application. Upon reviewing and scoring the grant applications, the Grant Review
Panel made funding recommendations for each application and submitted those recommendations to the
Arts Council Board of Directors for approval and recommendation to the City of College Station. On
September 6, 2011 the ACBV Board approved the recommendations that total the budgeted $200,000 in
approved funding.
The following is a brief overview of each Affiliate and the grant amount recommended for funding through
this process for FY12.
Brazos Dance Collective – FY12 Grant Amount $4,500; FY11 Grant Amount $3,500
The Brazos Dance Collective presents and promotes contemporary dance through performances,
demonstrations, classes, and workshops. Funding will be used for the Brazos Contemporary Dance
Festival and a Master Class and Composition Workshop. Each of these are multi-day events and it is
estimated that 30-50% of attendees will be from outside of the Brazos Valley.
Brazos Valley Chorale – FY12 Grant Amount $8,000; FY11 Grant Amount $6,000
The Brazos Valley Chorale hosts a series of unique choral experiences, including a Pops dinner concert at
the Hilton Hotel that is attended by approximately 300 people. Additionally, funding will also be used by
the Chorale for marketing in the Brazos Valley Travel Guide that will promote local cultural and tourism
opportunities for visitors to College Station.
Brazos Valley Friends of Chamber Music – FY12 Grant Amount $3,500; FY11 Grant Amount $3,500
The Friends of Chamber Music provides free concerts and presentations of traditional and contemporary
chamber music. Live performances are attended by approximately 2,400 people and many performances
are rebroadcast by KAMU. Organization is working with local hotels to set up room blocks for performers
and musicians attending concerts from out of town.
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Brazos Valley Museum of Natural History – FY12 Grant Amount $29,000; FY11 Grant Amount
$28,000
The Brazos Valley Museum of Natural History promotes natural and cultural history through the
presentation of exhibits, educational programs, and preserving cultural artifact and natural specimen
collections. Approximately 38% of the Museum’s 25,000 annual visitors are from outside the
Bryan/College Station area. In addition to supporting exhibits, funds will be used for advertising in the
Brazos Valley Travel Guide and advertisements for the 4th Annual Buffalo Stampede Half-marathon & 5K
Race.
Brazos Valley Symphony Society – FY12 Grant Amount $25,000; FY12 Grant Amount $24,500
The Brazos Valley Symphony Society maintains a symphony of high artistic standards and promotes the
musical arts for cultural and educational purposes. The Symphony Society will host nine (9) events in
FY12, impacting approximately 24,400 people. Included is one event that will be hosted at the Hilton hotel
as well as a performance at the Noon Lions Club’s 4th of July performance at the George Bush Presidential
Library.
Brazos Valley T.R.O.U.P.E. – FY12 Grant Amount $21,000; FY11 Grant Amount $21,000
The Brazos Valley T.R.O.U.P.E. (Texas Repertory Of Unique Performing Arts & Entertainment) provides
a variety of artistic entertainment including improvisation shows, musicals, revues, and concerts involving
youth. Included in its programs for FY12 is a special improv conference that will include youth and their
families from all over the state as well as an event that will be held at a local hotel.
Brazos Valley Worldfest – FY12 Grant Amount $15,000; FY11 Grant Amount $15,000
The Brazos Valley Worldfest celebrates international awareness by offering cultural displays,
demonstrations, international cuisine, performances, children's crafts, educational competitions and many
other activities. Funds will be used for acquiring performers for the event as well as marketing the event
outside of the College Station area through avenues such as Texas Monthly magazine and Suddenlink
media stations throughout other parts of the state.
George Bush Library – FY12 Grant Amount $10,000; No grant awarded in FY11
The George Bush Library is placing outdoor digital billboards in the Houston area that will promote the
library and museum while driving visitors to the Convention and Visitor’s Bureau (CVB) website to book
hotel rooms or conventions. The ads will be placed strategically to coincide with events in and around
Houston. An estimated 7,000,000 impressions will be generated by these billboards.
KAMU-FM – FY12 Grant Amount $30,000; FY11 Grant Amount $30,000
KAMU-FM provides informative, enlightening, and cultural programming to Central Texas, North Texas,
and beyond by providing news, public affairs programs and a variety of locally and nationally produced
musical programs. KAMU-FM promotes local arts events and programs through its Brazos Arts segment
as well as the Brazos Valley Concert Series which features concerts by various musical groups in the area.
KAMU-FM reaches approximately 350,000 people through its local tower, which has a 75-mile radius, and
through its partnership with KTRL-FM in Stephenville that reaches western portions of the Fort Worth
area.
KEOS-FM – FY12 Grant Amount $3,000; No grant awarded in FY11
KEOS is committed to the creation of diverse radio broadcasting for populations that are under-served by
other area media and the promotion of local arts activities. Funding will be used for promotion and hosting
of concert events that raise awareness of KEOS as well as implementation of online broadcast streaming so
that the station can reach a broader geographical audience. It is estimated that approximately 25% of those
attending the concerts will be from outside a 50-mile radius of College Station.
StageCenter – FY12 Grant Amount $12,500; FY11 Grant Amount $8,000
StageCenter enriches the cultural base of the Brazos Valley by providing professional-quality live theatre.
Approximately 4,000 patrons are expected for performances in FY12, with approximately 21% visiting
from outside of the College Station area. Funds will be used to produce and promote shows to potential
patrons outside of the Brazos Valley.
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The Children’s Museum of the Brazos Valley – FY12 Grant Amount $10,000; No grant awarded in
FY11
The Children’s Museum of the Brazos Valley provides a child-centered, hands-on, interactive environment
for learning and discovery. FY12 grant funds will be used for “Tri-Aggieland”, an adult and children’s
triathlon that will focus on promoting the Bryan/College Station area as well as healthy lifestyle practices.
It is anticipated that between 40% and 60% of event participants will come from outside a 50-mile radius of
College Station.
Theatre Company of B/CS – FY12 Grant Amount $25,000; FY11 Grant Amount $11,000
The Theatre Company presents high-quality musical productions that are suitable for family audiences.
Approximately 13,000 people are anticipated to attend Theatre Company performances, including
individuals from 100 different cities in 10 different states. The organization is working with various hotels
and the CVB to offer “stay & play” packages through their website and various other CVBs throughout
Texas.
University Summer Performance Series – FY12 Grant Amount $3,500; FY11 Grant Amount $2,500
The University Summer Performance Series provides the Brazos Valley with excellence in the musical arts
through the otherwise slow summer months. Approximately 1,800 people will attend the group’s high-
quality performances. Concert information will be advertised through Houston news outlets and will be
included in the playbill for the Texas Music Festival.
Affiliates will be required to submit quarterly reports to the City through the ACBV. Information that will
be included on the reports includes financial information about the Affiliate as well as information
regarding the number of attendees at the Affiliate’s performances, the number of hotel stays generated by
the Affiliate’s attendees, and marketing efforts utilized by the Affiliate to bring guests from outside the
Brazos Valley to their programs.
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October 13, 2011
Consent Agenda Item No. 2d
Arts Council of Brazos Valley O&M Funding Agreement
To: David Neeley, City Manager
From: Jeff Kersten, Executive Director Business Services
Agenda Caption: Presentation, possible action and discussion on approving the
operations and maintenance funding agreement between the City of College Station
and the Arts Council of the Brazos Valley for FY12 totaling $100,550.
Recommendation(s): Staff recommends approval of the Arts Council funding
agreement.
Summary: As part of the 2011-2012 budget process the City Council approved
operations and maintenance funding for the Arts Council of Brazos Valley in the
amount of $100,500 to come from the General Fund.
As part of the 2011-2012 budget process the City Council also approved $200,000 in
funding from the Hotel Tax Fund for Arts Council Affiliate grants.
Budget & Financial Summary: The funds for this agreement are budgeted and
available in the 2011-2012 General Fund budget in the amount of $100,550.
Attachments:
1. Arts Council of the Brazos Valley General Fund Funding Agreement (available
in City Secretary’s Office)
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October 13, 2011
Consent Agenda Item No. 2e
Audit Services Renewal
To: David Neeley, City Manager
From: Jeff Kersten, Executive Director Business Services
Agenda Caption: Presentation, possible action and discussion on a letter agreement for
year 3 of the Professional Auditing Services engagement with Ingram, Wallis & Co., P.C. for the
fiscal year ending September 30, 2011 with expenditures totaling $86,000 from the City of
College Station.
Relationship to Strategic Goals: Goal I. 1 Spending taxpayer money efficiently.
Recommendation(s): Staff recommends contract renewal with Ingram, Wallis & Co. for the fiscal
year ending September 30, 2011.
Summary:
In May 2009, staff solicited proposals for professional auditing services for the fiscal year ending
September 30, 2009 with the option of renewing the engagement for up to four (4) subsequent
years. The audits are to be performed in accordance with generally accepted auditing
standards, the standards set forth for financial audits in the General Accounting Office's (GAO)
Government Auditing Standards (2007), the provisions of the federal Single Audit Act of 1984 (as
amended in 1996), and the provisions of the U.S. Office of Management and Budget (OMB)
Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations.
The Audit Committee recommended and on July 23, 2009, City Council selected Ingram, Wallis
& Co., P.C. to be the City’s external auditor and approved a letter agreement with them for the
fiscal year ending September 30, 2009 and with the potential for extending the agreement
annually for up to four additional years.
This is the second renewal.
Budget & Financial Summary: Funds are available and budgeted in the General Fund, and in
the Community Development Budget.
Attachments:
1. Renewal Agreement
32
33
34
October 13, 2011
Consent Agenda Item No. 2f
Brazos Valley Convention and Visitors Bureau Budget and Funding Agreement
To: David Neeley, City Manager
From: Jeff Kersten, Executive Director Business Services
Agenda Caption: Presentation, possible action and discussion on approving the budget of
the Brazos Valley Convention and Visitors Bureau (CVB); and presentation, possible action
and discussion on a funding agreement between the City of College Station and the Brazos
Valley Convention and Visitors Bureau for FY12 in the amount of $1,000,000.
Recommendation(s): Staff recommends approval of the CVB budget and the funding
agreement for FY12.
Summary: As part of the 2011-2012 budget process the City Council approved funding for
the Brazos Valley Convention and Visitors Bureau in the amount of $1,000,000. This is for
marketing and operational activities directly associated with the promotion of tourism and
the hotel industry in College Station by the CVB.
Budget & Financial Summary: The funds for this agreement are budgeted and available
in the 2011-2012 Hotel Tax Fund budget. A total of $1,000,000 is to be used for marketing
and operational activities directly associated with the promotion of tourism and the hotel
industry in College Station.
State law requires that the City Council adopt the budget of any organization that is to be
funded through the Hotel Occupancy Tax funds.
