HomeMy WebLinkAbout04/10/2008 - Regular Agenda Packet - City CouncilMayor Councilmembers
Ben White John Crompton
Mayor Pro Tem James Massey
Ron Gay Lynn McIlhaney
City Manager Chris Scotti
Glenn Brown David Ruesink
Agenda
College Station City Council
Regular Meeting
Thursday, April 10, 2008 at 7:00 PM
City Hall Council Chamber, 1101 Texas Avenue
College Station, Texas
1. Pledge of Allegiance, Invocation, Consider absence request.
Hear Visitors: A citizen may address the City Council on any item which does not appear on the
posted Agenda. Registration forms are available in the lobby and at the desk of the City Secretary.
This form should be completed and delivered to the City Secretary by 6:30 pm. Please limit remarks
to three minutes. A timer alarm will sound after 2 1/2 minutes to signal thirty seconds remaining to
conclude your remarks. The City Council will receive the information, ask staff to look into the
matter, or place the issue on a future agenda. Topics of operational concerns shall be directed to the
City Manager.
ON BEHALF OF THE CITIZENS OF COLLEGE STATION, HOME OF TEXAS A&M UNIVERSITY, WE WILL
CONTINUE TO PROMOTE AND ADVANCE THE COMMUNITY 'S QUALITY OF LIFE.
Consent Agenda
Individuals who wish to address the City Council on a consent or regular agenda item not posted as a
public hearing shall register with the City Secretary prior to the Mayor’s reading of the agenda item.
Registration forms are available in the lobby and at the desk of the City Secretary. The Mayor will
recognize individuals who wish to come forward to speak for or against the item. The speaker will
state their name and address for the record and allowed three minutes. A timer will sound at 2 1/2
minutes to signal thirty seconds remaining for remarks.
2. Presentation, possible action and discussion of consent agenda items which consists of ministerial
or "housekeeping" items required by law. Items may be removed from the consent agenda by majority
vote of the Council.
a. Presentation, possible action, and discussion of minutes for City Council workshop and regular
meetings, March 27, 2008.
b. Presentation, possible action, and discussion regarding annual renewal of software maintenance
with Sungard Public Sector, Inc. in the amount of $141,180.00.
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City Council Regular Meeting Page 2
Thursday, April 10, 2008
c. Presentation, possible action, and discussion regarding ratification of Change Order #1 to contract
08-098 with Joe Orr, Inc. in the amount of $18,200.00 to perform survey work associated with the
recent annexation.
d. Presentation, possible action, and discussion on approval of 2008 contracts for employee
insurance with Caremark, Deer Oaks EAP, The Standard Insurance Company, Minnesota Life, and
Blue Cross Blue Shield for the health plan and reinsurance (stop loss).
e. Presentation, discussion and possible action authorizing the payment of Retention and Expansion
and Payroll Grants in a total amount of $45,000 to Reynolds and Reynolds, Inc.
f. Presentation, discussion and possible action on a resolution approving a modification and
extension of the Note for the loan of HOME Investment Partnership (HOME) Program funds for the
Santour Court Housing Tax Credit development; and authorization for the Mayor to sign the
resolution.
g. Presentation, possible action, and discussion regarding a resolution approving a construction
contract, including Alternate “A”, with Brazos Valley Services in the amount of $1,065,521.45 for
the Church Avenue Phase II project.
h. Presentation, possible action, and discussion on a Resolution of the City Council of College
Station, Texas, approving an Advance Funding Agreement (AFA) with the Texas Department of
Transportation (TxDOT) to install, as part of the Wellborn Road widening project, landscape and
hardscape improvements on Wellborn Road (F.M. 2154) from 0.36 miles south of F.M. 2818 to 0.6
miles south of S.H. 40 in an amount not to exceed $92,984.00.
i. Presentation, possible action, and discussion on a resolution to award construction contract #08-
147 for $349,000 to Elliot Construction for installation of new water and wastewater service
connection taps.
j. Presentation, possible action and discussion regarding approval of an annual price agreement with
Vulcan Materials Company in an amount not to exceed $217,500 for cover stone, trap rock for the
maintenance of streets.
k. Presentation, possible action, and discussion on the award of Bid#08-48 for the installation of
roadway traffic signs and post. These traffic signs and material are essential in guiding, warning and
regulating vehicular and bicycle traffic throughout the City.
l. Presentation, possible action, and discussion regarding renewal of the annual purchase agreement
for janitorial services in an amount not to exceed $200,143.94.
m. Presentation, possible action and discussion of appointment of citizens to serve as election
officials in the May 10, 2008 General and Special Election.
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
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Thursday, April 10, 2008
Mayor will recognize you to come forward to speak for or against the item. The speaker will state
their name and address for the record and allowed three minutes. A timer will sound at 2 1/2 minutes to
signal thirty seconds remaining for remarks.
Individuals who wish to address the City Council on an item posted as a public hearing shall register
with the City Secretary prior to the Mayor’s announcement to open the public hearing. The Mayor
will recognize individuals who wish to come forward to speak for or against the item. The speaker
will state their name and address for the record and allowed three minutes. A timer alarm will sound at
2 1/2 minutes to signal thirty seconds remaining to conclude remarks. After a public hearing is
closed, there shall be no additional public comments. If Council needs additional information from the
general public, some limited comments may be allowed at the discretion of the Mayor.
If an individual does not wish to address the City Council, but still wishes to be recorded in the official
minutes as being in support or opposition to an agenda item, the individual may complete the
registration form provided in the lobby by providing the name, address, and comments about a city
related subject. These comments will be referred to the City Council and City Manager.
1. Presentation, public hearing, possible action and discussion on the Texas Avenue Streetscape
project.
2. Presentation, possible action, and discussion regarding the update to the City of College
Station’s Comprehensive Plan.
3. Presentation, possible action, and discussion regarding College Station’s Greenways Program
including discussion of current practices and updating of the Greenways Plan.
4. Presentation, possible action and discussion on an update of the city’s Red Light Camera
Program.
5. Adjourn.
If litigation issues arise to the posted subject matter of this Council Meeting an executive session will
be held.
APPROVED:
________________________________
City Manager
Notice is hereby given that a Regular Meeting of the City Council of the City of College Station, Texas
will be held on the Thursday, April 10, 2008 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 April, 2008 at 2:30 pm.
E-Signed by Connie Hooks
VERIFY authenticity with ApproveIt
________________________________
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Thursday, April 10, 2008
City Secretary
I, the undersigned, do hereby certify that the above Notice of Meeting of the Governing Body of the
City of College Station, Texas, is a true and correct copy of said Notice and that I posted a true and
correct copy of said notice on the bulletin board at City Hall, 1101 Texas Avenue, in College Station,
Texas, and the City’s website, www.cstx.gov . The Agenda and Notice are readily accessible to the
general public at all times. Said Notice and Agenda were posted on April 7, 2008 at 2:30 pm 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 ________________, 2008.
By______________________________________
Subscribed and sworn to before me on this the _____day of ________________, 2008.
______________________________
Notary Public – Brazos County, Texas My commission expires: ___________
The building is wheelchair accessible. Handicap parking spaces are available. Any request for sign
interpretive service must be made 48 hours before the meeting. To make arrangements call (979) 764-
3517 or (TDD) 1-800-735-2989. Agendas may be viewed on www.cstx.gov . Council meetings are
broadcast live on Cable Access Channel 19.
4
Mayor Councilmembers
Ben White John Crompton
Mayor Pro Tem James Massey
Ron Gay Lynn McIlhaney
City Manager Chris Scotti
Glenn Brown David Ruesink
Draft Minutes
City Council Workshop Meeting
Thursday, March 27, 2008 3:00 p.m.
City Hall Council Chambers, 1101 Texas Avenue
College Station, Texas
COUNCIL MEMBERS PRESENT: Mayor White, Mayor Pro Tem Gay, Council members
Crompton, Massey, McIlhaney, Scotti
COUNCIL MEMBER ABSENT: David Ruesink
STAFF PRESENT: City Manager Brown, City Attorney Cargill Jr., Deputy City Secretary
McNutt, Management Team.
