HomeMy WebLinkAbout09/22/2016 - Regular Minutes City CouncilMINUTES OF THE REGULAR CITY COUNCIL MEETING
CITY OF COLLEGE STATION
SEPTEMBER 22, 2016
STATE OF TEXAS
COUNTY OF BRAZOS
Present:
Nancy Berry, Mayor
Council:
Blanche Brick
Steve Aldrich
Karl Mooney
John Nichols
Julie Schultz
James Benham
City Staff:
Kelly Templin, City Manager
Carla Robinson, City Attorney
Chuck Gilman, Deputy City Manager
Sherry Mashburn, City Secretary
Ian Whittenton, Records Management Administrator
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 Berry at 3:30 p.m. on Thursday, September 22, 2016 in the Council Chambers of
the City of College Station City Hall, 1101 Texas Avenue, College Station, Texas 77840.
1. Pledge of Allegiance, Invocation, consider absence resiuest.
Hear Visitors Comments
Ben Roper, 5449 Prairie Dawn Ct., came before Council to honor the service and sacrifice of
Specialist Israel Garza.
CONSENT AGENDA
2a. Presentation, possible action, and discussion of minutes for:,
• September 8, 2016.Workshop
MIM
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• September 8, 2016.Regular Meeting
2b. Presentation. possible action, and discussion regarding the renewal of Service Contract
14-372 with Cal's Body Shop for annual automobile and truck paint and body repairs in an
amount not to exceed $60,000.
2c. Presentation, Possible action, and discussion regarding approval to award a contract for
Annual Padmount Equipment Repair and Restoration to Utility Restoration Services Inc. in
the amount of $256,384.
2d. Presentation, possible action, and discussion regarding ratification of contract #16300600
with Elliott Construction for emergency sewer line repairs in Woodson Village, in the
amount of $53,045.
2e. Presentation, possible action, and discussion regarding ratification of purchases up to
$60,000 on price agreement #15300483 with Brenntag for bulk chlorine.,
2f. Presentation, possible action, and discussion on the first renewal of Bid No. 15-080 for
purchasing City branded uniforms for Parks athletic programs and other City departments
with CC Creations for $46,000; Monograms and More for 540,000; and Promotional
Designs, Inc. for $40,000 for a combined annual estimated expenditure of $126,000.,
2g. Presentation, possible action, and discussion on renewing the financial advisory services
consultant contract with Hilltop Securities, Inc. (formerly First Southwest Company) not to
exceed $150,000.
2h. Presentation, possible action, and discussion to authorize expenditure of funds for FY
2017 for 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; and to authorize the City Manager to
approve contracts and expenditures that are on the exemption list.
2i. 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
2017. FY17 premiums for all lines of coverage total $464,350.
2j. Presentation possible action, and discussion regarding the renewal of contract no.
15300345 with Brazos Paying, Inc.. for the purchase and installation of Type D Hot Mix
Asphalt and Emulsion for an amount not to exceed $1013,550.
2k. Presentation. possible action, and discussion regarding ratification and approval of
expenses for Autocar replacement parts and repair services for City sanitation trucks from
Chastang Enterprises (Chastang Ford) and approval of increasing the current blanket order
to extend its use through the end of FY16. Requested ratification amount: $20,000. The
new estimated annual expenditure for Autocar parts and repair services for City sanitation
trucks for FY16 is $69,763.35.
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21. Presentation. possible action, and discussion on approval of a professional services
Contract No. 16300614 with Jones & Carter in the amount of $427,000 for the professional,
engineering services related to the design of the Cain/Deacon Rail Road Crossing Switch,
Project.
2m. Presentation, possible action, and discussion regarding approval of the construction
contract (Contract No. 16300538) with Hassell Construction in the amount of $4,917,901.63
for the Greens Prairie Trail Widening Project.
2n. Presentation, possible action, and discussion on Ordinance 2016-3804, amending Chapter
10, "Traffic Code", Section 3 "Speed Limits", Subsection F (1) "Temporary Speed Limits
Established For Certain Described Streets", Traffic Schedule XIII, "Temporary Speed
Limits", by temporarily amending the posted speed limit on Greens Prairie Trail between
FM 2154 to Rovder Road to 25 mph during the Greens Prairie Trail Widening Project.
2o. Presentation, possible action, and discussion on Resolution 09-22-1.6-2o, an Advance
Funding Agreement (AFA) between the City of College Station and the State of Texas,acting
through the Texas Department of Transportation (TXDOT).