Attachments:
1. CVB Budget
2. CVB Funding Agreement (available in City Secretary’s Office)
35
Oct '11 - Sep 12
Ordinary Income/Expense
Income
Booking Commissions 9,600.00
Brazos County 25,000.00
Bryan 125,000.00
Bryan Downtown 8,400.00
BVSF Events
Entry Fees 9,000.00
Programs 300.00
Souvenirs 1,500.00
Sponsorships 7,500.00
Tickets 15,000.00
Total BVSF Events 33,300.00
College Station 1,000,000.00
Industry Participation 22,750.00
Interest earned 6,000.00
Total Income 1,230,050.00
Expense
Adminstrative/Operations
Audit/Legal/Professional Serv.11,930.00
Bank Charges 360.00
Board Expenses 5,976.25
Building Repairs & Maintenance 14,320.00
Electrical/Water Svc Expense 14,400.00
Liability Insurance 9,600.00
Office Supplies 9,900.00
Outside Storage 2,100.00
Property Tax 2,640.00
Sympathy/Recognition 3,600.00
Technical Support 12,750.00
Telephone 15,600.00
Vehicle Gas & Maintenance 3,206.00
Total Adminstrative/Operations 106,382.25
Capital
Equipment
Computer Software 1,000.00
Lease 15,595.00
Equipment - Other 2,000.00
Total Equipment 18,595.00
Office Rent 8,400.00
Total Capital 26,995.00
Marketing/Sales/Promotion
Admission Tickets/Merchandise 11,400.00
Advertising 162,221.75
Bid Fees 2,500.00
Client Relations 3,655.00
Community Luncheons/Events 10,578.00
Event Personnel 22,550.00
Facility Rental 39,500.00
Gift Baskets 2,400.00
Luncheons/Banquet 3,295.00
Memberships/Subscriptions 16,478.00
Postage 11,600.00
Printing 9,335.00
Professional Development 9,090.00
Promotional 40,280.00
Sales/Marketing Leads 12,720.00
Site Visits/FAM Tours 1,900.00
Sponsorships 46,630.00
Trade Show/Booth 26,580.00
4:39 PM Bryan-College Station Convention & Visitors Bureau
10/05/11 Profit & Loss Budget Overview
Accrual Basis October 2011 through September 2012
Page 1
36
Oct '11 - Sep 12
Travel
Air 12,480.00
Ground 10,170.00
Hotel 35,430.00
Meals 9,730.00
Misc.1,450.00
Total Travel 69,260.00
Website
Advertising 40,000.00
Development 3,200.00
Total Website 43,200.00
Total Marketing/Sales/Promotion 545,172.75
Payroll Expenses 583,500.00
Total Expense 1,262,050.00
Net Ordinary Income -32,000.00
Net Income -32,000.00
4:39 PM Bryan-College Station Convention & Visitors Bureau
10/05/11 Profit & Loss Budget Overview
Accrual Basis October 2011 through September 2012
Page 2
37
October 13, 2011
Consent Agenda Item No. 2g
Funding Agreement With Research Valley Partnership
To: David Neeley, City Manager
From: Jeff Kersten, Executive Director Business Services
Agenda Caption: Presentation, possible action and discussion on a funding
agreement between the City of College Station and the Research Valley Partnership
for FY12 in the amount of $325,000.
Recommendation(s): Staff recommends approval of the funding agreement.
Summary: As part of the 2011-2012 budget process the City Council approved
funding for the Research Valley Partnership in the amount of $325,000. This funding
is for the provision of economic development services for the area.
Budget & Financial Summary: The funds for this agreement are budgeted and
available in the 2011-2012 General Fund in the total amount of $325,000. These
funds are for the operations and maintenance of the Research Valley Partnership in
FY 12.
Attachments:
1. Research Valley Partnership Funding Agreement (available in City Secretary’s
Office)
38
October 13, 2011
Consent Agenda Item No. 2h
Annual Agreement for City Branded Uniforms for Parks Programs
And Other City Departments
To: David Neeley, City Manager
From: Jeff Kersten, Executive Director of Business Services
Agenda Caption: Presentation, possible action, and discussion authorizing the award of Bid
No. 11-116 for the purchase of City branded uniforms for Parks athletic programs and for
other City departments with CC Creations ($35,000) and Monograms and More ($35,000)
for a combined annual estimated expenditure of $70,000. Figures are based on FY11
averages.
Relationship to Strategic Goals: Goal I.1 Spending taxpayer money efficiently
Recommendation(s): Staff recommends approval to purchase of City branded uniforms
for Parks athletic programs and other City departments to the two lowest responsible
bidders, CC Creations and Monograms and More.
Summary: These purchases will be made as needed during the term of the agreement.
CC Creations and Monograms and More have the best pricing in combination with all the
items bid on. Two of the four bidders submitted incomplete bids. Additionally, approximately
80% ($56,000) of the total expenditure is utilized by the Athletic Division in the Parks and
Recreation Department for league play: adult softball, volleyball, flag football, youth
softball, volleyball, flag football, basketball, challenger sports and swim teams. The cost of
these shirts are calculated into the registration fees charged to program participants and are
recovered by the Parks and Recreation Department through these registration fees.
The other 20% ($14,000) shirts purchased are used as employee uniforms for Fire, Public
Works, Electric, etc. Based on historical usage, the estimated annual expenditures for this
merchandise with CC Creations and Monograms and More is $70,000. This reflects a
$15,000 decrease from FY10.
Budget & Financial Summary: Four (4) sealed, competitive bids were received and
opened on Wednesday, August 30, 2011. Funds are budgeted and available in various
departmental operating budgets.
Attachments: Bid Tabulation
39
City of College Station - Purchasing Division
Bid Tabulation for No. 11-116
"City Branded Uniforms for Parks Programs
and other City Departments"
Opened: Wednesday, August 30, 2011
Monograms & More
College Station, TX
World of Promotions Elk
Grove Village, IL
CC Creations College
Station, TX
IB Industries
West Allis, WI
ITEM QTY DESCRIPTION
1 100 Adult T-Shirt, Short Sleeve, Taped shoulder to
shoulder, double needle sleeve and bottom hem
w/seamless collar. 50% Cotton/50% Polyester (S-XLG)
Manufacturer Gildan Gildan Gildan
Product/Style No.8000 8000 8000
Weight 5.6 oz 5.6 oz 5.6 oz
Standard Qty Order (12 - X each)23 23 143
Large Qty Order (Over X each)24 24 144
White:Standard Qty Price $3.10 $3.05 $2.45
Large Qty Price $2.10 $2.10 $2.40
Special Orders (1-11 each)$5.10 $5.00 $2.55
Size 2X-3X 1.50 +1.50 +$4.05
Size 4X-5X 2.00 +2.00 + $4.05
Light
Colors:
Standard Qty Price $3.50 $3.50 $3.15
Large Qty Price $2.25 $2.50 $3.09
Special Orders (1-11 each)$5.25 $5.50 $3.28
Size 2X-3X 1.75 +1.75 +$4.86
Size 4X-5X 2.25 +2.25 +$4.86
Dark
Colors:
Standard Qty Price $3.75 $3.75 $3.37
Large Qty Price $2.75 $2.75 $3.31
Special Orders (1-11 each)$5.65 $5.75 $3.51
Size 2X-3X 2.50 +2.00 +$5.60
Size 4X-5X 2.50 +2.50 +$5.60
2 235 Adult T-Shirt, Short Sleeve, Taped shoulder to
shoulder, double needle sleeve and bottom hem
w/seamless collar. No Pocket. 100% Preshrunk Cotton
(S-XLG)
Manufacturer Gildan Gildan Gildan Gildan
Product/Style No.2000 2000 2000 2000
Weight 6.10 oz 6.10 oz 6.10 oz 6.10 oz
Standard Qty Order (12 - X each)23 50 23 143
Large Qty Order (Over X each)24 500 24 144
White:Standard Qty Price $3.25 $4.48 $3.10 $3.30
Large Qty Price $2.25 $3.50 $2.00 $2.66
Special Orders (1-11 each)$5.25 $5.90 $5.20 $2.82
Size 2X-3X 1.50 +$6.50 1.50 +$4.13
Size 4X-5X 2.00 +$2.50 2.00 +$4.13
40
City of College Station - Purchasing Division
Bid Tabulation for No. 11-116
"City Branded Uniforms for Parks Programs
and other City Departments"
Opened: Wednesday, August 30, 2011
Light
Colors:
Standard Qty Price $3.75 $4.99 $3.75 $3.29
Large Qty Price $2.75 $3.99 $2.65 $3.22
Special Orders (1-11 each)$5.50 $6.90 $5.75 $3.42
Size 2X-3X 1.75 +$7.50 1.25 +$4.79
Size 4X-5X 2.25 +$8.50 2.25 +$4.79
Dark
Colors:
Standard Qty Price $4.00 $5.09 $4.00 $3.54
Large Qty Price $3.00 $4.50 $3.00 $3.47
Special Orders (1-11 each)$5.75 $7.50 $6.00 $3.68
Size 2X-3X 2.00 +$8.50 2.00 +$5.30
Size 4X-5X 2.50 +$9.50 2.50 +$5.30
3 2500 Adult T-Shirt, Short Sleeve, Taped shoulder to
shoulder, double needle sleeve and bottom hem
w/seamless collar. With Pocket. 100% Preshrunk
Cotton (S-XLG)
Manufacturer Gildan Gildan Gildan Gildan
Product/Style No.2300 2300 2300 2300