Mayor White called meeting to order at 3:00 p.m.
Workshop Agenda Item No. 1 -- Presentation, possible action, and discussion on items listed
on the consent agenda.
No discussion needed.
Workshop Agenda Item No. 2 -- Presentation, possible action, and discussion regarding
neighborhood integrity items including code enforcement, city neighborhood
University/student/property manager relationships, rental registration, permitted number of
unrelated individuals, dense development standards, and neighborhood services.
Bob Cowell, AICP, Director of Planning and Development Services presented an overview of the
past neighborhood integrity issues and policy recommendations for addressing issues that will result
in a strong and sustainable neighborhoods.
The overview involved the most recent community engagement efforts:
Neighborhood Planning, Home Ownership programs, Property Maintenance Code, Neighborhood
Services, Neighborhood-focused Code Enforcement, Rental Registration, Model lease program,
Dense Development Standards, Improved Data Collection, Reporting, and Analysis, TAMU Aggie
land Solution, TAMU/City relationship and joint efforts, Neighborhood Outreach, Outcome, Output
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College Station City Council
Workshop Minutes 3/27/08 Page 2
and programmatic performance measures, Nuisance properties, Party host responsibilities,
Four Strategies recommended by City Staff:
1) Improve neighborhood problem-solving capacity
2) Orient services delivery toward neighborhoods and enhance enforcement tools
3) Educate Stakeholders
4) Provide additional enforcement tools.
Details within the proposed strategies: Actions toward neighborhood planning, promoting
homeownership, property maintenance code, neighborhood integrity, focus needed, code
enforcement, addition resources, neighborhood associations, rental registration (key part of this
program) (leases) need to look at development standards, data collection / analysis.
Aggie land Solution: Spirit and communication with the university and students, Code of conduct,
training and education, performance measures (to know how we are doing) Nuisance properties,
host responsibilities, mediation (informal)
Mayor White provided citizens the opportunity to speak on the topic of Neighborhood Integrity.
Jerry Cooper, 602 Bell, stressed the importance of preserving neighborhood integrity by limiting
number of unrelated individuals.
Conner Prochaska, 903 Welsh, deferred his time to Tyler Koch.
Tyler Koch, 505 Lansing, presented a proposal to the Council on Neighborhood Integrity:
•Tier One: Neighborhood Education, P2P
•Tier Two: University Involvement – An Educational Approach
•Tier Three: Rental Registration
•Tier Four: Host Responsibility Ordinance
Michael Luther, 614 Welsh Ave., opposed the current ordinance, urged Council to enforce number
of unrelated individuals.
Derek Ferrell, 400 Marion Pugh, expressed his appreciation to the Council for the time to speak.
Mark Gold, 1402 Sunny Ct., supported the rental registration program and give the homeowners the
opportunity to have choices within their neighborhood.
Kirk Hausman, 2605 Spicewood Ct., agreed with the existing ordinance.
John Riley Bryan, P.O. Box 5371, explained that although students are short term residents, a new
ordinance would not resolve the issue of neighborhood integrity.
Landon Proctor, 2017 Colgate, disagreed with the proposed ordinance.
In summary, City Council members acknowledged that discussion on neighborhood integrity was
an ongoing process. The Council did not make a decision to change the number of unrelated
roommates allowed in a single family home. Council members said they’d like to solve
neighborhood disputes with more effective communication efforts. The majority of the Council felt
that the rental registration program may also resolve code violation concerns.
Workshop Agenda Item No. 3 -- Presentation, possible action, and discussion regarding
College Station’s Greenways Program including discussion of current practices and updating
of the Greenways Plan.
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College Station City Council
Workshop Minutes 3/27/08 Page 3
Deferred item to April 10, 2008 Regular Meeting.
Workshop Agenda Item No. 4 -- Presentation, possible action, and discussion regarding the
update to the City of College Station’s Comprehensive Plan.
Deferred item to April 10, 2008 Regular Meeting.
Workshop Agenda Item No. 5 -- Presentation and discussion on an update of the city’s Red
Light Camera Program.
Deferred item to April 10, 2008 Regular Meeting.
Workshop Agenda Item No. 6 -- Council Calendar
Council reviewed the upcoming events.
Workshop Agenda Item No. 7 -- Presentation, possible action, and discussion on future
agenda items: A Council Member may inquire about a subject for which notice has not been
given. A statement of specific factual information or the recitation of existing policy may be
given. Any deliberation shall be limited to a proposal to place the subject on an agenda for a
subsequent meeting.
Council members did not submit items for future discussion.
Workshop Agenda Item No. 8 -- Discussion, review and possible action regarding the
following meetings: Arts Council Subcommittee of the Council, Audit Committee, Brazos
County Health Dept., Brazos Valley Council of Governments, Cemetery Committee, Design
Review Board, Historic Preservation Committee, Interfaith Dialogue Association,
Intergovernmental Committee, Joint Relief Funding Review Committee, Library Committee,
Metropolitan Planning Organization, National League of Cities, Outside Agency Funding
Review, Parks and Recreation Board, Planning and Zoning Commission, Sister City
Association, TAMU Student Senate, Research Valley Partnership, Regional Transportation
Committee for Council of Governments, Texas Municipal League, Transportation
Committee, Wolf Pen Creek Oversight Committee, Wolf Pen Creek TIF Board, Zoning Board
of Adjustments
Council member McIlhaney – Health Board.
Mayor Pro Tem Gay –Transportation Sub-Committee meeting.
Council member Massey – IGC meeting; transportation projects and working with BVCOG
(pandemic flu) animal control – EOC.
Workshop Agenda Item No. 9-- Executive Session will immediately follow the workshop
meeting in the Administrative Conference Room.
Mayor White announced in open session that the City Council would convene into executive
session pursuant to 551.071 of the Open Meetings Act to seek advice from City Attorney.
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College Station City Council
Workshop Minutes 3/27/08 Page 4
Workshop Agenda Item No. 10 – Executive Session will immediately follow the workshop
meeting in the Administrative Conference Room.
Consultation with Attorney {Gov’t Code Section 551.071}; possible action. The City Council may
seek advice from its attorney regarding a pending and contemplated litigation subject or settlement
offer or attorney-client privileged information. Litigation is an ongoing process and questions may
arise as to a litigation tactic or settlement offer, which needs to be discussed with the City Council.
Upon occasion the City Council may need information from its attorney as to the status of a pending
or contemplated litigation subject or settlement offer or attorney-client privileged information.
After executive session discussion, any final action or vote taken will be in public. The following
subject(s) may be discussed:
a. Application with TCEQ in Westside/Highway 60 area, near Brushy Water Supply
Corporation.
b. Civil Action No. H-04-4558, U.S. District Court, Southern District of Texas, Houston
Division, College Station v. U.S. Dept. of Agriculture, etc., and Wellborn Special Utility
District.
c. Cause No. GN-502012, Travis County, TMPA v. PUC (College Station filed Intervention
7/6/05)
d. Sewer CCN request.
e. Legal aspects of Water Well and possible purchase of or lease of another water site.
f. Civil Action No. H-04-3876, U.S. District Court, Southern District of Texas, Houston
Division, JK Development v. College Station.
g. Cause No. 06-002318-CV-272, 272nd Judicial District Court, Brazos County, Texas, Taylor
Kingsley v. City of College Station, Texas and Does 1 through 10, inclusive.
h. Cause No. 485-CC, County Court at Law No. 1, Brazos County, Texas, City of College
Station v. David Allen Weber, et al.
i. Bed & Banks Water Rights Discharge Permits for College Station and Bryan
j. Cause No. 07-001241-CV-361, 361st Judicial District Court, Brazos County, Texas
Gregory A. & Agnes A. Ricks v. City of College Station
k. Water CCN request
l. Legal issues and advice on Brazos Valley Solid Waste Management Agency Contract, on
proposed Brazos Valley Wide Area Communication Contract, on proposed Common Use
Contract, on proposed Franchise with City of Bryan for B.T.U. Electric, on proposed
easement and pole use for College Station electric line and update on legal proceedings for
Grimes County Landfill site and on contract for site acquisitions.