2p. Presentation, possible action, and discussion on approval of Resolution 09-22-16-2p, an
Advanced Funding Agreement (AFA) between the City of College Station and the State of
Texas, acting through the Texas Department of Transportation (TXDOT) for drive signal.
improvements at the intersection of FM 2818 and Longmire Drive.
2q. Presentation, possible action. and discussion on Ordinance 2016-3805, amending Chapter
10, "Traffic Code", Section 2 "Traffic Control Devices", C "Four-Wav Ston Intersections",
Traffic Schedule II - "Four -Way Stop Intersections", of the Code of Ordinances of the City
of College Station, Texas, by implementing an all -way stop control intersections at the
intersections of Market Street at Cottage Lane.
2r. Presentation, possible action, and discussion on Ordinance 2016-3806, amending Chapter
10, "Traffic Code", Section 2 "Traffic Control Devices", N "U-turn prohibitions", Traffic
Schedule XI - "No U-turns" to prohibit U-turns for southeast bound Holleman Drive South
at the intersection of Holleman Drive South and Market Street.
2s. Presentation, possible action, and discussion on Ordinance 2016-3807, amending Chanter
10, "Traffic Code", Section 4 "Administrative Adjudication of Parking Violations", E
"Parking Regulations of Certain Described Areas", (1) "Traffic Schedule XIV - No Parkin;
Here to Corner or No Parking Anytime" by removing parking along Market Street, Cottage
Lane, and Junction Boys Road.
2t. Presentation, possible action, and discussion regarding a contract renewal with Xpedient
Mail for printing and mailing utility bills, late notices and inserts not to exceed $230.000..
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2u. Presentation, possible action, and discussion regarding approving Resolution 09-22-16-
2u, setting a public hearing to consider the imposition of Roadway Impact Fees.
2v. Presentation, possible action, and discussion on a bid award for the annual blanket
purchase of three phase pad -mounted transformers, which will be maintained in electrical
inventory and expended as needed. The total recommended award is $389313 and will be
awarded by line item to the lowest responsible bidder.
2w. Presentation, possible action, and discussion on ratifying termination of General Service
Contract 16300455 with N -LINE Traffic Maintenance for TAMU post game traffic control.
2x. Presentation, possible action, and discussion regarding ratification of a service contract
(16300628) with Buyers Barricades Houston not to exceed 862,000 for the 2016 TAMU
Football Post Game Dav Traffic Control.
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 approve the Consent
Agenda. The motion carried unanimously.
REGULAR AGENDA
1. Public. Hearing. presentation. possible action, and discussion on Ordinance 2016-3808,
Budget Amendment #3 amending Ordinance No. 3705 which will amend the budget for the
2015-2016 Fiscal Year in the amount of $2390944; and presentation. possible action and
discussion on an interfund transfer totaling $2,390,944 and two interfund loans totaling
$2,390,944.
Jeff Kersten, Assistant City Manager, stated that the proposed budget amendment is to increase
the FY16 budget appropriations by $2,390,944. This amendment also includes an interfund
transfer of $2,390,944 and two interfund loans totaling $2,390,944.
At approximately 3:38 p.m., Mayor Berry opened the Public Hearing.
There being no comments, the Public Hearing was closed at 3:38 p.m.
MOTION: Upon a motion made by Councilmember Aldrich and a second by Councilmember
Mooney, the City Council voted six (6) for and none (0) opposed, with Councilmember Schultz
absent from the dais, to adopt Ordinance 2016-3808, Budget Amendment #3 amending Ordinance
No. 3705 which will amend the budget for the 2015-2016 Fiscal Year in the amount of $2,390,944;
and presentation, possible action and discussion on an interfund transfer totaling $2,390,944 and
two interfund loans totaling $2,390,944. The motion carried unanimously.
2. Presentation. possible action, and discussion on Ordinance 2016-3809, adopting the City
of College Station 2016-2017 Budget; and presentation, possible action and discussion
ratifying the property tax revenue increase reflected in the budget.
Jeff Kersten, Assistant City Manager, noted the proposed budget will result in additional property
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tax revenues over last year totaling $4,507,782 or 15.10%. He briefed the Council on proposed
budget revisions including gateway signage (Council initiated), and staff initiated
recommendations: creation of a Roadway Maintenance Fund, creation of a CDBG Local Account
Fund, Fiscal and Budgetary Policy revisions related to street light costs and technology
replacement, and a Budget Ordinance revision. There is no net fiscal impact related to the staff
recommended changes. There is a net increase to the budget of $175,000 for the gateway signage.