Weight 6.1 oz 6.1 oz 6.1 oz 6.1 oz
Standard Qty Order (12 - X each)71 50 71 143
Large Qty Order (Over X each)72 500 72 144
White:Standard Qty Price $5.40 $5.48 $5.40 $4.66
Large Qty Price $4.45 $4.48 $4.40 $4.56
Special Orders (1-11 each)$7.30 $6.48 $7.40 $4.86
Size 2X-3X 1.50 +$7.50 1.5 +$6.30
Size 4X-5X 2.00 +$9.90 2.00 +$6.30
Light
Colors:
Standard Qty Price $5.90 $6.40 $5.90 $5.26
Large Qty Price $4.90 $5.40 $4.80 $5.16
Special Orders (1-11 each)$7.90 $7.40 $7.85 $5.49
Size 2X-3X 1.75 +$8.50 1.75 +$7.19
Size 4X-5X 2.25 +$9.90 2.25 +$7.19
Dark
Colors:
Standard Qty Price $6.40 $7.50 $6.40 $5.97
Large Qty Price $5.40 $6.50 $5.30 $5.87
Special Orders (1-11 each)$8.40 $8.50 $8.35 $6.23
Size 2X-3X 2.00 +$9.50 2.00 +$8.08
Size 4X-5X 2.50 +$10.90 2.50 +$8.08
4 360 Adult T-Shirt, Short Sleeve, Taped shoulder to
shoulder, double needle sleeve and bottom hem
w/seamless collar. With Pocket. 100% Preshrunk
Cotton (S-XLG)
Manufacturer Hanes Hanes Hanes Hanes
Product/Style No.5180 5180 5180 5180
Weight 6.1 oz 6.1 oz 6.10 oz 6.1 oz
Standard Qty Order (12 - X each)71 50 71 143
Large Qty Order (Over X each)72 500 72 144
41
City of College Station - Purchasing Division
Bid Tabulation for No. 11-116
"City Branded Uniforms for Parks Programs
and other City Departments"
Opened: Wednesday, August 30, 2011
White:Standard Qty Price $3.20 $5.48 $5.85 $3.25
Large Qty Price $2.80 $4.47 $2.85 $3.19
Special Orders (1-11 each)$5.05 $5.90 $5.85 $3.38
Size 2X-3X 1.50 +$6.90 1.5 +$5.04
Size 4X-5X 2.00 +$7.90 2.00 +$5.04
Light
Colors:
Standard Qty Price $4.35 $5.50 $4.35 $4.36
Large Qty Price $3.30 $5.50 $3.35 $4.27
Special Orders (1-11 each)$6.00 $6.90 $6.35 $4.55
Size 2X-3X 1.75 +$7.90 1.75 -$6.00
Size 4X-5X 2.25 +$8.90 2.25 +$6.00
Dark
Colors:
Standard Qty Price $4.65 $6.50 $4.60 $4.81
Large Qty Price $3.65 $6.50 $3.60 $4.71
Special Orders (1-11 each)$6.65 $7.90 $6.60 $5.01
Size 2X-3X 2.00 +$8.90 2.00 +$6.82
Size 4X-5X 2.50 +$9.90 2.50 +$6.82
5 50 Adult T-Shirt, Long Sleeve, Taped shoulder to
shoulder, double needle sleeve and bottom hem
w/seamless collar. No Pocket. 100% Preshrunk Cotton
(S-XLG)
Manufacturer Gildan Gildan Gildan Gildan
Product/Style No.2400 2400 2400 2400
Weight 6.1 oz 5.6 oz 6.1 oz 6.1 oz
Standard Qty Order (12 - X each)23 50 23 143
Large Qty Order (Over X each)24 500 24 144
White:Standard Qty Price $5.10 $6.48 $6.50 $5.16
Large Qty Price $5.00 $5.90 $5.50 $5.06
Special Orders (1-11 each)$5.20 $7.50 $8.50 $5.39
Size 2X-3X 1.50 +$8.50 1.50 +$7.19
Size 4X-5X 2.00 +$9.90 2.00 +$7.19
Light
Colors:
Standard Qty Price $5.00 $7.50 $7.00 $5.83
Large Qty Price $6.00 $6.90 $6.00 $5.71
Special Orders (1-11 each)$9.00 $8.50 $9.00 $6.08
Size 2X-3X 1.75 +$9.50 1.75 +$7.92
Size 4X-5X 2.25 +$10.90 2.25 +$7.92
Dark
Colors:
Standard Qty Price $7.25 $8.50 $7.25 $6.26
Large Qty Price $6.25 $7.90 $6.25 $6.13
Special Orders (1-11 each)$9.25 $9.80 $9.25 $6.54
Size 2X-3X 2.00 +$10.50 2.00 +$8.46
Size 4X-5X 2.50 +$11.90 2.50 +$8.46
6 200 Youth T-Shirt, Short Sleeve, Taped shoulder to
shoulder, double needle sleeve and bottom hem
w/seamless collar. 50% Cotton/50% Polyester (S-M-L)
42
City of College Station - Purchasing Division
Bid Tabulation for No. 11-116
"City Branded Uniforms for Parks Programs
and other City Departments"
Opened: Wednesday, August 30, 2011
Manufacturer Gildan Gildan Gildan Gildan
Product/Style No.8000B Youth 8000 8000B Youth 8000B
Weight 5.6 oz 5.6 oz 5.6 oz 5.6 oz
Standard Qty Order (12 - X each)71 50 71 143
Large Qty Order (Over X each)72 500 72 144
White:Standard Qty Price $3.10 $4.48 $2.40 $2.45
Large Qty Price $2.10 $3.50 $2.00 $2.40
Special Orders (1-11 each)$5.10 $5.90 $5.00 $2.55
Light
Colors:
Standard Qty Price $3.50 $4.90 $3.50 $2.98
Large Qty Price $2.50 $3.90 $2.50 $2.92
Special Orders (1-11 each)$5.50 $6.90 $5.50 $3.10
Dark
Colors:
Standard Qty Price $3.75 $5.09 $3.75 $3.29
Large Qty Price $2.75 $4.50 $2.75 $3.22
Special Orders (1-11 each)$5.75 $4.50 $5.75 $3.42
7 600 Youth T-Shirt, Short Sleeve, Taped shoulder to
shoulder, double needle sleeve and bottom hem
w/seamless collar. No Pocket. 100% Preshrunk Cotton
(S-M-L)
Manufacturer Gildan Gildan Gildan Gildan
Product/Style No.2000B Youth 2000B 2000B Youth 2000B
Weight 6.10 oz 6.0 oz 6.1 oz 6.0 oz
Standard Qty Order (12 - X each)71 50 71 143
Large Qty Order (Over X each)72 300 72 144
White:Standard Qty Price $3.10 $4.08 $3.00 $2.76
Large Qty Price $2.10 $3.50 $2.00 $2.70
Special Orders (1-11 each)$5.10 $5.08 $5.00 $2.87
Light
Colors:
Standard Qty Price $3.50 $5.08 $3.00 $3.35
Large Qty Price $2.50 $4.50 $2.00 $3.28
Special Orders (1-11 each)$5.50 $6.08 $5.00 $3.49
Dark
Colors:
Standard Qty Price $3.75 $6.08 $3.00 $3.73
Large Qty Price $2.75 $5.50 $2.75 $3.66
Special Orders (1-11 each)$5.75 $7.08 $5.75 $3.89
8 935 Adult Polo, Short Sleeve, Welt Knit Color and Cuffs, 2
Button Plackets, double needle bottom hem 50%
Cotton/50% Polyester (S-XLG)
Manufacturer Jerzees Jerzees Jerzees Jerzees
Product/Style No.437 437 437 437M
Standard Qty Order (12 - X each)71 50 71 143
Large Qty Order (Over X each)72 300 72 144
White:Standard Qty Price $6.00 $10.00 $6.25 $4.95
Large Qty Price $5.00 $9.00 $5.25 $5.85
Special Orders (1-11 each)$8.25 $11.50 $8.25 $5.17
Size 2X-3X 1.50 +$12.00 1.5 +$7.72
43
City of College Station - Purchasing Division
Bid Tabulation for No. 11-116
"City Branded Uniforms for Parks Programs
and other City Departments"
Opened: Wednesday, August 30, 2011
Size 4X-5X 2.00 +$13.50 2.00 +$7.72
Light
Colors:
Standard Qty Price $6.75 $11.50 $6.75 $5.36
Large Qty Price $5.00 $10.00 $5.75 $5.25
Special Orders (1-11 each)$8.00 $12.50 $8.75 $5.59
Size 2X-3X 1.75 +$13.50 1.75 +$8.05
Size 4X-5X 2.25 +$14.50 2.25 +$8.05
Dark
Colors:
Standard Qty Price $7.00 $12.50 $7.00 $5.72
Large Qty Price $6.00 $11.00 $6.00 $5.60
Special Orders (1-11 each)$9.00 $13.50 $9.00 $5.97
Size 2X-3X 2.00 +$14.50 2.00 +$8.46
Size 4X-5X 2.50 +$16.50 2.50 +$8.46
9 58 Adult Polo, Short Sleeve, Welt Knit Color and Cuffs, 2
Button Plackets, double needle bottom hem. With
Pocket 100% Cotton Pique (S-XLG)
Manufacturer Outerbanks Outerbanks Outerbanks Outerbanks
Product/Style No.2101 2101 2101 2101
Standard Qty Order (12 - X each)23 25 23 143
Large Qty Order (Over X each)24 250 24 144
White:Standard Qty Price $15.30 $19.50 $15.25
Large Qty Price $14.30 $16.30 $14.30
Special Orders (1-11 each)$16.30 $20.50 $16.00
Size 2X-3X 3.00 +$22.50 3.00 +
Size 4X-5X 5.00 +$23.50 5.00 +
Light
Colors:
Standard Qty Price $15.50 $20.50 $15.25
Large Qty Price $14.50 $17.30 $14.25
Special Orders (1-11 each)$16.50 $21.50 $16.25
Size 2X-3X 3.25 +$23.50 3.25 +
Size 4X-5X 5.25 +$24.50 5.25 +
Dark
Colors:
Standard Qty Price $15.70 $21.50 $15.70 $13.92
Large Qty Price $14.70 $18.30 $14.70 $13.62
Special Orders (1-11 each)$16.70 $22.50 $16.70 $14.54
Size 2X-3X 3.50 +$24.50 3.5 +$17.18
Size 4X-5X 5.50 +$25.50 5.5 +$18.92
10 50 Adult Sweat Shirt, Long Sleeve, Set-in Sleeves,
Cotton/Lycra Ribbed Trim, Cover Seamed Armholes,
neck and waistband, Oversized Cut. 90% Cotton/10%
Polyester (S-XLG)
Manufacturer Hanes Hanes Hanes Hanes
Product/Style No.F260 F260 F260
Weight 10 oz 10 oz 10 oz
Standard Qty Order (12 - X each)23 50 23 143
Large Qty Order (Over X each)24 150 24 144
White:Standard Qty Price $10.65 $16.30 $10.65 $8.81
44
City of College Station - Purchasing Division
Bid Tabulation for No. 11-116
"City Branded Uniforms for Parks Programs
and other City Departments"
Opened: Wednesday, August 30, 2011
Large Qty Price $9.65 $9.65 $8.62
Special Orders (1-11 each)$12.65 $12.65 $9.20
Size 2X-3X 3.00 +$20.00 3.00 +$13.30
Size 4X-5X n/a n/a n/a
Light
Colors:
Standard Qty Price $11.65 $17.30 $11.65 $9.61
Large Qty Price $10.65 $10.65 $9.41
Special Orders (1-11 each)$13.61 $13.65 $10.03
Size 2X-3X 3.00 +$22.00 3.00 +$13.65
Size 4X-5X n/a n/a n/a
Dark
Colors:
Standard Qty Price $12.65 $18.30 $12.65 $10.54
Large Qty Price $11.65 $11.65 $10.31
Special Orders (1-11 each)$14.65 $14.65 $11.00
Size 2X-3X 3.00 +$24.00 3.00 +$14.87
Size 4X-5X n/a n/a n/a
11 60 Short Sleeve, Workwear Henley Midweight, Left Chest
Pocket, Side Seeamed