Workshop Agenda Item No. 11 -- Action on executive session, or any workshop agenda item
not completed or discussed in today’s workshop meeting will be discussed in tonight’s Regular
Meeting if necessary.
No formal action taken.
Workshop Agenda Item No. 12 -- Adjourn.
Refer to the regular meeting minutes for time of adjournment
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College Station City Council
Workshop Minutes 3/27/08 Page 5
PASSED and APPROVED, this 10th day of April, 2008.
APPROVED:
________________________________
Mayor Ben White
ATTEST
__________________________________
City Secretary Connie Hooks
9
Mayor Councilmembers
Ben White John Crompton
Mayor Pro Tem James Massey
Ron Gay Lynn McIlhaney
City Manager Chris Scotti
Glenn Brown David Ruesink
_____________________________________________________________________________
Draft Minutes
City Council Regular Meeting
Thursday, March 27, 2008 at 7:00 PM
City Hall Council Chamber, 1101 Texas Avenue
College Station, Texas
COUNCIL MEMBERS PRESENT: Mayor White, Mayor Pro Tem Gay, Council members Crompton,
Massey, Scotti, McIlhaney
STAFF PRESENT: City Manager Brown, City Attorney Cargill Jr., City Secretary Hooks, Deputy City
Secretary McNutt, Management Team
Regular Agenda Item No. 1 -- Pledge of Allegiance, Invocation Hear visitors.
Mayor White called the meeting to order at 7:00 p.m. He led the audience in the Pledge of Allegiance.
Chief R.B. Alley provided the invocation.
A motion was made by Mayor Pro Tem Gay to approve the absence request by Council Ruesink and
seconded by Council member McIlhaney 6-0.
FOR: Mayor White, Gay, McIlhaney, Scotti, Massey and Crompton
AGAINST: None
Anne Boykin and Colleen Risinger, member of the Historic Preservation Committee presented Doxie
Wootan with the Historic marker # 82, 1205 Walton Drive.
Mayor White presented a Proclamation proclaiming April 5, 2008 as “Don’t Mess with Texas Trash-Off
Day” to Keep Brazos Beautiful Executive Director Laura Tankserley.
Hear Visitors
Tom Woodfin, 3215 Innsbruck Cir., thanked Council on the pedestrian project at Welsh/Harvey Mitchell
intersection.
Tyler Koch, 505 Lansing, thanked the Council for listening to the students about the neighborhood integrity
plans.
Darrek Farrow, 400 Marion Pugh, thanked the Council for working with the students.
Jonathan Coopersmith, 1811 Shadowwood, thanked the Council for the sidewalks on Southwest Parkway
next to Texas.
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College Station City Council
Regular Minutes 03-27-08 Page 2
Layne Westover 3000 Welsh, thanked Council for the improvements of the bicycle lanes on Welsh / Harvey
Mitchell.
Brian Karl Alg, 3905 Dartmouth, expressed concerns about changing the ordinance related to number of
unrelated individuals in one household.
Mike Newman, 211 Lee, representing the Oakwood Neighborhood Association, submitted a petition to City
Manager Glenn Brown for the Council to consider using their neighborhood as a prototype for situations
related to unrelated individuals in as unrelated residence in a single family dwelling.
Regular Agenda Item No. 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. Approval of minutes for workshop and regular meetings, Thursday, March 13, 2008, and special meeting
retreat, Tuesday, March 5, 2008.
b. Approval of renewing an annual price agreement for Janitorial Supplies, Bid #06-44, with Pro Star
Industries in an amount not to exceed $57,174.18.
c. Approval of renewing Bid #07-03 to Brazos Valley Services as a secondary vendor to provide Type D Hot
Mix Asphalt for the maintenance of streets, in an amount not to exceed $66,000.00.
d. Approval of an Interlocal Agreement for cooperative purchasing activities between the City of College
Station and City of San Marcos, Texas.
e. Approval of a purchase order exceeding $50,000 to First Texas Group for Interim Police Chief Services.
f. Approval of furniture purchases for the newly renovated Police Department. Furniture purchases will be
made through the TxMAS contract (state contract) to Wilton’s Office Works in the amount of $200,000.
g. Approval of Change Order No. 1 to Contract 06-277 with LAN Walton for the Corsair Drive (AMS
Road) extension project and the expenditure of funds in the amount of $4,930.00.
h. Approval of an Advance Funding Agreement (AFA) with the Texas Department of Transportation (TX
DOT) to construct, as part of the Texas Avenue widening project, capacity improvements to Harvey Road
(SH 30) between Texas Avenue and George Bush Drive East in an amount not to exceed $84,174.
i. Approval of an Advance Funding Agreement (AFA) with the Texas Department of Transportation (TX
DOT) to install, as part of the Texas Avenue widening project, an opticom system and enforcement lights at
the signalized intersections of Texas Avenue for an amount not to exceed $8,717.
j. Approval of a settlement agreement in the total amount of $333,749 to satisfy the court ordered mediation
between City of College Station and Machine Works, Inc.
k. Approval of Change Order #1, in the amount of $310,749 to satisfy the court ordered mediation between
City of College Station and Machine Works, Inc.
l. Approval of Resolution No. 3-27-08-2L expressing condolences to Congressman Chet Edwards on the
passing of his father.
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College Station City Council
Regular Minutes 03-27-08 Page 3
A motion was made by Mayor Pro Tem Gay to approve consent agenda items 2a thru 2l and seconded by
Council member Massey which carried 6-0.
FOR: Mayor White, Gay, Massey, Scotti, Crompton and McIlhaney
AGAINST: None
ABSENT: Ruesink
Regular Agenda Item No. 1 -- Presentation, possible action, and discussion of a resolution of the City
Council of College Station, Texas, establishing the sale price of grave spaces in the College Station
municipal cemeteries.
Introduced by Warren Struss, Interim Director Parks and Recreation Department.
Ross Albrecht, Forestry/Urban Landscape Manager presented the Council a resolution establishing the sale
price of grave spaces for the College Station Cemetery and the Memorial Cemetery of College Station.
A motion was made by Mayor Pro Tem Gay to approve Resolution No. 3-27-08-01 on the sale prices of
grave spaces for the College Station Cemetery and the Memorial Cemetery and seconded by Council
member Crompton which carried 6-0.
FOR: Mayor White, Gay, Massey, Scotti, Crompton and McIlhaney
AGAINST: None
ABSENT: Ruesink
Regular Agenda Item No. 2 -- Presentation, possible action, and discussion regarding a resolution
awarding the bid and approval of a construction contract (Contract Number #08-116) with Acklam
Construction Company in the amount of $7,072,579.00 (Base bid plus Alternate #11) for the
construction of Phase I of the Memorial Cemetery of College Station; approval of a resolution
declaring intention to reimburse certain expenditures with proceeds from debt; and approval of a
contingency transfer in the Water Capital Improvement Projects Fund to pay for the Water portion of
the project.
Introduced by Warren Struss, Interim Director Parks and Recreation Department.
Ross Albrecht, Forestry/Urban Landscape Manager presented the Council a brief overview of how the
construction contract will construct Phase I of the Memorial Cemetery of College Station. He also presented
a resolution awarding the bid with Acklam Construction Company in the amount of $7,072,579.00 for the
construction of Phase I and a resolution declaring intention to reimburse certain expenditures with proceeds
from debt.
A motion was made by Mayor Pro Tem Gay to approve Resolution No’s 3-27-08-02 and 3-27-08-02a on
awarding the bid with Acklam Construction Company and declaring intention to reimburse certain
expenditures with proceeds form debt. Seconded by Council member Scotti which carried 5-1.