MOTION: Upon a motion made by Councilmember Nichols and a second by Councilmember
Aldrich, the City Council voted six (6) for and one (1) opposed, with Councilmember Benham
voting against, to approve Ordinance 2015-3809, adopting the City of College Station 2016-2017
Budget, with the revisions presented tonight. The motion carried.
MOTION: Upon a motion made by Councilmember Aldrich and a second by Mayor Berry, the
City Council voted six (6) for and none (0) opposed, with Councilmember Benham not voting, to
approve ratifying the property tax revenue increase reflected in the budget. The motion carried.
3. Presentation, possible action, and discussion on approval of Ordinance 2016-3810,
adopting the City of College Station 2016-2017 ad valorem tax rate of $0.472500 per $100
assessed valuation, the debt service portion being $0.195339 per $100 assessed valuation and
the operations and maintenance portion being $0.277161 per $100 assessed valuation.
Jeff Kersten, Assistant City Manager, reported that Council has held two public hearings on a tax
rate of $0.472500. The tax rate must be adopted as two separate components - one for Operations
and Maintenance and one for Debt Service.
MOTION: Upon a motion made by Councilmember Aldrich and a second by Councilmember
Brick, the City Council voted seven (7) for and none (0) opposed, to adopt Ordinance 2016-3810,
that the property tax rate be increased by the adoption of a tax rate of 47.25 cents per $100 assessed
valuation, which is effectively an 11.36 percent increase in the tax rate. It was also moved that the
Maintenance and Operations rate be 27.7161 cents per $100 assessed valuation; and the Debt
Service rate be 19.5339 cents per $100 assessed valuation. The motion carried unanimously.
4. Presentation, possible action, and discussion regarding Ordinance 2016-3811, approving
changes to the electric rate ordinance lowering the energy rates charged for power by one
Percent, effective October 1, 2016.
Jeff Kersten, Assistant City Manager, stated that, based on the electric fund financial forecast, it is
estimated that lowering electric energy rates by one percent will save electric customers $900,000
- $1 million in fiscal year 2017.
MOTION: Upon a motion made by Councilmember Mooney and a second by Councilmember
Nichols, the City Council voted seven (7) for and none (0) opposed, to adopt Ordinance 2016-
3811, approving changes to the electric rate ordinance lowering the energy rates charged for power
by one percent, effective October 1, 2016. The motion carried unanimously.
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5. Presentation, possible action, and discussion regarding Ordinance 2016-3812, amending
Chanter 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,
clarifying service connection responsibilities. and establishing a fire flow test fee.
Dave Coleman, Director of Water Services, stated that this rate increase is required to keep up
with the increased cost of operating the wastewater systems and to support the capital requirements
described in the Wastewater Master Plan. This revision will also clarify that developers are
responsible to construct the private water and sewer service lines in a re -development situation.
The City will establish the actual service connection after the private service lines are constructed.
These changes are necessary to meet the demands of rapid growth, and staff recommends approval.
MOTION: Upon a motion made by Councilmember Brick and a second by Councilmember
Mooney, the City Council voted seven (7) for and none (0) opposed, to adopt Ordinance 2016-
3812, 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, clarifying service connection responsibilities, and establishing a fire flow test fee. The
motion carried unanimously.
6. Public Hearing, presentation, possible action, and discussion regarding Ordinance 2016-
3813. vacating and abandoning a 3,402 square feet portion of a 15 -foot wide Public Utility,
Easement, which is located on Lot 3, Block 1 of the Spring Creek Commons Phase 4 & 5,
according to the plat recorded in Volume 9287. Page 128, of the Official Records of Brazos
County, Texas.
Carol Cotter, Planning and Development, reported that this public utility easement abandonment
accommodates future development of the tract. There are no public or private utilities in the subject
portion of the easement to be abandoned. Staff recommends approval.
At approximately 4:21 p.m., Mayor Berry opened the Public Hearing.
There being no comments, the Public Hearing was closed at 4:21 p.m.
MOTION: Upon a motion made by Councilmember Mooney and a second by Councilmember
Benham, the City Council voted seven (7) for and none (0) opposed, to adopt Ordinance 2016-
3813, vacating and abandoning a 3,402 square feet portion of a 15 -foot wide Public Utility
Easement, which is located on Lot 3, Block 1 of the Spring Creek Commons Phase 4 & 5,
according to the plat recorded in Volume 9287, Page 128, of the Official Records of Brazos
County, Texas. The motion carried unanimously.