Manufacturer Cardhardtt Cardhardtt Cardhardtt Cardhartt
Product/Style No.K-84 K-84 K-84 K-84
Standard Qty Order (12 - X each)23 50 23 143
White:Standard Qty Price $14.50 $18.30 $14.50 n/a
Large Qty Price $13.50 $17.30 $13.50 n/a
Special Orders (1-11 each)$15.50 $19.30 $15.50 n/a
Size 2X-3X 1.25 +$20.30 1.25 +n/a
Size 4X-5X 2.5 +$22.30 2.50 +n/a
Light
Colors:
Standard Qty Price $14.50 $19.30 $14.50 n/a
Large Qty Price $13.50 $18.30 $13.50 n/a
Special Orders (1-11 each)$15.50 $20.30 $15.50 n/a
Size 2X-3X 1.25 +$21.30 1.25 +n/a
Size 4X-5X 2.5 +$24.30 2.5 +n/a
Dark
Colors:
Standard Qty Price $14.50 $8.50 $14.50 $17.57
Standard Qty Price $13.50 $19.30 $13.50 $17.20
Large Qty Order (Over X each)15.5 $21.50 15.5 18.36
Large Qty Price 1.25 +$22.30 1.25 +$18.99
Special Orders (1-11 each)2.5 +$26.50 2.5 +n/a
12 60 Short Sleeve, Workwear Henley Midweight, Left Chest
Pocket, Side Seeamed
Manufacturer Cardhardtt Cardhardtt Cardhardtt Cardhartt
Product/Style No.K-87 K-87 K-87 K-87
Standard Qty Order (12 - X each)23 50 23 143
White:Standard Qty Price $13.50 $18.30 $13.50 n/a
Large Qty Price $12.50 $17.30 $12.50 n/a
Special Orders (1-11 each)$14.50 $19.30 $14.50 n/a
Size 2X-3X 1.00 +$22.30 1.00 +n/a
45
City of College Station - Purchasing Division
Bid Tabulation for No. 11-116
"City Branded Uniforms for Parks Programs
and other City Departments"
Opened: Wednesday, August 30, 2011
Size 4X-5X 2.00 +$24.00 2.00 +n/a
Light
Colors:
Standard Qty Price $13.50 $19.30 $13.50 n/a
Large Qty Price $12.50 $18.30 $12.50 n/a
Special Orders (1-11 each)$14.50 $20.30 $14.50 n/a
Size 2X-3X 1.00 +$23.30 1.00 +n/a
Size 4X-5X 2.00 +$26.00 2.00 +n/a
Dark
Colors:
Standard Qty Price $13.50 $20.30 $13.50 $14.55
Standard Qty Price $12.50 $19.30 $12.50 $14.39
Large Qty Order (Over X each)14.5 21.3 14.5 14.87
Large Qty Price 1.00 +$24.30 1.00 +$15.35
Special Orders (1-11 each)2.00 +$28.00 2.00 +n/a
13 60 Ash Fiber Content 99% Cotton, 1% Polyester or
Heather Grey 90% Cotton 10% Polyester, 3-button
Closure, Left Chest Pocket, Side Seam
Manufacturer Cardhardtt Cardhardtt Cardhardtt Cardhartt
Product/Style No.K-84 K-84 K-84 K-84
Standard Qty Order (12 - X each)23 40 23 143
White:Standard Qty Price $14.50 $16.00 $14.50 n/a
Large Qty Price $13.50 $15.39 $13.50 n/a
Special Orders (1-11 each)$15.50 $17.50 $15.50 n/a
Size 2X-3X 1.25 +$18.90 1.25 +n/a
Size 4X-5X 2.50 +$20.50 2.5 +n/a
Light
Colors:
Standard Qty Price $14.50 $16.50 $14.50 n/a
Large Qty Price $13.50 $16.50 $13.50 n/a
Special Orders (1-11 each)$15.50 $18.50 $15.50 n/a
Size 2X-3X 1.25 +$19.90 1.25 +n/a
Size 4X-5X 2.50 +$21.50 2.5 +n/a
Dark
Colors:
Standard Qty Price $14.50 $17.50 $14.50 $17.57
Large Qty Price $13.50 $17.00 $13.50 $17.20
Special Orders (1-11 each)15.5 19.5 15.5 18.36
Size 2X-3X 1.25 +$20.90 1.25 +$18.99
Size 4X-5X 2.5 +$22.50 2.5 +n/a
14 60 Long Sleeve Workwear Henley, Left Chest Pocket, 3-
Button Front Closure 100% Cotton
Manufacturer Cardhardtt Cardhardtt Cardhardtt Cardhartt
Product/Style No.K-128 K-128 K-128 K-128
Standard Qty Order (12 - X each)23 40 23 143
White:Standard Qty Price $17.50 $20.00 $17.50 n/a
Large Qty Price $16.50 $18.30 $16.50 n/a
Special Orders (1-11 each)$18.00 $22.30 $18.50 n/a
Size 2X-3X 1.25 +$24.30 1.25 +n/a
Size 4X-5X 2.5 +$26.00 2.50 +n/a
46
City of College Station - Purchasing Division
Bid Tabulation for No. 11-116
"City Branded Uniforms for Parks Programs
and other City Departments"
Opened: Wednesday, August 30, 2011
Light
Colors:
Standard Qty Price $17.50 $26.00 $17.50 n/a
Large Qty Price $16.50 $19.30 $16.50 n/a
Special Orders (1-11 each)$18.50 $23.30 $18.50 n/a
Size 2X-3X 1.25 +$25.00 1.25 +n/a
Size 4X-5X 2.5 +$26.00 2.50 +n/a
Dark
Colors:
Standard Qty Price $17.50 $22.00 $17.50 $21.77
Standard Qty Price $16.50 $20.30 $16.50 $21.30
Large Qty Order (Over X each)18.5 24.3 18.5 22.75
Large Qty Price 1.25 +$25.90 1.25 +$23,013.00
Special Orders (1-11 each)2.5 +$28.00 2.50+$23.13
15 60 Long Sleeve Workwear Tshirt, Left Chest Pocket, Crew
Neck, 100% Cotton
Manufacturer Cardhardtt Cardhardtt Cardhardtt Cardhartt
Product/Style No.K-126 K-126 K-126 K-126
Standard Qty Order (12 - X each)23 40 23 143
White:Standard Qty Price $15.50 $18.30 $15.50 n/a
Large Qty Price $14.50 $16.30 $14.50 n/a
Special Orders (1-11 each)$16.50 $20.30 $16.50 n/a
Size 2X-3X 1.25 +$22.50 1.25 +n/a
Size 4X-5X 2.5 +$24.50 2.5 +n/a
Light
Colors:
Standard Qty Price $15.50 $19.30 $15.50 n/a
Large Qty Price $14.50 $17.30 $14.50 n/a
Special Orders (1-11 each)$16.50 $21.30 $16.50 n/a
Size 2X-3X 1.25 +$23.50 1.25 +n/a
Size 4X-5X 2.5 +$25.50 2.5 +n/a
Dark
Colors:
Standard Qty Price $15.50 $20.30 $15.50 $17.57
Standard Qty Price $14.50 $18.30 $14.50 $17.20
Large Qty Order (Over X each)$16.50 $22.30 $16.50 $18.36
Large Qty Price 1.25 +$24.50 1.25 +$18.99
Special Orders (1-11 each)2.5 +$26.50 2.50 +$18.99
16 75 Short Sleeve Workshirt, Midweight, Left Chest Pocket,
Side Seamed, Button Down Collar, 60% Cotton/40%
Polyester
Manufacturer Van Heusen Van Heusen Van Heusen Van Heusen
Product/Style No.55 56850 55 13VD042
Standard Qty Order (12 - X each)23 60 23 143
White:Standard Qty Price $17.50 $29.00 $17.50 n/a
Large Qty Price $16.50 $25.00 $16.50 n/a
Special Orders (1-11 each)$18.50 $30.50 $18.50 n/a
Size 2X-3X 1.5 +$36.00 1.5 +n/a
Size 4X-5X 2.0 +$38.00 2.0 +n/a
Light
Colors:
Standard Qty Price $17.50 $30.00 $17.50 n/a
47
City of College Station - Purchasing Division
Bid Tabulation for No. 11-116
"City Branded Uniforms for Parks Programs
and other City Departments"
Opened: Wednesday, August 30, 2011
Large Qty Price $16.50 $26.00 $16.50 n/a
Special Orders (1-11 each)$18.50 $31.50 $18.50 n/a
Size 2X-3X 1.75 +$37.00 1.75 +n/a
Size 4X-5X 1.25 +$38.90 2.25 +n/a
Dark
Colors:
Standard Qty Price $17.50 $31.00 $17.50 $18.25
Large Qty Price $16.50 $27.00 $16.50 $17.86
Special Orders (1-11 each)18.5 32.9 18.5 19.07
Size 2X-3X 2.0 +$38.00 2.00 +$20.72
Size 4X-5X 2.50 +$39.50 2.50 +$20.72
17 10 Long Sleeve Workshirt, Midlength, Left Chest Pocket,
Side Seamed, Button Down Collar
Manufacturer Van Heusen Van Heusen Van Heusen Van Heusen
Product/Style No.45 45 45 13V0042
Standard Qty Order (12 - X each)10 40 10 143
White:Standard Qty Price $18.50 $30.00 $18.50 n/a
Large Qty Price $18.50 $28.00 $18.50 n/a
Special Orders (1-11 each)$19.00 $35.00 $19.50 n/a
Size 2X-3X 1.5 +$37.50 1.5 +n/a
Size 4X-5X 2.00 +$40.00 2.00 +n/a
Light
Colors:
Standard Qty Price $18.50 $31.50 $18.50 n/a
Large Qty Price $18.50 $29.00 $18.50 n/a
Special Orders (1-11 each)$19.50 $36.00 $19.50 n/a
Size 2X-3X 1.75 +$38.50 1.75 +n/a
Size 4X-5X 2.25 +$41.30 2.25 +n/a
Dark
Colors:
Standard Qty Price $18.50 $32.80 $18.50 $18.25
Standard Qty Price $18.50 $30.00 $18.50 $17.86
Large Qty Order (Over X each)19.5 27 19.5 19.07
Large Qty Price 2.50 +$29.50 2.0 +$20.72
Special Orders (1-11 each)2.50+$42.50 2.50 +$20.72
18 200 Adult Cap, Yupoong, 5-Panel Gold Cap, Constructed
Fused Buckram Backing, Sewn Elelits, 1/4" Braided
Cord, Matching underbill, Matching Plastic Fastener,
60% Cotton/40% Polyester Poplin, Navy
Manufacturer Otto Heritage Flex Fit Otto Yupoong
Product/Style No.33-073 C07B 33-073 6002
Standard Qty Order (12 - X each)71 50 71 143
Standard Qty Price $2.95 $8.90 $2.95 $2.51
Large Qty Order (Over X each)72 500 72 144
Large Qty Price $2.40 $5.90 $2.40 $2.46
Special Orders (1-11 each)$3.95 $9.60 $3.95 $2.46
48
City of College Station - Purchasing Division
Bid Tabulation for No. 11-116
"City Branded Uniforms for Parks Programs
and other City Departments"
Opened: Wednesday, August 30, 2011
19 280 Adult Cap, Yupoong Mesh Back Cap, Poplin Front
Panel, Nylon Mesh Back, 1/4" Constructed Fused
Buckram, Backing, Braided Cord, Matching Underbill,
Matching Plastic Fasteneer, Navy
Manufacturer Cobra Heritage Flex Fit Cobra Yupoong
Product/Style No.75A 6003C 6003
Standard Qty Order (12 - X each)71 50 71 143
Standard Qty Price $2.30 $6.60 $2.30 $2.46
Large Qty Order (Over X each)72 500 72 144
Large Qty Price $1.80 $6.60 $1.80 $2.46
Special Orders (1-11 each)$3.30 $6.60 $3.30 $2.46
20 120 Richardson Pro Caps, Style 185, Youth, Navy, Youth:
Small-Medium; Medium-Large, Cotton/Polyester