FOR: Mayor White, Gay, Scotti, Crompton and McIlhaney
AGAINST: Council member Massey
ABSENT: Ruesink
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College Station City Council
Regular Minutes 03-27-08 Page 4
Regular Agenda Item No. 3 -- Public hearing, presentation, discussion, and possible action regarding
an Oil and Gas Operations Permit for the Terry-Terry Unit, Well #2 as requested by the operator,
EnerVest Operating, LLC. of Houston, Texas.
Introduced by Mark Smith, Director of Public Works.
Alan Gibbs, City Engineer presented an overview of the Terry-Terry Unit Well #2 a 600 acre unit well
located within the city limits. Staff recommended approval of the permit as drafted with a minimum of
$25,000 security provided by the applicant. The applicant has complied with the permitting requirements as
outlined in Ordinance #1916.
Mayor White opened the public hearing. No one spoke. Mayor White closed the public hearing.
A motion was made by Council member Crompton to approve Resolution No. 3-27-08-03 on the 6 foot
solid fence with red tip and seconded by Mayor Pro Tem Gay which carried 6-0.
FOR: Mayor White, Gay, Crompton, Massey, Scotti and McIlhaney
AGAINST: None
ABSENT: Ruesink
Regular Agenda Item No. 4 -- Public hearing, presentation, possible action, and discussion on
consideration of an ordinance amending Chapter 15, “Impact Fees,” amending the land use
assumptions and capital improvements plan and the imposition of updated water and wastewater
impact fees in Service Areas 92-01, 97-01, 97-02B, and 99-01.
Introduced by Mark Smith, Director of Public Works.
Alan Gibbs, City Engineer presented the Council an overview of this item to amend Chapter 15 “Impact
fees,” by replacing Chapter 15 of the Code of Ordinances in its entirety. The affected impact fees are 92-01
(Graham Road Sewer), 97- 01 (Spring Creek – Sewer), 97-02B (Alum Creek Sewer), and 99-01 (Harley
Water). The “Water and Wastewater Impact Fees” report was prepared by our consultant Rimrock
Consulting Company.
Mayor White opened the public hearing. No one spoke. Mayor White closed the public hearing.
A motion was made by Council member Crompton to approve Ordinance No. 3060 on the amending of
Chapter 15 “Impact Fees.” Seconded by Mayor Pro Tem Gay which carried 5-0.
Council member Massey abstained from item due to the proximity of his residence to the affected area.
FOR: Mayor White, Crompton, Scotti, Gay and McIlhaney
AGAINST: None
AGAINST: Ruesink
Regular Agenda Item No. 5 -- Public hearing, presentation, possible action, and discussion approving
an ordinance vacating and abandoning 0.35 acre of public sanitary sewer easement, which is located
on Lot One, Block One of River Oaks Subdivision according to the plat recorded in Volume 8194,
Page 181 of the Deed Records of Brazos County, Texas.
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College Station City Council
Regular Minutes 03-27-08 Page 5
Introduced by Mark Smith, Director of Public Works.
Alan Gibbs, City Engineer briefly presented a staff report describing the request to abandon a 0.35 acre
public sanitary sewer easement, located on Lot One, Block One of River Oaks Subdivision. He explained
there is currently no public infrastructure in this easement to be abandoned, as this development was
completed and accepted December 21, 2007, and the referenced plat dedicated a separate Public Utility
Easement for the sewer re-alignment.
Mayor White opened the public hearing. No one spoke. Mayor White closed the public hearing.
A motion was made by Mayor Pro Tem Gay to approve Ordinance No. 3061 to vacate and abandon 0.35
acre of public sanitary sewer easement and seconded by Council member Scotti which carried 6-0.
FOR: Mayor White, Gay, Massey, McIlhaney, Scotti and Crompton
AGAINST: None
ABSENT: Ruesink
Regular Agenda Item No. 6 -- Public hearing, presentation, possible action, and discussion concerning
consideration of an ordinance amending Chapter 10, “Traffic Code,” to remove parking on certain
sections of Longmire Drive north of Airline Drive and Longmire Court.
Chuck Gilliam, Capital Improvement Projects Director, presented an ordinance requesting the amendment of
Chapter 10, “Traffic Code,” on certain sections of Longmire Drive between Airline Drive, Valley View
Drive, and Longmire Court as “No Parking Zone.”
Mayor White opened the public hearing.
Jean Marie Linhart, 3011 Durango St., spoke in support of the no parking.
Mayor White closed the public hearing.
A motion was made by Mayor Pro Tem Gay to approve Ordinance No. 3062 on the no parking zone for
certain sections of Longmire Drive between Airline Drive, Valley View Drive, and Longmire Court.
Seconded by Council member McIlhaney which carried 6-0.
FOR: Mayor White, Gay, Massey, Crompton, McIlhaney, and Scotti
AGAINST: None
ABSENT: Ruesink
Regular Agenda Item No. 7 -- Presentation, possible action and discussion on appointments to Outside
Agency Funding Review Committee.
Janet Duffy, Assistant Director of Fiscal Services presented five (5) applicants to the Council for Places 3
and 4 of the Outside Agency Funding Review Committee.
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College Station City Council
Regular Minutes 03-27-08 Page 6
A motion was made by Council member Crompton to appoint Gregg Baird and Susan Irza to the Outside
Agency Funding Review Committee for a three (3) year term and seconded by Council member Massey
which carried 6-0.
FOR: Mayor White, Gay, Massey, Crompton, McIlhaney, Gay and Scotti
AGAINST: None
ABSENT: Ruesink
Regular Agenda Item No. 8 -- Adjourn.
Hearing no objections, Mayor White adjourned the meetings at 8:10 p.m. on Thursday, March, 27, 2008.
PASSED and APPROVED this 10th day of April, 2008.
APPROVED:
___________________________________
Mayor Ben White
ATTEST:
____________________________________
City Secretary Connie Hooks
15
April 10, 2008
Consent Agenda Item 2b
Annual Sungard Software Maintenance
To: Glenn Brown, City Manager
From: Ben Roper, IT Director
Agenda Caption: Presentation, possible action, and discussion regarding annual
renewal of software maintenance with Sungard Public Sector, Inc. in the amount of
$141,180.00.
Recommendation(s): Staff recommends approval.
Summary: Sungard Public Sector, formally Sungard HTE, is the vendor for the
City’s Enterprise Resource Planning (ERP) software suite. This software consists of
twenty six software modules that are used throughout the city for such functions as
payroll, purchasing and inventory, land management, utility billing, fleet
management, code enforcement, and others. Annual maintenance includes software
updates, technical assistance, and program patches and fixes.
This software maintenance cost was included in Attachment A to the budget
ordinance included in the 2007-2008 Annual Budget approved by Council on
September 13, 2007, grouped under purchases using State approved purchasing
programs. Sungard was previously certified by the State under the Certified
Information System Vendor (CISV) program. Changes in State Law eliminated this
program effective September 1, 2007, which resulted in Sungard not qualifying
under any State approved purchasing programs.
Budget & Financial Summary: Funding for this maintenance purchase is included
in the 2007-2008 IT Operations budget.
Attachments:
None
16
10 April 2008
Consent Agenda Item 2c
Annexation Survey Work, Change Order #1
To: Glenn Brown, City Manager
From: Bob Cowell, AICP, Director of Planning and Development Services
Agenda Caption: Presentation, possible action, and discussion regarding ratification
of Change Order #1 to contract 08-098 with Joe Orr, Inc. in the amount of
$18,200.00 to perform survey work associated with the recent annexation.
Recommendation: Staff recommends approval of the change order.
Summary: In January of this year, staff entered into a contact with Joe Orr, Inc. to
survey the areas proposed for annexation. The areas, as originally surveyed, were
changed on two different occasions - once during the Council Workshop meeting on
14 February 2008 and again at the regular Council meeting on 28 February 2008.
Each time, the affected areas needed to be surveyed again.