7. Public Hearing, presentation, possible action, and discussion regarding Ordinance 2016-
3814, amending Chapter 15, "Impact Fees," of the Code of Ordinances of the City of College
Station, Texas providing for system -wide impact fees for water and wastewater services
within the City and portions of its extraterritorial jurisdiction.
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Dave Coleman, Director of Water Services, clarified that the proposed ordinance has an effective
date of December 1, 2016 and would implement impact fees in two phases (50% the first year and
full cost the second) within the entire City service area. The proposed new impact fees are
estimated to generate approximately $32 million over the next ten years to partially fund capital
costs required to meet the demands of growth.
At approximately 4:44 p.m., Mayor Berry opened the Public Hearing.
Buck Prewitt, 2302 Scotney Court, reported that a Bryan official said they hoped we would
institute impact fees because then those houses would be built in Bryan. He noted that homes built
in Wellborn have to pay a $2,100 fee, and this could be a double fee. This impact fee will have a
greater impact on affordable housing. Also, a small business that does not have the same usage as
a residence, would pay the same fee.
There being no further comments, the Public Hearing was closed at 4:49 p.m.
A motion was made by Councilmember Nichols and seconded by Councilmember Brick to adopt
Ordinance 2016-3814, amending Chapter 15, "Impact Fees," of the Code of Ordinances of the City
of College Station, Texas providing for system -wide impact fees for water and wastewater services
within the City and portions of its extraterritorial jurisdiction with the recommended two-year
phase-in as proposed by staff.
MOTION: Upon a motion made by Councilmember Benham and a second by Councilmember
Schultz, the City Council voted two (2) for and five (5) opposed, with Mayor Berry and
Councilmembers Brick, Aldrich, Mooney, and Nichols voting against, to amend Ordinance 2016-
3814, to reflect a three-year phasing. The motion failed.
MOTION: Upon a motion made by Councilmember Nichols and a second by Councilmember
Brick, the City Council voted five (5) for and two (2) opposed, with Councilmembers Mooney and
Schultz voting against, to adopt Ordinance 2016-3814, amending Chapter 15, "Impact Fees," of
the Code of Ordinances of the City of College Station, Texas providing for system -wide impact
fees for water and wastewater services within the City and portions of its extraterritorial
jurisdiction, with the recommended two-year phase-in as proposed by staff. The motion carried.
8. Adjournment.
There being no further business, Mayor Berry adjourned the Regular Meeting of the City Council
at 5:15 p.m. on Thursday, September 22, 2016.
Nancy Berry, Mayor
ATTEST:
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Sherry Mashburn, City Secretary
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vie:Air t
CITY OF COLLEGE STATION
Home of Texas A M Univenitf
To: Kelly Templin, City Manager
From: Jeff Kersten, Assistant City Manager
Date: September 15, 2016
Subject: FY17 Proposed Budget Revisions
The City Council discussed the addition of budget for a second City Gateway Sign to the FY17
Proposed Budget as part of the budget review process. This change is outlined below. Also included
in this memo are several changes that are being proposed by staff. These changes are intended to
address items that have been clarified and/or have evolved since when the Proposed Budget was
presented to Council.
Gateway Signage
The Council provided direction to include in the Approved Budget additional budget for a second
City Gateway Sign. The budget for the first sign is currently included in the Facilities and Technology
Capital Improvement Projects (CIP) Fund. At this time, it is being proposed that Certificates of
Obligation be included for the second gateway sign as part of the FY17 debt issuance. This item will
add an additional $175,000 to the Facilities and Technology CIP Fund for the second sign.
Creation of a Roadway Maintenance Fund
It has been determined that the most appropriate method for handling the financial activity related to
the Roadway Maintenance Fee is to establish a separate Roadway Maintenance Fund. This Fund will
be a Special Revenue Fund that will be used to track the applicable revenue and expenditures (similar
to the Drainage Utility Fund). In the Proposed Budget, the revenue and expenditures were reflected
as part of the General Fund. In the Approved Budget, separate financial statements will be included
for this Fund in the Special Revenue section of the budget document. The corresponding budget
related to this item will be moved from the General Fund to the Roadway Maintenance Fund. This
change has no net fiscal impact on the Approved Budget.