Manufacturer Richardson Simplicity Time Richardson Richardson
Product/Style No.185 5901Y 185 185
Standard Qty Order (12 - X each)23 50 23 143
Standard Qty Price $6.50 $5.50 $6.50 $6.21
21 120 Cobblestone Gamegear Shorts
Manufacturer Cobblestone Activewear Cobblestone Cobblestone
Product/Style No.647 2247 647 GL659
Standard Qty Order (12 - X each)71 50 71 143
Standard Qty Price $10.95 $15.90 $10.50 $10.54
$10.00 $50.00 $10.00 $5.00
$50.00 $100.00 $50.00 $50.00
$3.00 $4.50 $3.00 $2.68
$3.50 $4.50 $3.50 $2.68
$4.50 $5.50 $4.50 $2.68
$5.00 $5.50 $5.00 $2.68
$3.00 $6.90 $3.00 $4.32
$3.00 $6.90 $3.00 $4.32
$3.00 $3.00 $4.32
$0.50 $6.50 $0.50 $0.31
$0.75 $10.50 $0.75 $0.36
$20.00 $30.00 $20.00 $40.00
$0.00 $120.06 $0.00 $25.00
2.5” – 3.5” Any Color Capital Block Lettering (Iron-On Type) (Per
Hourly Rate for Design/Artwork Preparation (Per Hour)
Rush Order Charge, For Work Required Within Five (5) Working
Screen Print Charge Per Order - Qty <200
1” - 2” Any Color Capital Block Lettering (Iron-On Type) (Per Letter)
Additional Charges:
Silk-Screen Set-Up Fee – One Time Charge for Each New Screen
Embroidery Tape/Punch Fee - One Time Charge for Each New Set-
Embroider City Logo – One Color, Non Filled Heart (Exhibit A) (Per
Embroider City Logo – Two Color, W/Filled Heart (Exhibit A) (Per
Embroider Logo - 5 color
Embroider - 6 color
Embroider Department Name (Up to 30 Letters)
Embroider Employee Name (Up to 20 Letters)
Embroider Employee Rank (Up to 20 Letters)
49
City of College Station - Purchasing Division
Bid Tabulation for No. 11-116
"City Branded Uniforms for Parks Programs
and other City Departments"
Opened: Wednesday, August 30, 2011
One
Location
1 Color $0.80 $1.50 $0.80 $1.03
2 Color $1.20 $3.00 $1.20 $1.15
3 Color $1.60 $4.00 $1.60 $1.15
4 Color $2.00 $3.00 $2.00 $1.40
5 Color $2.40 $7.50 $2.40 $1.40
6 Color $2.80 $8.50 $2.80 $1.40
Two
Locations
1 Color $1.60 $3.50 $1.60 $1.86
2 Color $2.00 $6.00 $2.00 $2.10
3 Color $2.75 $7.50 $2.75 $2.10
4 Color $3.50 $7.50 $3.50 $2.60
5 Color $4.00 $8.50 $4.00 $2.60
6 Color $4.50 $4.50 $4.50 $2.60
One
Location
1 Color $0.75 $1.00 $0.75 $0.82
2 Color $1.10 $1.90 $1.10 $0.91
3 Color $1.45 $2.90 $1.45 $0.91
4 Color $1.80 $3.90 $1.80 $0.99
5 Color $2.15 $5.30 $2.15 $0.99
6 Color $2.50 $5.30 $2.50 $0.99
Two
Locations
1 Color $1.45 $2.00 $1.45 $1.44
2 Color $1.85 $2.90 $1.85 $1.62
3 Color $2.45 $3.90 $2.45 $1.62
4 Color $2.95 $4.90 $2.95 $1.78
5 Color $3.45 $5.90 $3.45 $1.78
6 Color $3.95 $6.90 $3.95 $1.78
One
Location
1 Color $0.70 $0.80 $0.70 $0.75
2 Color $0.95 $1.90 $0.90 $0.79
3 Color $1.20 $2.90 $1.20 $0.79
4 Color $1.40 $3.90 $1.45 $0.89
5 Color $1.70 $4.30 $1.70 $0.89
6 Color $1.90 $6.30 $1.95 $0.89
Two
Locations
1 Color $1.20 $1.60 $1.20 $1.38
2 Color $1.50 $2.50 $1.60 $1.38
3 Color $2.00 $3.50 $2.00 $1.38
4 Color $2.30 $4.50 $2.45 $1.58
5 Color $2.80 $5.30 $2.90 $1.58
6 Color $3.30 $5.30 $3.35 $1.58
Incomplete Bid Incomplete Bid
25%10%20%Percentage Off of List Price for Items Not Included
Screen Print Charge Per Order - Qty 200-499
Screen Print Charge Per Order - Qty 500+
50
October 13, 2011
Consent Agenda Item No. 2i
Authorize Health Department Expenditures
To: David Neeley, City Manager
From: Jeff Kersten, Executive Director of Business Services
Agenda Caption: Presentation, possible action and discussion to approve Fiscal Year 2011-
2012 expenditures for the Brazos County Health Department in the amount of $326,500.
Recommendation(s): Staff recommends approval of Fiscal Year 2011-2012 expenditures
in the amount of $326,500 to the Brazos County Health Department.
Summary: On September 22, 2011 Council approved the FY12 budget which included
funding for the Brazos County Health Department. This funding is based on an Interlocal
Agreement that was originally approved by Council on January 14, 2010.
In FY 11 funding for the Health Department was $351,500. This is a reduction in FY 12 of
$25,000.
Budget & Financial Summary: Funds are available and budgeted in the General Fund in
the amount of $326,500. Payments are made in equal monthly installments.
51
October 13, 2011
Consent Agenda Item No. 2j
Roadway Traffic Markings & Traffic Control Services
Contract Renewals
To: David Neeley, City Manager
From: Chuck Gilman, Public Works Director
Agenda Caption: Presentation, possible action, and discussion of contract renewals for the
installation of roadway traffic markings and traffic control to Highway Technology of Austin,
Texas in the amount of $163,182.50 and, traffic control services to N-Line Traffic
Maintenance of Bryan, Texas in the amount of $18,706.25.
Relationship to Strategic Goals: Goal I, Financially Sustainable City Providing Response
to Core Services and Infrastructure.
Recommendation(s): This is a two part contract renewal.
· Staff recommends approval of the renewal for roadway traffic markings to Highway
Technology of Austin, Texas in the amount of $163,182.50.
· Staff also recommends approval of the renewal for traffic control services to N-Line
Traffic Maintenance of Bryan, Texas in the amount of $18,706.25.
The total amount of the renewals is $181,888.75
Summary: After the City rehabilitates or reconstructs a segment of roadway, Highway
Technology is the contractor that installs the pavement markings to delineate travel lanes,
bike lanes, cross walks, stop bars, etc. Brazos County also utilizes the services of this
contractor for pavement markings.
N-Line Traffic Maintenance will provide barricades and construction signage at various
locations around the City as needed for special events, emergency situations, and city-
initiated minor construction projects. Multiple departments within the city utilize this
contract. Proper traffic control provides safety for city employees, motorist and pedestrians.
Budget & Financial Summary: Funding for the Annual Blanket Purchase Order for the
installation of roadway traffic markings and traffic control services is provided from the
operating budget of Traffic Operations Budget.
Attachments:
1. Renewal Form for Highway Technology
2. Renewal Form for N-Line Maintenance
52
RENEW AL No.~<\CCEPT ANCE
By signing herewith,I acknowledge and agree to renew bid no.09-82 (Contract No.09-266
(A»,for traffic pavement striping and marking services in accordance with all terms and
conditions previously agreed to and accepted.
I understand this renewal tenn will be for a one year period beginning October 19,2011 through
October 18,2012,the total amount of the contract is $163,182.50.
HIGHWAY TECHNOLOGIES,INC.
CITY OF COLLEGE STATION
City Attorney DATE
Executive Director of Business Services DATE
Mayor DATE
ATTEST:
City Secretary DATE
I
APPROVED:
City Manager DATE
53
STATEOF-=r~
COUNTY OF \"((ILVl5
CORPORATE ACKNOWLEDGMENT
This instrument was acknowledged on the Jt;>U-I day of ~~,2011
by ~(Y\.U.~in his/her capacity as (Jaunt)..~of
~hw~~V\(}lv~\e:.,:Jt\!..,a ~Corporation,on behalf of said corporation.
ii.~
Notary Pu154.icin and for the
State of /t/(A5
BRANDY A.AVANTS
Notary Public.State of Texas
My Commission Expires
November 04.20n
STATE OF TEXAS
COUNTY OF BRAZOS
ACKNOWLEDGMENT
This instrument was acknowledgedon the day of ,2011,
by ,in the capacity as Mayor of the City of College Station,a Texas
home-rule municipality,on behalf of said municipality.
Notary Public in and for the
State of Texas
******************************************************************************
54
******************************************************************************
RENEWAL NO.J.ACCEPTANCE
By signing herewith,I acknowledge and agree to renew Bid #09-82 (Contract #09-266 (B»for
"Annual Agreement for Traffic Pavement Striping &Marking Services (Section B)",in
accordance with all terms and conditions previously agreed to and accepted.
I understand this purchase order will be for the period beginning October 19,2011 through
October 18,2012 for the total contract amount of $18,706.25.
N-LINE TRAFFIC MAINTENANCE,LP
.q./~/l
AUTHORIZEDREJ1~~~~Y~sident of N-LiNE DATE
Management,L.L.C.,General Partner of
CITY OF COLLEGE S~A~~t'FFffjc Maintenance,L.P.