This change order represents the cost associated with resurveying the annexation
areas following the aforementioned Council meetings. Since the change order is
greater than five percent of the original contract amount, it must be ratified by the
City Council.
Budget & Financial Summary: The original amount for contract 08-098 was
$28,000.00. Change Order #1 will increase the amount by $18,200.00 for a total of
$46,200.00. Funds are budgeted and available to cover this change order.
Attachments:
1. Invoice from Joe Orr, Inc.
17
. - Invoice
City of College Station
P.O. Box 9973
College Station, Texas 77842
Joe Orr, Inc.
Surveyors & Engineers
21 67 Post Oak Circle
College Station, TX 77845
(979) 690-3378
ATTN:
Development Services
PO #080372
2007 Annexation Survey Third Revisions
Office time
Field time
1 50
16
Sales Tax
Total Due
0.00
$1 8,200.00
$1 00
$200
Sub-Total
$1 5,000.00
$3,200.00
$1 8,200.00
18
April 10, 2008
Consent Agenda Item 2d
Employee Insurance
To: Glenn Brown, City Manager
From: Julie O'Connell, Director of Human Resources
Agenda Caption: Presentation, possible action, and discussion on approval of 2008
contracts for employee insurance with Caremark, Deer Oaks EAP, The Standard
Insurance Company, Minnesota Life, and Blue Cross Blue Shield for the health plan and
reinsurance (stop loss).
Recommendation(s): Staff recommends approval of contracts.
Summary: At the October 25, 2007 Council meeting, the City Council approved
expenditures for fees, premiums and projected claims with the above carriers. The stop
loss premium was approved on November 19, 2007. At each meeting, the Council was
informed that the contracts would be brought back at a later date for approval, as the
contracts had not been received from the carriers before the required designated time for
approval of expenditures for 2008. All of the contracts have now been received and
reviewed, and this action completes the process.
Budget and Financial Summary: No costs are associated with this approval;
expenditures were approved with the October 25, 2007 and November 19, 2007 actions.
Attachments: (Available in the City Secretary's Office)
1. Blue Cross/Blue Shield Contract for health plan
2. Caremark Contract for pharmacy plan
3. Standard Insurance Contract for long term disability
4. Deer Oaks EAP Contract for employee assistance program
5. Blue Cross/Blue Shield Contract for stop loss
6. Minnesota Life Contract for life insurance
19
April 10, 2008
Consent Agenda Item 2e
Reynolds and Reynolds, Inc. Grant Payment
To: Glenn Brown, City Manager
From: David Gwin, Director of Economic and Community Development
Agenda Caption: Presentation, discussion and possible action authorizing the
payment of Retention and Expansion and Payroll Grants in a total amount of $45,000
to Reynolds and Reynolds, Inc.
Recommendation(s): In fulfillment of the City’s contractual obligation, staff
recommends approval of a $45,000 payment to Reynolds and Reynolds, Inc. for
performance in 2007.
Summary: On December 14, 2006, the City Council unanimously approved an
Economic Development Agreement with Reynolds and Reynolds, Inc to provide
Retention and Expansion and Payroll Grants for economic performance at their 200
Quality Circle campus in the Business Center at College Station. The term of this
agreement is ten (10) years and the total maximum amount of all applicable grants
is $550,000.
The Retention and Expansion component of the existing Agreement requires
Reynolds and Reynolds to maintain real and personal property of at least $24 million
and maintain an annual payroll of $18 million. As a performance incentive, the
Agreement provides for Reynolds and Reynolds to receive a Retention and Expansion
Grant in an amount of $30,000 and a Payroll Grant of $5,000 for each $1 million
increment in additional payroll over the $18 million base.
Based on the Statement of Compliance as recently submitted by Reynolds and
Reynolds to the Research Valley Partnership and the City, the company has
established real and personal property valuation in an amount of $35,256,198 and,
as such, is eligible for a Retention and Expansion Grant of $30,000. Further, the
company currently maintains a payroll of $21,835,291.20 and, as such, is eligible for
a combined Payroll Grant of $15,000.
Budget & Financial Summary: Funding in the amount of $45,000 is budgeted and
available in the City’s Economic Development Fund.
Attachments:
Statement of Compliance – Reynolds & Reynolds Co. - 2007
20
- Reynolds - &Reynolds.
Mayor Ben White
City of College Station
Post Office Box 9960
College Station, Texas 77842 .
April 1,2008
-. . -
RE: 2007 Economic Development .Agreement Performance
Dear Mayor White:
In accordance with Article IV §(I), (2), and (3) of the Economic Development
Agreement (the "Agreement"), dated March 15, 2007, between the City of College
Station, Brazos County, Research Valley Partnership and Reynolds and Reynolds
Company, Inc. (the "Company"), please accept this letter and its related attachments as
certification of our 2007 performance and an official request for payment in that regard.
Per the attached documentation as provided by Mr. William W. Matteson, CPA and our
Director of Tax and Financial Reporting, Reynolds & Reynolds Company realized and
currently maintains a Real Property value of $18,154,447 and Personal Property
valuation of $17,10 1,75 1 at its 200 Quality Circle, College Station, Texas location. In
accordance with the provisions of the Agreement, the Company requests payment of a
Retention and Expansion Grant in the amount of $30,000.
Further, per the attached documentation as provided by Ms. Sheri Robinson, our Vice
President - Accounting, Reynolds & Reynolds Company currently maintains an annual
Payroll of $21,835,291.20 at its 200 Quality Circle, College Station, Texas location. In
accordance with the provisions of the Agreement, the Company also requests remittance
of Payroll Grants in a cumulative amount of $1 5,000.
I, the undersigned, being an authorized representative of Reynolds and Reynolds
Company, do hereby certify that the above stated amounts are correct; and that Reynolds
& Reynolds Company is in full compliance with all terms of the aforementioned
Agreement and, as such, eligible for a 2007 payment of $45,000 from the City of College
Station, Texas.
Signature /
6Xe. dt?
Title
P.O. Box 1824
Dayton, Ohio 4.5401
937.485.2000
21
- - Reynolds - &Reynolds.
County of ara sas ,
State of Texas
1, ~ck'e t CO% , certify that
above statement in my presence on fly;! f ,2008.
the
9
Notary Public
Seal:
RECEIVED AND REVIEWED
I, the undersigned, being an authorized representative of the Research Valley Partnership,
do hereby certify that the above statements and related attachments have been reviewed
and are correct; and that Reynolds & Reynolds Company is in full compliance with all
terms of the aforementioned Agreement and, as such, eligible for a 2007 payment of
$45,000 from the City of College Station, Texas.
Si fiature
Title
9 d~4 FM- 6
County of &*. + ,
State of Texas
1, 3c\~kic c~bb , certify that & B Ma\air< signed the
above statement in my presence on +:\ 3,2008.
Seal:
P.O. Box 1824
Dayton, Ohio 454Q1
937.485.2000
22
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April 10, 2008
Consent Agenda Item 2f
Modification of the Note for the Santour Court Affordable Housing Development
To: Glenn Brown, City Manager
From: David Gwin, Director of Economic and Community Development
Agenda Caption: Presentation, discussion and possible action on a resolution approving a
modification and extension of the Note for the loan of HOME Investment Partnership
(HOME) Program funds for the Santour Court Housing Tax Credit development; and
authorization for the Mayor to sign the resolution.
Recommendation(s): Staff recommends approval of the Modification and Extension of
Note Agreement, which will modify the existing Note by changing the language in paragraph
2B to allow the City to consider adjusting the interest rate on this loan at the conclusion of
the tax credit compliance period.