Creation of a CDBG Local Account Fund
As Council is aware, HUD has determined that all funds drawn for the purchase of the property on
Holleman Drive are subject to repayment. To handle this transaction, the City has established a
separate Special Revenue Fund, titled CDBG Local Account. The funds for the repayment will be
deposited into this Fund so that they can be reported accurately to HUD. When preparing the
Proposed Budget, the methodology for handling the repayment had not been finalized. In the
Approved Budget, separate financial statements will be included for this Fund in the Special Revenue
section of the budget document. This change has no net fiscal impact on the Approved Budget.
Fiscal and Budgetary Policy Revision Related to Street Light Costs
As discussed during the Council budget review process, the Proposed Budget includes moving the
cost related to the power purchased for the unmetered City street lights from the Electric Fund to the
General Fund. There was Council consensus during the budget review to move forward with this
change. As such, the following policy change is proposed to be incorporated into the Approved
Budget.
The changes related to the unmetered City of College Station street light power costs will result in
the following addition to section III. B. 6. Enterprise Fund Rates of the Fiscal and Budgetary Policy
Statements (Appendix F):
h. Unmetered City of College Station Street Light Costs. The electric power
cost related to the unmetered City of College street lights will be incurred in
the Electric Fund as part of the overall purchased power cost. The General
Fund will reimburse the Electric Fund for the estimated cost of this service.
The reimbursement amount will be estimated on an annual basis and will be
based on the number of applicable street lights, estimated power
consumption and estimated maintenance costs.
Fiscal and Budgetary Policy Revision Related to Technology Replacement
It has been determined that the City's policy with regard to technology replacement needs to be
revised to better suit the needs of the City. The FY17 Budget includes a recommended increase to the
Information Technology Department's technology replacement budget in order to fund a replacement
plan that is more reflective of current technology needs. Future increases are planned in order to phase
in the revisions to the plan.
The changes related to technology replacement will result in the following revision to section VI. D.
Capital Maintenance & Replacement: Technology of the Fiscal and Budgetary Policy Statements
(Appendix F):
D. TECHNOLOGY. The Information Technology Department (IT) centrally
manages and budgets for replacement and maintenance of certain equipment and
software city wide. Replacement schedules attempt to balance both the business
needs and budget capacity of the City.
Replacement is based on a set replacement schedule for designated end user
devices and replacement of certain desktop software applications as needed.
Major replacements for the computer systems including hardware and software
will be anticipated for a five-year period and included with the capital projects
lists presented in the annual budget.
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Budget Ordinance Revision and Related Fiscal and Budgetary Policy Revision
Staff is recommending a change to the Budget Ordinance (appendix A). This change will increase
the City Manager's spending authority from $50,000 to $100,000. In addition, Staff is recommending
that the contingency transfer limit that can be approved by the City Manager be increased from
$50,000 to $100,000. If approved, Part 3 & Part 4 of the Budget Ordinance will be revised to read as
follows:
PART 3: That the City Manager and his authorized and designated
employees, at his discretion, be, and are hereby authorized to approve and
execute contracts and documents authorizing the payment of funds and to
expend public funds for expenditures that are $100,000 or less; to approve and
execute change orders authorizing the expenditure of funds pursuant to the
TEXAS LOCAL GOVERNMENT CODE or as provided in the original contract
document. The intent of this section is to provide the ability to conduct daily
affairs of the City which involve numerous decisions of a routine nature.
PART 4: That the City Manager and his authorized and designated
employees, at his discretion, be, and are hereby, authorized to provide for
transfers of any unexpended or unencumbered appropriation balance within
each of the various departments in the General Fund and within any other fund
of the City and to authorize transfers of Contingent Appropriations within a
fund up to an amount equal to expenditures that are $100,000 or less.
The changes related to the increase in the contingency transfer limit will result in the following
addition to section II. F. Contingent Appropriation of the Fiscal and Budgetary Policy Statements
(Appendix F):
CONTINGENT APPROPRIATION. Pursuant to Section 58 of the Charter of
the City of College Station, the City will establish an adequate contingent
appropriation in each of the operating funds, The expenditure for this
appropriation shall be made only in cases of emergency, and a detailed account
shall be recorded and reported. The proceeds shall be disbursed only by transfer to
departmental appropriation. The transfer of this budget appropriation shall be
under the control of the City Manager and may be distributed by him in amounts
not exceeding $100,000. Any transfer involving more than such amounts must be
expressly approved in advance by the City Council.
Conclusions
These changes result in a revised overall net budget of $340,995,688. The City Council can consider
these changes as they move forward with adopting a budget on September 22.
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