APPROVED:
City Manager DATE
N/A
City Attorney
N/A
DATE
Executive Director of Business Services DATE
STATE OF TEXAS
COUNTY OF b,(C\L QC)
CORPORATE ACKNOWLEDGMENT
This instrument was acknowledgedon the \':J dayof Se Q\.,2011,
by \)G\~'(\CA £r\~\C,\'\d in her capacity as 9ce'2::>\cle\'\T of
~-L\t-\E:.\'(o.t.nL-Maj ()1((l,(l:~XAS Corporation,on behalf of said corporation.
\\\\111',,/
.,.~,,~.'~!,~,,_LORRIEGARCIA
~":~f'~Notary Public.State of Texas
~..;~~.f~f My Commission Expires
-"',1/,l,M~~~"'"February25,_.?Ol,3_'
******************************************************************************
55
October 13, 2011
Consent Agenda Item No. 2k
Purchase of a Software Solution for a Community Parks and Recreation
Management Solution and Approval of an Interdepartmental Transfer
To: David Neeley, City Manager
From: David Schmitz, Director of Parks & Recreation
Agenda Caption: Presentation, possible action and discussion on a purchase contract
with associated annual maintenance, with Vermont Systems Inc., in the amount of
$62,466.00, for software; and approval of an interdepartmental transfer.
Recommendation(s): Staff recommends approval purchase contract and recommends
approval of an interdepartmental transfer.
Summary: In June of 2011 the City issued a request for proposal #11-103 for a Software
Solution for a Community Parks and Recreation Management System. Three proposals were
received and evaluated as well as an upgrade offer from our current provider. After
evaluating the proposals and reference checks, staff determined that Vermont Systems Inc.
RecTrac Software provided the best value for the City.
The City, since 2004 has used Safari by the Active Network as its software solution. Active
has slowly decreased the resources available for technical support and development of
Safari to the point where staff feels it is no longer a viable solution.
The selected software is in use at over 1,500 other U.S. cities. It has the capability to
integrate with existing systems such as finance and remote lighting.
Budget & Financial Summary: A Service Level Adjustment in the amount of $43,000 was
approved as part of the FY12 Approved Budget for the purchase of replacement
recreation/reservation software for the Parks and Recreation Department (PARD). An
additional $21,000 is budgeted in the IT Department for the annual maintenance of the
existing recreation/reservation software. The one-time cost for the purchase of the
replacement software will be $54,936. An additional $7,530 will be needed on an annual
basis for the maintenance of this software. If approved, budget in the amount of $11,936
will be transferred from the funds budgeted in the IT Department for the maintenance of the
existing software (interdepartmental transfers must be approved by Council). These funds
will be used to supplement the $43,000 that was budgeted in PARD for the one-time cost
for the purchase of the software. This will leave sufficient budget in the IT Department to
cover the cost of the first year of software maintenance. The annual recurring cost for
maintenance of this software will be considerably less than that of the existing software.
Attachments:
1. Contract with Vermont Systems Inc.
2. VSI Certificate of Liability Insurance
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
October 13, 2011
Consent Agenda Item No. 2L
Annual Purchase Order for Liquid Chlorine
To: David Neeley, City Manager
From: David Coleman, Director of Water Services
Agenda Caption: Presentation, possible action, and discussion regarding approval of the
second renewal of a joint-bid contract with the City of Bryan with DXI Industries for the
purchase of bulk chlorine. The estimated annual expenditure is $77,220.
Recommendation: Staff recommends approval.
Summary: Chlorine is added to our public water supply to ensure disinfection and to
meet Texas Department of Health requirements. This commodity was a joint bid with the
City of Bryan as bid 09-178. DXI is offering to renew the agreement for both Cities at the
same price as last year’s agreement, $594.00 per one ton container. This will be the
second renewal of this contract. Since this is a fair and reasonable price, and both City
staffs are pleased with DXI’s service, we recommend approval of the contract renewal.
Budget & Financial Summary: Water operating funds are budgeted and available for
this item.
Attachment:
Renewal agreement
75
76
77
October 13, 2011
Consent Agenda Item No. 2m
Property Casualty Insurance Policies for Fiscal Year 2012
To: David Neeley, City Manager
From: Alison Pond, Human Resources Director
Agenda Caption: Presentation, possible action, and discussion regarding City of College
Station Excess Liability and Workers’ Compensation Insurance, Property/Boiler & Machinery,
Commercial Crime, EMT Liability, and Auto Property Damage policies for Fiscal Year 2012. FY12
premiums have decreased 4 percent from FY11 premiums.
Relationship to Strategic Goals: Goal I.1 Spending taxpayer money efficiently
Recommendation(s): The City of College Station Human Resources Department recommends
approval of these insurance policies for the period October 1, 2011 to September 30, 2012.
Summary: Human Resources Risk Management completed applications to exercise the first
renewal option for Excess Liability & Workers Compensation, Property/Boiler & Machinery,
Commercial Crime, Auto Property Damage, and EMT Liability insurance policies. Sole Broker of
Record McGriff, Seibels, and Williams of Texas, Inc., submitted the City’s applications to the
appropriate carriers. The City’s FY2011 Property and Excess Liability & Workers’ Compensation
policies locked in a three-year rate guarantee, and all policies included two one-year renewals.
Limits of liability and deductibles remain the same as in FY11. Reduced annual payroll estimates
for FY12 resulted in a 4.7 percent reduction in the Workers Compensation premium. A reduction
in fleet values resulted in an 18 percent reduction in Auto Property Damage premium.
Commercial crime coverage increased slightly, as a result of a slight increase in revenues. City
property values experienced a net increase, with some properties sold and other properties
added or increased in value, resulting in a 1.6 percent increase in the Property premium.
Overall, total insurance premiums are reduced by $13,711, or approximately 4 percent.
Budget & Financial Summary: Funds are available in the FY12 budget in the
Property/Casualty Fund and the Workers Compensation Fund.
Attachments:
Broker’s Recommendation Letter for Excess Liability & Workers’ Compensation, Property/Boiler
& Machinery, Commercial Crime, Auto Property Damage for vehicles valued over $50,000, and
EMT liability insurance.
Policy Type
FY 2012 Premium
FY2011 Premium
Savings/increase
Excess Liability/Workers’ Compensation with Star National Insurance Co. $204,373.00 214,453.00 -$10,080.00
Property/Boiler and Machinery with Affiliated FM $93,518.00 92,088.00 1,430.00
Crime Coverage with Great American Insurance $2,299.00 2,000.00 299.00
EMT Liability with Western World Insurance Co. $5,077.64 5,077.64 $0.00
Auto Property Damage Insurance with Great American Insurance $24,530.00 29,890.00 -$5,360.00
Total Premiums $329,797.64 343,508.64
Net Savings/Increase -13,711.00
78
5080 Spectrum Drive, Suite 900E, Addison, TX 75001 Tel (469) 232-2100 Fax (469) 232-2101
September 30, 2011
Ms. Retha Blakely
Risk Management Department
City of College Station
1101 Texas Ave.
College Station, TX 77840
Re: Property and Casualty Insurance Renewal Recommendation
Retha,
Thank you for the opportunity to work with the City again this year on your insurance program for
Property and Casualty Insurance. Your insurance program consist of the following coverages:
Excess Liability
Excess Workers’ Compensation
Commercial Crime
Auto Property Damage
EMT Liability
Property and Boiler & Machinery
The renewal premiums are as follows:
Excess Liability and Workers’ Compensation
Star Insurance provides a package program that includes all Excess Liability lines and Excess
Workers’ Compensation. This package program is the lowest cost proposal that meets the City’s
insurance requirements. This is the second year of a three year rate guarantee. The City’s payroll
decreased by 4.7%, therefore the premium decreased also by 4.7% or $10,080.
It is our recommendation that the City renew the Star Insurance policy for Excess Liability and
Workers’ Compensation Insurance for the premium of $204,373.
Commercial Crime
Great American provides the Commercial Crime Insurance and meets City requirements for this
coverage. Due to a slight increase in revenues by the City, the premium increased $299.
It is our recommendation that the City renew the Great American Insurance policy for
Commercial Crime Insurance for the premium of $2,299.
MCGRIFF, SEIBELS & WILLIAMS OF TEXAS, INC.
79
Auto Property Damage
Great American provides the Auto Property Damage Insurance and meets City requirements for this
coverage. Great American quoted a flat rate renewal. The City’s fleet values were down this year by
18% so the renewal premium is also reduced by that amount or $5,360.
It is our recommendation that the City renew the Great American Insurance policy for Auto
Property Damage Insurance for the premium of $24,530.
EMT Liability
Western World provides the EMT Liability. The proposal is a renewal of the existing policy at the
same terms, conditions, and premium as expiring.
It is our recommendation that the City renew the Western World Insurance policy for EMT
Liability Insurance for the premium of $5,077.64.
Property and Boiler & Machinery
Affiliated FM provides the Property and Boiler & Machinery coverage. Affiliated FM quoted a flat
rate renewal. The City increased their property values by 1.6% over the expiring values. This
translates into a $1,430 increase in premium.
It is our recommendation that the City renew the Affiliated FM insurance policy for Property
and Boiler & Machinery insurance for the premium of $93,518.
Thank you for the opportunity to work with the City of College Station. With the changes in values
and the flat renewals, the insurance program has a total reduction in premium of $13,711 under the
expiring program. Please let us know if you have any questions regarding these evaluations.
Sincerely,
Johnny Fontenot, CPCU, ARM, AIC
Executive Vice President
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October 13, 2011
Consent Regular Agenda Item No. 2n
Emulsified Asphalt Products Annual Price Agreement
To: David Neeley, City Manager
From: Chuck Gilman, P.E., Public Works Director
Agenda Caption: Presentation, possible action, and discussion regarding award of Bid #11-
125 to Ergon Asphalt & Emulsions to provide emulsified asphalt products for the
maintenance of streets in an amount not to exceed $406,348.00.
Relationship to Strategic Goals: Goal I: Financially Sustainable City Providing Response
to Core Services and Infrastructure.
Recommendation(s): Staff recommends approval of the annual price agreement.
Summary: Public Works utilizes several emulsified asphalt products to rehabilitate and
repair asphalt pavement. The HFRS 2-P is used for chip seals and is designed for use with
distributor trucks; CRS-2 is used with the Road Patcher One Man Truck for preventive
maintenance; and SS-1 is used as a tack coat for asphalt failure repairs when using fresh
Hot Mix Asphalt.
Ergon Asphalt & Emulsions submitted the only bid to provide emulsified asphalt products for
the maintenance of streets in the City. The bid was included three options to provide staff
with flexibility – an annual price, semi-annual price, and a quarterly price. Ergon offered
the same unit prices for each of the three options. The cost per gallon of HFRS delivered for
the annual option is a reduction of 13% since June 25, 2008, the date of the last bid.
Likewise, this bid is a reduction of approximately 25% for CRS-2 since the 2008 bid. This is
the first year to include SS-1 in the bid.
Budget & Financial Summary: Funding is available in the operating budget of the Street
Maintenance Division.