Summary: On September 13, 2007 the City Council unanimously approved a resolution
(#09-13-2007-2k) approving a contract for the loan of $500,000 in HOME Investment
Partnership Grant funds (Contract #08-016) for the Santour Court Housing Tax Credit
development. On February 14, 2008, Council approved a modification of the note which
changed the note from a 0% interest loan to an interest-bearing loan. This proposed
residential development was submitted in response to RFP #07-06. The development is to
be located on Santour Court, south of Eagle Avenue between Renee Lane and Lienz Lane, in
Edelweiss Gartens Phase 7 Subdivision. The developer is Mr. Emanuel Glockzin of
Homestead Development Group, Ltd., acting on behalf of Santour Court, Ltd. The
development consists of sixteen (16) four-bedroom, brick, single-family, affordable rental
homes financed with Housing Tax Credits, private loan funds, developer equity, and the
City’s HOME Investment Partnership Program funds.
This current note modification is made at the request of Santour Court, Ltd. to bring the
note into full compliance with the tax code so that the tax credit syndication can be
successfully realized. The current agreement specifies that the loan bear interest at a rate
of 4.3%, or the applicable federal rate at the time the loan is funded, compounded annually
until 2025. Principal and interest payments will be due on December 31, 2047, with an
option to extend the maturity date for twelve more years, with additional interest.
Budget & Financial Summary: The funding from the City's HOME Investment Partnership
Grant is $500,000, structured as a long-term loan and repaid to the City at the end of the
40-year Housing Tax Credit affordability period. Funding was approved by the City Council
in the Fiscal Year 2007-2008 Community Development One-Year Plan of Action and Budget.
This note amendment will result in expected total proceeds to the City of $1,022,829 at
maturity; $500,000 in principal, and $522,829 in interest.
Attachments:
1 Resolution
2 Modification and Extension of Note Agreement
42
RESOLUTION NO.
A RESOLUTION OF THE CITY OF COLLEGE STATION, TEXAS, APPROVING A
MODIFICATION AND EXTENSION OF NOTE AGREEMENT FOR THE LOAN OF HOME
INVESTMENT PARTNERSHIP PROGRAM FUNDS TO SANTOUR COURT, LTD.
WHEREAS, the City of College Station received a request from Santour Court, Ltd., an
affordable rental housing development, to modify the Note for the loan of Home Investment
Partnership Grant funds; and
WHEREAS, Santour Court, Ltd. has received an award from the Texas Department of Housing
and Community Affairs for a tax credit allocation for the year 2007; and
WHEREAS, the City Council previously unanimously approved a resolution (#9-13-2007-2k) for
this specific affordable housing development on September 13, 2007; and
WHEREAS, the City Council previously approved a resolution (#2-14-08-2g) for a Modification
and Extension of Note Agreement modifying the original Note from 0% interest to 4.3% interest
rate, or the Applicable Federal Rate at the time of funding of the Loan, and providing for the
possibility of extending the loan term; and
WHEREAS, the construction of affordable rental housing is in accordance with the City of
College Station 2005-2009 Consolidated Plan which demonstrates a need for this type
development; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEGE STATION,
TEXAS:
PART 1: That the City Council hereby approves the Modification and Extension of the Note
Agreement with Santour Court, Ltd., modifying the Note to provide for the possibility
that the borrower may request a change in the interest rate at the conclusion of the tax
credit compliance period.
PART 2: It is found and determined that the meeting at which this Resolution passed was open
to the public as required, and that public notice of the time, place, and purpose of said
meeting was given as required by the Open Meetings Act.
PART 3: That this resolution shall take effect immediately from and after its passage.
43
RESOLUTION NO. ______________________ Page 2
ADOPTED this day of , A.D. 2008.
APPROVED:
Mayor
ATTEST:
________________________________
APPROVED:
E-Signed by Angela M. DeLuca
VERIFY authenticity with ApproveIt
________________________________
City Attorney
44
45
46
47
48
49
50
51
52
53
April 10, 2008
Consent Agenda Item 2g
Church Avenue Phase II Construction
To: Glenn Brown, City Manager
From: Chuck Gilman, Director of Capital Projects
Agenda Caption: Presentation, possible action, and discussion regarding a resolution
approving a construction contract, including Alternate “A”, with Brazos Valley Services in the
amount of $1,065,521.45 for the Church Avenue Phase II project.
Recommendation(s): Staff recommends award to the lowest responsible bidder
meeting specifications, Brazos Valley Services, in the amount of $1,065,521.45.
Summary: On February 14, 2008, Mr. Mark Smith delivered a presentation to the Council
summarizing the scope of this project and requested Council approval to proceed with the
advertisement for construction bids. Three bids were received in response to a bid
solicitation for this project. The bid tab is attached. The engineer’s estimate was
$1,125,000.00. The contract allows 150 calendar days for completion of the project. The
anticipated construction start date is May 12, 2008. Consequently, the substantial
completion date for the project is October 8, 2008.
Budget & Financial Summary: The total budget for this project is $1,841,376.00
($1,687,063.00 in the Streets Capital Projects Fund, $51,000.00 in the Water Capital Fund,
and $103,313.00 in the Wastewater Capital Fund).
Attachments:
1. Resolution
2. Bid Tab
3. Location Map
54
RESOLUTION NO._______________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COLLEGE STATION,
TEXAS, APPROVING A CONSTRUCTION CONTRACT FOR THE CHURCH
AVENUE PHASE II PROJECT AND AUTHORIZING THE EXPENDITURE OF
FUNDS.
WHEREAS, the City of College Station, Texas, solicited bids for the construction phase of the
Church Avenue Phase II Project; and
WHEREAS, the selection of Brazos Valley Services is being recommended as the lowest
responsible bidder for the construction services related to the Church Avenue Phase II Project;
now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEGE STATION,
TEXAS:
PART 1: That the City Council hereby finds that Brazos Valley Services is the
lowest responsible bidder.
PART 2: That the City Council hereby approves the contract with Brazos Valley
Services, including Alternate “A”, for $1,065,521.45 for the labor,
materials and equipment required for the improvements related to the
Church Avenue Phase II Project.
PART 3: That the funding for this Contract shall be as budgeted from the Streets
Capital Fund, the Water Capital Fund, and the Wastewater Capital Fund,
in the amount of $1,065,521.45.
PART 4: That this resolution shall take effect immediately from and after its passage.
ADOPTED this day of , A.D. 2008.
ATTEST: APPROVED:
City Secretary MAYOR
APPROVED:
E-Signed by Carla A. Robinson
VERIFY authenticity with ApproveIt
City Attorney
55
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60
April 10, 2008
Consent Agenda Item 2h
A Resolution Approving an Advanced Funding Agreement with the Texas
Department of Transportation for the
Wellborn Road Landscape/Hardscape Improvements
To: Glenn Brown, City Manager
From: Marco A. Cisneros, Director, Parks and Recreation
Agenda Caption: Presentation, possible action, and discussion on a Resolution of the City
Council of College Station, Texas, approving an Advance Funding Agreement (AFA) with the
Texas Department of Transportation (TxDOT) to install, as part of the Wellborn Road
widening project, landscape and hardscape improvements on Wellborn Road (F.M. 2154)
from 0.36 miles south of F.M. 2818 to 0.6 miles south of S.H. 40 in an amount not to
exceed $92,984.00.
Recommendation(s): Staff recommends approval of the Resolution in the amount of
$92,984.00.
Summary: Staff has worked with Maury Jacob, Bryan District Landscape Architect, to
develop plans for landscape and hardscape improvements to be included along the F.M
2154 (Wellborn Road) widening project. This TXDot project will start 0.36 miles south of
F.M. 2818, and end 0.6 miles south of S.H. 40 (William D. Fitch Parkway). The majority of
the landscape and hardscape improvements will be located in raised medians. However,
there will also be some improvements at Hanover Street and on the east side of Wellborn
Road south of South Graham Road.
The roadway will be increased to two lanes each direction with a raised center median. On
August 23, 2007, City Council approved a Resolution authorizing funds to assist in the Right
of Way acquisition for this project.