Attachments:
1. Tabulation of Bid 11-125
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City of College Station - Purchasing Division
Bid Tabulation for #11-125
"Annual Emulsified Asphalt Products"
Open Date: Thursday, September 15, 2011 @ 2:00 p.m.
Ergon Asphalt & Emulsions
Item Est.Unit Total
No.Qty.Unit Description Price Price
1 100000 gal Emulsion, HFRS (Delivered)3.0006$ 300,060.00$
2 20000 gal Emulsion, CRS (Delivered)2.3894$ 47,788.00$
2b 20000 gal Emulsion, CRS (Pickup by City)2.2500$ 45,000.00$
3 6000 gal Emulsion, Anionic SS-1 (Pickup by City)2.2500$ 13,500.00$
4 6000 gal Cutback, Medium Curing MC-30 (Pickup by City)-$
Total
Semi-Annual Estimates
Item Est.Unit Total
No.Qty.Unit Description Price Price
1 50000 gal Emulsion, HFRS (Delivered)3.0006$ 150,030.00$
2 10000 gal Emulsion, CRS (Delivered)2.3894$ 23,894.00$
2b 10000 gal Emulsion, CRS (Pickup by City)2.2500$ 22,500.00$
3 3000 gal Emulsion, Anionic SS-1 (Pickup by City)2.2500$ 6,750.00$
4 3000 gal Cutback, Medium Curing MC-30 (Pickup by City)-$
Total 1&2&2b
Quarterly Estimates
Item Est.Unit Total
No.Qty.Unit Description Price Price
1 33000 gal Emulsion, HFRS (Delivered)3.0006$ 99,019.80$
2 6600 gal Emulsion, CRS (Delivered)2.3894$ 15,770.04$
2b 6600 gal Emulsion, CRS (Pickup by City)2.2500$ 14,850.00$
3 1500 gal Emulsion, Anionic SS-1 (Pickup by City)2.2500$ 3,375.00$
4 1500 gal Cutback, Medium Curing MC-30 (Pickup by City)-$
Total 1&2&2b
Certification Y
Exceptions
133,014.84$
Federal Environmental Fee will
be added to above prices at a
rate of $.4424/ton for asphalt &
polymer loads or $.00133/gal for
emulsion loads.
Annual Estimates
406,348.00$
203,174.00$
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October 13, 2011
Regular Agenda Item No. 1
Rezoning for 2672 Horse Haven Lane
To: David Neeley, City Manager
From: Bob Cowell, AICP, Director of Planning & Development Services
Agenda Caption: Public Hearing, presentation, possible action, and discussion regarding an
amendment to Chapter 12, “Unified Development Ordinance”, Section 4.2, “Official Zoning Map”
of the Code of Ordinances of the City of College Station, Texas by rezoning 8.11 acres located
at 2672 Horse Haven Lane from R-1 Single-Family Residential and A-O Agricultural-Open to
PDD Planned Development District.
Recommendation(s): The Planning and Zoning Commission considered this item at their
September 15, 2011 meeting and voted 5-0 to recommend approval. Staff also recommended
approval 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 Comprehensive Plan Future Land Use
and Character Map designates the subject property as General Commercial. The General
Commercial land use designation is generally for areas that include office, retail,
restaurants, and other high-intensity commercial uses. The uses proposed with this
requested PDD include self-storage and an accessory office, both of which are appropriate
for the General Commercial land use designation. However, the proximity to existing
residential uses puts the proposed land use at risk of conflict with the Neighborhood Integrity
portion of the Comprehensive Plan. In order to address these potential conflicts, the
developer has made additions to the proposal that will increase the uses compatibility to the
neighborhood.
2. Compatibility with the present zoning and conforming uses of nearby property and
with the character of the neighborhood: The subject property is currently zoned A-O
Agricultural Open and R-1 Single-family Residential. The property is bound on the north side
by Horse Haven Lane, which was built as a Local Street and was later designated as a
Minor Collector on the Thoroughfare Plan. To the northeast and east sit eleven single-
family lots, all built upon except one, that are zoned R-1 Single-family Residential, and the
pasture portion of a small ranch zoned A-O Agricultural-Open. The City of College Station
has acquired Greenway property to the south and Academy Sporting Goods is developed as
a PDD to the west. The proposed use is compatible to Academy and the neighboring
Gander Mountain store. The developer is proposing numerous site attributes and
community benefits, many shown on the PDD Concept Plan, to lessen the visual and
audible impact of the use. These elements are being provided to increase the compatibility
of the proposed use to the surrounding residential neighborhood. In addition the lesser
intense commercial use acts as a transition from the intense retail uses along State Highway
6 to the single-family units.
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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 subject
property is located between Academy and Horse Haven Subdivision. Being previously
developed as a well site and having an active telecommunications tower on the west side
makes this site more appropriate for non-residential development. The proposed use will
act as a transition between the intense retailers along State Highway 6 and the single-family
development to the east. In addition, this site will be dedicating a multi-use path along the
eastern border of the developing portion and will be dedicating a blanket public access
easements over the rear “Open Space” portion during the platting process. This will further
enable future pedestrian and cyclist connectivity from Horse Haven to Raintree
Subdivisions.
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 R-1 Single-family Residential, which allows for high-density,
detached, single-family residential uses. The suitability of the use is compromised due to the
active telecommunications tower on the west side of the property. In addition, its proximity
to two major retailers, Gander Mountain and Academy, leaves the property less appropriate
for single-family development.
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 subject property as a single-family development is likely lessened by the
existence of an active telecommunications tower on site. In addition, the configuration of the
property would prove difficult for residential development since a local street would be
required to provide access to internal lots. This right-of-way would either be a cul-de-sac,
thus limiting the number of lots that could be developed due to accessibility, or a loop that
would increase the amount of right-of-way required and therefore reduce the number of lots.
However, a self-storage facility will be able to serve the residential uses in the general area.
6. Availability of water, wastewater, stormwater, and transportation facilities generally
suitable and adequate for the proposed use: The subject tract is located adjacent to an
8-inch water system which runs along Horse Haven Lane. The subject tract is located
adjacent to an 18-inch sanitary sewer main found on the western property boundary. The
site is in the Wolf Pen Creek Drainage Basin, and is encroached by FEMA Regulated Flood
Plain Zone AE per FEMA FIRM Panel 144C & 163D. Per the zoning request, the portion of
floodplain encroaching into the property is to remain as open space. Future development of
the tract will be required to meet the City's Storm Water Design Guidelines. The subject
tract will take access from Horse Haven Lane, which is designated as a two-lane Minor
Collector on the City's Thoroughfare Plan.
REVIEW OF CONCEPT PLAN
The applicant has provided the following information related to the purpose and intent of the
proposed zoning district:
“To construct a personal storage facility for the surrounding community.”
The proposed concept plan includes a self-storage facility, an accessory office, open space, and
a multi-use path. Outdoor storage and the storage of moving trucks is expressly prohibited.
The total building square footage is proposed to range between 25,000 and 35,000. The
exterior buildings (along horse haven lane, the multi-use path, and next to Academy) will be a
maximum of 25-feet high and the interior buildings will have a maximum height of 10-feet. Roof
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pitch will be a minimum of 4:12 for the buildings facing Horse Haven Lane, the multi-use path,
and the building closet to Academy. Interior buildings are proposed to have a minimum of a
1:12 pitch (flat roof).
Base Zoning and Meritorious Modifications
The applicant is proposing to develop using the C-1 General Commercial zoning classification
standards for the requested PDD, while limiting the uses to self-storage and accessory office.
At the time of plat and site plan, the project will need to meet all applicable site development
standards and platting requirements of the UDO for the C-1 General Commercial zoning
classification, except where meritorious modifications are granted with the PDD zoning. The
applicant is requesting the following meritorious modifications:
1. UDO Section 7.6 “Buffer”
This section of the UDO requires a wall to be constructed between commercial and
residential developments. However, Staff and the applicant were concerned of the
safety of creating a “canyon effect” for the multi-use path that would discourage its use
and reduce safety. In lieu of a wall, the applicant is proposing a decorative wrought iron
fence and double landscaping along the eastern side of the developing portion. This will
enable some visibility into the commercial site to allow people inside the development to
see what is happening along the path, and the open side will increase air flow making it
a more comfortable environment. In addition, the fence is proposed to be located on the
development side of the buffer to allow the buffer landscaping to contribute to the
aesthetics of the multi-use path and to create a wider area for bike and pedestrian traffic.
This is in lieu of placing the buffer wall or fence less than one foot from the property line
as required by this section.
2. UDO Section 8.2.G.2 “Blocks”
According to subdivision regulations, block length must be broken along a street with a
Restricted Thoroughfare Plan designation. The community and City Council has
previously determined that Appomattox is not intended to connect between the Horse
Haven and Raintree Subdivisions. Therefore, the applicant is requesting a modification
to this requirement, and instead proposing to dedicate a 20-foot wide multi-use path and
construct a 10-foot wide path along the eastern side of the developing portion of the
property. This path location was determined by the Bicycle, Pedestrian, Greenways
Master Plan. In addition, the developer has agreed to dedicate a blanket public access
easement on the “Open Space” portion with the option for a future multi-use path
dedication.
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: Facades facing Horse Haven Lane, the
multi-use path, and the office building facing Academy will have 50-percent masonry (stone,
brick, tile, or a concrete product simulating one of these materials), excepting all doors and
windows. Low-profile roofs, both pitched and flat will be muted colors to decrease the visual
impact of the use. A sidewalk connection will be made between the 10-foot wide multi-use path
sidewalk and an existing public access easement sidewalk. Also, residential noise restriction
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will be placed on the development to eliminate potential use incompatibilities. Freestanding
signage will be limited to low-profile to reduce the amount of visual clutter upon entering the
neighborhood.
2. The proposal is in conformity with the policies, goals, and objectives of the
Comprehensive Plan, and any subsequently adopted Plans, and will be consistent with
the intent and purpose of this Section: The Concept Plan reflects the policies, goals and
objectives of the Comprehensive Plan as it relates to land use and character, connectivity, and
neighborhood integrity. The General Commercial designation in the Comprehensive Plan Land
Use Map is intended for areas that include intense commercial activity, as proposed with this
PDD. The Bicycle, Pedestrian, Greenways Master Plan is being followed with the proposed
multi-use path. In addition, several components are proposed to promote and protect
neighborhood integrity.
a) Building facades facing Horse Haven Lane, the multi-use path, and the office
building facing Academy will have 50-percent masonry (stone, brick, tile, or a
concrete product simulating one of these materials), excepting all doors and
windows.
b) An arch will be constructed at the entrance of the multi-use path.
c) Decorative wrought iron fencing will be provided along the multi-use path and at
the rear of the developing area.
d) Freestanding signage will be limited to low profile only.
e) The buffer landscaping will be doubled.
f) Residential noise restriction will be implemented.
g) The dumpster will be placed in a conscientious location.
h) Site lighting will be attached to the building, and will not include pole mounted
lights.