This AFA is for cost participation by the city in the design and construction of the landscape
and hardscape elements, and also indicates that the city will take over maintenance
responsibilities in the future.
TXDot is slated to begin the construction of this project in August-October 2008. The
estimated length of construction is two and half to three years, with the landscape elements
being one of the last items installed. The TXDot contract includes a one year establishment
period followed by a 1 year maintenance period. The city would take over maintenance
responsibilities sometime in the spring of 2012.
Budget & Financial Summary: The estimated local participation costs for this project is
$92,984.00. Funds for this project were not included in the FY08 Capital Projects Budget.
However, the funds are available in the Streets Capital Improvement Projects fund balance.
If approved, appropriations in the amount of $92,984 will be included on a future FY08
budget amendment. These funds would need to be deposited into TXDot accounts no later
than the third week of May 2008.
Attachments:
1) Resolution No._____
2) Wellborn Road Widening TxDOT Advance Funding Agreement
3) Project location map
61
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COLLEGE STATION,
TEXAS, AUTHORIZING THE MAYOR TO SIGN AN ADVANCE FUNDING
AGREEMENT WITH THE TEXAS DEPARTMENT OF TRANSPORTATION FOR
LANDSCAPING AND HARDSCAPING IMPROVEMENTS RELATED TO THE
WELLBORN ROAD WIDENING PROJECT.
WHEREAS, the Texas Department of Transportation, hereinafter referred to as the “State”, is
developing plans to widen FM 2154 (Wellborn Road) from FM 2818 to just south of SH 40 (the
“Wellborn Road Widening Project” or “Project”); and
WHEREAS, the Project includes plans to install landscaping and hardscaping within the right of
way of Wellborn Road; and
WHEREAS, the State and the City of College Station will equally divide the costs associated
with the landscape and hardscape improvements related to the Project under the terms and
conditions set out in an Advanced Funding Agreement; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEGE STATION,
TEXAS:
PART 1: That the City Council of the City of College Station, Texas, hereby approves the
Advance Funding Agreement for the cost participation by the City in the design
and construction of the landscape and hardscape elements of the Wellborn
Widening Project.
PART 2: That the City Council of the City of College Station hereby authorizes the Mayor
to sign the Advance Funding Agreement.
PART 3: That this resolution shall take effect immediately from and after its passage.
ADOPTED this day of , A.D. 2007.
ATTEST: APPROVED:
City Secretary MAYOR
APPROVED:
E-Signed by Carla A. Robinson
VERIFY authenticity with ApproveIt
City Attorney
62
CSJ: 0540-04-044
District: Bryan (171
Code Chart 64: 09050 (College Station)
Project: STP 2006(5931
STATE OF TEXAS 9
COUNTY OF TRAVIS fj
LOCAL TMN$PUF?TKrION PROJECT
ADVANCE FUNDING AGREEMENT
for the
Installation and Funding of Landscape and Hardscape Improvements
THIS AGREEMENT (the Agreement) is made by and between the State of Texas, actlng by
and through the Texas Department of Transportation hereinafter called the "State", and the
Citv of Colle~e Station, acting by and through its duly authorized officials, hereinafter called
the "Local Governmetrt." .
WHEREAS, federal law establishes federally funded programs for transportation
improvements to implement its public purposes; and
WHEREAS, the Texas Transportation Code, Sections 201.1 03 and 222.052 establish that
the State shall design, construct and operate a system of highways in cooperation with local
governments; and
WHEREAS, federal and state laws require local governments to meet certain contract
standards relating to the management and administration of State and federal funds; and
WHEREAS, the Texas Transportation Commission passed Minute Orders 109460.109862
and 110266 for FM 21 54, authorizing the State to undertake and complete a highway
improvement generally described as the widenina of a non-freewav facilitv; and,
WHEREAS, the Governing Body of the Local Government has approved entering into this
Agreement by resolution or ordinance dated which is attached
hereto and made a part hereof as Attachment "A for the construction of landscane and
hardscape aesthetic enhancements at the location shown on the Map in Attachment "B"
hereinafter referred to as the Project.
NOW, THEREFORE, in consideration of the premises and of the mutual covenants and
agreements of the parties hereto, to be by them respectively kept and performed as
hereinafter set forth, it is agreed as follows:
Page 1 of 10 Revised 01 12412008
63
CSJ: 0540-04-044
District: JkJyrn(l7-J
Code Chart 64: 09050 lcdllerre Station)
Project: STP 2006(593)
AGREEMENT
1. Period of the Agreement
This Agreement becomes effective when signed by the last party whose signing makes
the Agreement fully executed. This Agreement shall remain in effect until the Project is
completed or unless terminated as provided below.
2. Scope of Work
The Local Gwemment and the State have agreed to share the cost of placing
landscaping along the Projectt including landscaping and enhancements to hardscape
elements planned for the pmject to widen FM 21 54 (CSJ 0540-04-044) from 0.36 mile
sotith of FM 2818 to 0.6 mile south of SH 40. The location of this work is shown on
Attachment 'B. The cost of this work will be shared equally by the Local Government
and the State.
3. Local Project Sources and Uses of Funds
a. The total estimated cost of the Project is shown in the Project Budget - Attachment "C"
which is attached hereto end made a part hereof. The expected cash contributions
from the federal or State government, the Local Governments, or other parties is
shown in Attachment "C. The State will pay for only those project casts that have
been approved by the Texas Transportation Commission. Any work done prior to
federal authorization will not be eligible fur reimbursement. It is the Local
Govemmenfs responsibility to verify that the Federal Letter of Authority has been
issued for the work covered by this Agreement.
b. This project cost estimate shows how necessary resources for completing the Project
will be provided by major cost categories. These categories may include but are not
limited to: (1) costs of real property; (2) costs of utility work; (3) costs of environmental
assessment and remediation; (4) cost of preliminary engineering and design; (5) cost
of construction and construction management; and (6) any other local praject costs.
c. The State will be responsible for securing the Federal and State share of the funding
required for the development and construction of the Project. If the Local Government
is due funds for expenses incurred, these funds will be reimbursed to the Local
Government on a cost basis.
d. The Local Government will be responsible for all non-federal or non8tate participation
costs associated with the Project, including any overruns in excess of the approved
local project budget unless otherwise provided for in this Agreement or approved
otherwise in an amendment to this Agreement.
e. Pilor to the psrfonance of any engineering review work by the State, the Local
Government will pay to the State the amount specified in Attachment C. At a
minimum, this amount shall equal the Local Government's funding share for the
estimated cost of preliminary engineering for the project.
MA-AFA-Long Gen Pagezof 10 Revised 0 1 i24f2008
64
CSJ: 0540-04-044
District:
Code Chsrt 64: 09050 (Colleae Station1
Project: STP 2006(5931
At least sixty (60) days prior to the date set'for receipt of the construction bids, the
Local Government shall remit its remaining financial share for the State's estimated
construction oversight and construction cost.
f. In the event that the State determines that additional funding by the Local Government
is required at any time during the Project, the State will notify the Local Government in
writing. The Local Government shall make payment to the State within thirty (30) days
from receipt of the State's written notification.
g. Whenever funds are paid by the Local Government to the State under this Agreement,
the Local Government shall remit a check or warrant made payable to the Texas
Department of Transportation Trust Fund." The check or warrant shall be deposited
by the State in an escrow account to be managed by the State. Funds in the escrow
account may only be applied to the State Project.
h. Upon completion uf the Project, the State will perfom an audit of the Project casts.
Any funds due by the Local Government, the State, or the Federal government will be
promptly paid by the owing party. If, after final Project accounting, excess funds
remain in the escrow account, those funds may be applied by the State to the Local
Government's contractual obligations to the State under another advance funding
agreement.
i. The State will not pay interest on any funds provided by the Local Government.
j. If a waiver has been granted, the State will not charge the Local Government for the
indirect costs the State incurs on the local project, unless this Agreement is terminated
at the request of the Local Government prior to completion of the project.
k. If the project has been approved for a "fixed price" or an "incremental payment" non-
standard funding or payment arrangement under 43 TAC $1 5.52. the budget in
Attachment '%" will clearly state the amount of the fixed price or the incremental
payment schedule.