3. The proposal is compatible with existing or permitted uses on abutting sites and will
not adversely affect adjacent development: The proposed land use, with additional
compatibility components, acts as a development transition between Academy and Horse
Haven Subdivision. The multi use path with additional landscaping, an arched entrance and
bench, and a connection to an existing public access easement may be considered a benefit to
the community. While downcast lights attached to the buildings, strategic dumpster location,
increased masonry, decorative, fencing, pitched roofs, and noise restrictions all contribute to the
use compatibility.
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: There are no residential uses proposed for this development.
5. The development includes provision of adequate public improvements, including, but
not limited to, parks, schools, and other public facilities: Public improvements will include
the sidewalk along Horse Haven Lane; the 20-foot wide multi-use path with a 10-foot wide
sidewalk, a bench, and decorative arch to indentify the multi-use path entrance; a connector
sidewalk to the existing public access easement that projects from Horse Haven Subdivision
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into the subject property; and the “Open Space,” which will have a blanket public access
easement upon platting.
6. The development will not be detrimental to the public health, safety, welfare, or
materially injurious to properties or improvements in the vicinity: Along with bicycle and
pedestrian improvements to increase safety conditions, this proposed PDD includes the
implementation of residential noise level restrictions for the commercial development, locating
the dumpster on the side farthest from residential uses, and combing a required buffer with a
20-foot wide multi-use path to create a 35-foot wide area between the residential fence and the
development’s fence. In addition, pitched roofs are proposed in strategic locations to create
harmony between the commercial and residential uses.
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 proposed development will
increase safety by adding a sidewalk along Horse Haven Lane, a multi-use path containing a
10-foot wide sidewalk, and a varying width connector sidewalk to the Horse Haven Subdivision
access easement and sidewalk. A traffic impact analysis was not requested for this project due
to the traffic level (144 trips per peak hour) estimated to be generated by this proposal.
Budget & Financial Summary: N/A
Attachments:
1. Background Information
2. Aerial & Small Area Map (SAM)
3. Draft Planning & Zoning Commission Minutes – September 15, 2011
4. Ordinance
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BACKGROUND INFORMATION
NOTIFICATIONS
Advertised Commission Hearing Date: September 15, 2011
Advertised Council Hearing Dates: October 13, 2011
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: 31
Contacts in support: None
Contacts in opposition: One- This person is concerned about a commercial
development injuring their property value.
Inquiry contacts: Three- All inquirers were amenable to the development.
ADJACENT LAND USES
Direction Comprehensive Plan Zoning Land Use
North 2-Lane Minor
Collector
N/A Horse Haven Lane
South Natural Areas-
Reserved
A-O Agricultural-Open Vacant (City property)
East Natural Areas-
Reserved
R-1 Single-Family
Residential
-----
A-O Agricultural-Open
Horse Haven
Subdivision
------
Vacant portion of
larger property
West Natural Areas-
Reserved and
General Commercial
PDD Planned
Development District
Academy
DEVELOPMENT HISTORY
Annexation: September 1977
Zoning: A-O Agricultural-Open (upon annexation)
R-1 Single-family Residential (2004, front portion only)
Final Plat: Unplatted.
Site development: This site was previously developed as an oil well, but is currently
vacant with the exception of a telecommunication tower.
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September 15, 2011 P&Z Regular Meeting Minutes Page 1 of 2
MINUTES
PLANNING & ZONING COMMISSION
Regular Meeting
September 15, 2011, 7:00 p.m.
City Hall Council Chambers
College Station, Texas
COMMISSIONERS PRESENT: Chairman Mike Ashfield, Jodi Warner, Bo Miles, Jerome
Rektorik, Jim Ross
COMMISSIONERS ABSENT: James Benham and Craig Hall
CITY COUNCIL MEMBERS PRESENT: Karl Mooney
CITY STAFF PRESENT: Bob Cowell, Lance Simms, Molly Hitchcock, Joe Guerra, Alan
Gibbs, Jennifer Prochazka, Morgan Hester, Lauren Hovde, Venessa Garza, Adam Falco, Brittany
Caldwell, and April Howard
1. Call meeting to order.
Chairman Ashfield called the meeting to order at 7:00 p.m.
Regular Agenda
5. Public hearing, presentation, possible action, and discussion regarding a request to rezone
8.11 acres located at 2672 Horse Haven Lane, generally located behind Academy, from
R-1 Single-Family Residential and A-O Agricultural-Open to PDD Planned Development
District. Case # 11-00500116 (LH) (Note: Final action on this item is scheduled for
the October 13, 2011 City Council Meeting – subject to change)
Staff Planner Hovde presented the rezoning and recommended approval.
There was general discussion regarding the rezoning.
Alton Ofczarzak, property owner, stated that he was available for questions.
Chairman Ashfield opened the public hearing.
No one spoke during the public hearing.
Chairman Ashfield closed the public hearing.
Commissioner Ross motioned to recommend approval of the rezoning.
Commissioner Rektorik seconded the motion, motion passed (5-0).
7. Adjourn.
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September 15, 2011 P&Z Regular Meeting Minutes Page 2 of 2
The meeting was adjourned at 7:15 p.m.
Approved: Attest:
______________________________ ________________________________
Mike Ashfield, Chairman Brittany Caldwell, Admin Support Specialist
Planning & Zoning Commission Planning & Development Services
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October 13, 2011
Regular Agenda Item No. 2
Affordable Senior Housing Tax Credit Development
To: David Neeley, City Manager
From: Bob Cowell, AICP, CNU-A Executive Director - Planning & Development Services
Agenda Caption: Presentation, discussion, and possible action on authorization for the Mayor to sign a
Resolution declaring support for the NRP Holdings, LLC Joint Housing Tax Credit and HOME Investment
application to the Texas Department of Housing and Community Affairs for the Year 2012 and Conditional
HOME Investment Partnership Commitment (Funding Commitment Agreement) in support of the
application for an affordable senior rental housing development.
Relationship to Strategic Goals: Financially Sustainable City, Funding Core Services and Infrastructure,
and Diverse Growing Economy
Recommendation(s): Staff recommends approval of the Resolution and Conditional HOME Investment
Partnership Commitment endorsing the proposed development, and upon approval from the State,
promising future consideration of a Development Agreement allocating up to $1,000,000.00 in HOME
Grant funding for this affordable, mixed income senior residential development. Approximately
$390,000.00 will be recaptured by HUD if a conditional commitment is not made.
Summary: This proposed residential senior development was submitted in response to RFP #11-100,
which the City Council initiated this past summer and was one of four proposals in response to that
request. The development is to be located adjacent to The Med and Southwood Athletic Park. The
developer is NRP Holdings, LLC and the subject property is currently zoned single-family residential, but
the current landowner has requested a Planned Development District. The proposed development would
consist of ninety-six (96) one- and two-bedroom units. Exterior construction will be 100% masonry, and
amenities will include an elevator, club house, work-out room, and pool.
The development will be mixed income serving seniors and will be constructed with private funds, State of
Texas Low-Income Housing Tax Credit funding, and, with City Council approval, Federal funds from the
City’s HOME Investment Partnership grant. The State Housing Tax Credit Program requires that the
property be maintained as an affordable senior housing development for a minimum of thirty (30) years.
The City’s 2010-2014 Consolidated Plan, as adopted by the City Council, identified a need for affordable
senior housing.
Previous residential developments located elsewhere in Texas and throughout the U.S. by this developer
are of high quality. Staff also received positive references related to the previous work of NRP Holdings,
LLC. Within the past three years the NRP Holdings, LLC has been involved in the development of over
3,500 units in Texas, almost all of which have secured Tax Credit financing. In 2009 the National
Association of Home Builders’ (NAHB) awarded NRP Holdings, LLC “Multifamily Development Firm of the
Year”.
Budget & Financial Summary: The recommended funding level from the City’s Federal HOME
Investment Partnership Grant is up to $1,000,000.00 from the FY 2010, 2011, and 2012 Community
Development budgets, which will be structured as a long-term loan repaid to the City at the end of the
affordability period. Funding for this type of residential development was approved by Council in the FY
2012 (PY 2011) Community Development Action Plan and Budget. With Council approval, a development
agreement and other related documents will be prepared for future consideration and action to formally
allocate the referenced funds. Actual funds will only be made available for the project once it has been
approved by the Texas Department of Housing and Community Affairs (TDHCA).
Attachments:
Attachment 1: Resolution
Attachment 2: Conditional HOME Investment Partnership Commitment (Funding Commitment Agreement)
Attachment 3: NRP Holdings, LLC Proposal (on file with the City Secretary)
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October 13, 2011
Regular Agenda Item No. 3
HOME Investment Partnership Funding Agreement with Habitat for Humanity, Inc.
To: David Neeley, City Manager
From: Bob Cowell, AICP, CNU-A Executive Director - Planning & Development Services
Agenda Caption: Presentation, discussion, and possible action regarding a funding agreement for a
grant of HOME Investment Partnership funds to B/CS Habitat for Humanity, Inc. in the amount of
$320,000.00 for acquisition, demolition, and construction in support of the production of affordable single-
family housing.
Relationship to Strategic Goals: Financially Sustainable City, Providing Core Services and
Infrastructure, and Neighborhood Integrity
Recommendation(s): Staff recommends approval of the Funding Agreement. Funds were approved in
the FY 2010 (PY 2009) Community Development Action Plan and Budget and, per federal regulation, will
be recaptured by HUD if a funding commitment is not made.
Summary: The federal HOME Investment Partnership Program provides assistance to income qualified
households by providing funds for a variety of affordable housing activities. In June 2011, Council
directed staff to expand its partnership with B/CS Habitat for Humanity by providing HOME Investment
Partnership funds to enable Habitat for Humanity to build affordable housing in College Station. At their
meeting on September 20th the Habitat for Humanity Board approved the funding agreement.
The agreement designates funds for acquisition of suitable property, demolition of substandard structures
as necessary, and construction of affordable single-family homes. The City will approve the property
acquired, the house design, and the project budget before each project commences. In addition, the
exterior of the homes must be a minimum of 25% brick and must have a garage if lot size permits. The
amount of funds provided by the City for each project will not exceed $80,000.00.
This agreement grants $320,000.00 of unobligated FY 2010 (PY 2009) HOME funds to Habitat for
Humanity for the production of affordable homes available to low- and moderate-income families. These
funds will be provided to Habitat for Humanity on a reimbursement basis.
Budget & Financial Summary: Funding for this agreement will be from the Community Development FY
2010 (PY 2009) federal HOME Investment Partnership Program Budget. These funds were approved by
Council for these activities in the 2009 Action Plan and the 2010-2014 Consolidated Plan. HOME grant
funds are required to be allocated within 24 months of the grant year and expended within 5 years.
Attachments:
Attachment 1: HOME Investment Partnership Funding Agreement with Habitat for Humanity
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