I. If the Local government is an Economically Disadvantaged County and if the State
has approved adjustments to the standard financing arrangement, this Agreement
reflects those adjustments.
m. The state auditor may conduct an audit or investigation of any entity receiving funds
from the State directly under the contract or indirectly through a subcontract under the
contract. Acceptance of funds directly under the contract or indirectly through a
subcontract under this contract acts as acceptance of the authority of the state
auditor, under the direction of the legislative audit committee, to conduct an audit or
investigation in connection with those funds. An entity that is the subject of an audit or
investigation must provide the state auditor with access to any information the state
auditor considers relevant to the investigation or audit.
AFA-AFA-LungGen Page 3 of 10 Revised 0 7 /24/2008
65
CSJ: 0540-04044
District: Bnmn 1171
Code Chart 64: 09050 (College Station)
Project: STP 2006(593)
The State will not execute the contract for the construction of the project until the required
funding has been made available by the Local Government in accordance with this
Agreement.
4. Tarmlnation af this Agreement
This Agreement shall remain in effect until the project is completed and accepted by all
parties, unless:
a. the Agreement is terminated in writing with the mutual consent of the parties;
b. the Agreement is terminated by one party because of a breach, in which case any cost
incurred because of the breach shall be paid by the breaching party; or
c, the Local Government elects not to provide funding after the com~letion of preliminary
engineering, speoifications and estimates (PS&E) and the Project does not proceed
because of insufficient funds, in which case the Local Government agrees to
reimburse the State for its reasonable actual costs incurred during the Project.
5* Amandmen@
Amendments to this Agreement due to changes in the character of the work or terms of
the Agreement, or responsibilities of the parties relating to the Project may be enacted
through a mutually agreed upon, written amendment.
6. Remedies
This Agreement shall not be considered as specifying the exclusive remedy for any
agreement default, but all remedies existing at law and in equity may be availed of by
either party to this Agreement and shall be cumulative.
7. Utiilitles
The State shall be responsible for the adjustment, removal, or relocation of utility facilities
in accordance with applicable State laws, regulations, rules, policies, and procedures.
8. Environmental Assessment and Mitigation
Development of a transportation project must comply with the National Environmental
Policy Act and the National Historic Preservation Act of 1 966, which require
environmental clearance of federal-aid projects.
a. The State is responsible for the identification and assessment of any environmental
problems associated with the development of the Project governed by this-Agreement.
b. The State is responsible for the cost of any environmental problem's mitigation and
remediation in accordance with applicable State laws, regulations, rules, policies, and
procedures.
c. The State is responsible for providing any public meetings or public hearings required
for development of the environmental assessment. Public hearings will not be held
prior to the approval of project schematic.
d. The Stateis responsible for the preparation of the NEPA documents required for the
environmental clearance of this project.
AFA-AFA-Long Gen Page4 of 10 Revised 0 I /24/2008
66
CSI: 0540-04-0124
District:
Code Chart 64: 09050 (College Stston)
Project: STP 2006t593)
e. The State shall obtain written certification from appropriate regulatory agency(ies) that
identified environmental problems have been remediated.
9. Compliance wlth Texas Accessibility Standards and ADA
All parties to this Agreement shall ensure that the plans for and the construction of all
projects subject to this Agreement are in compliance with the Texas Accessibility
Standards (TAS) issued by the Texas Department of Licensing and Regulation, under the
Architectural Barriers Act, Article 9102, Texas Civil Statutes. The TAS establishes
mhirnurn accessibility requirements to be consistent with minlrn urn accessibility
requirements of the Americans with Disabilities Act (P.L. 101336) (ADA).
10. Archbctulgl and Engineering Services
The State has responsibility for the performance of architectural and engineering
services.
The engineering plans shall be developed in accordance with the applicable State's
Standard Specifications for Constmcfiun and Maintenance of Highweys, Streets and - Bn'dges, and the speciai speciftcations and special provisions related thereto.
In procuring professional services, the parties to this Agreement must comply with federal
requirements cited in 23 CFR Part 172 if the project is federally funded and with Texas
Government Code 2254, Subchapter A, in all cases.
Professional services contracts for federally funded projects must conform to federal
requirements, specifically induding the provision for participation by-Disadvantaged
Business Enterprises (DBEs), ADA, and environmental matters.
11. Construction Responsibilities
a, The State shall advertise for construction bids, issue bid proposals, receive and
tabulate the bids and award and administer the contract for construction of the Project.
Administration of the mntract includes the responsibility for construction engineering
and for issuance of any change orders, supplemental agreements, amendments, or
additional work orders, which may become necessary subsequent to the award of the
construction contract. In order to ensure federal funding eligibility, projects must be
authorized by the State prior to advertising for cunstruction.
b. The State will use its approved contract letting and award procedures to let and award
the constnrction cantract.
c. Prior to their execution, the Local Government will be given the opportunity to review
contract change orders that will result in an increase in cost to the Local Government.
d. Upon completion of the Project, the party constructing the project will issue and sign a
'Notification of Completion" acknowledging the Project's construction completion.
AFA-AFA-Long Gen Page 5 of 10 Revised 01 124/2008
67
CSJ: 0540-04-044
District;: Bryan (1%
Code Chart 64: 09050 ICollepe Station1
Project: ,STP 2006(5931
e. Far federally funded contracts, the parties to this Agreement will camply with federal
~o~~sttuction requirements cited in 23 CFR Part 635 and with requirements cited in 23
CFR Pert 633, and shall include the latest vsrsion of Form "FHWA-1273" in the
contra% bidding documents. If force account work will be performed, a finding of mst
effectiveness shall be made in compliance with 23 CFR 635, Subpart 6.
42. Pmjact Maintenance
The Local Government shall be responsible for maintenance of the completed Project in
accordance with the cunent municipal maintenance agreement or landscape
maintenance agreement in effect at the time the maintenance is required. Failure of the
Local Government to adequately maintain those elements under its responsibility may
result in their removal by the State.
15. Right of Way and Real Property
The State is responsible far the provision and acquisition of any needed right of way or
real property.
14, Notices
All natices to either party by the other required under this Agreement shall be delivered
personally or sent by certified or U .S. mail, postage prepaid, addressed to such party at
the following addresses:
All notices shall be deemed given on the date so delivered or so deposited in the mail,
unless othelwise provided herein. Either party may change the above address by
sending written notice of the change to the other party.
Either party may request in writing that such notices shall be delivered personally or by
certified U.S. mail and such request shall be honored and carried out by the other party.
LocaI Government:
Glenn Brown, City Manager
City of College Station
P.0. Box 9960
College $than, TX '77842-9960
15. Legal Construction
If one or more of the provisions contained in this Agreement shall for any reason be held
invalid, illegal or unenforceable in any respect, such invalidity, illegality or u nenforcea bility
shall not affect any other provisions and this Agreement shall be construed as if it did not
contain the invalid, illegal or unenforceable provision.
State:
Bryn Alan Wood, P.E.
Bryan District Engineer
1300 North Texas Avenue
Bw, TX 77803-2760
16. Responsibllifies af the Parties
The State and the Local Government agree that neither party is an agent, servant, or
employee of the other party and each party agrees it is responsible for its individual acts
and deeds as well as the acts and deeds of its contractors, employees, representatives,
and agents.
AFA- AFA-Long Gen Page 6 of 10 Revised 0 '1 I2412008
68
CSJ : Q540*04-044
District: Bm (1 7)
Code Chart 64: 09050 fCollege Station)
Project: STP 20061593)
1 7. Ownership of Documents
Upon cumpietion or termination of this Agreement, all documents prepared by the State
shall remain the property of the State. All data prepared under this Agreement shall be
made available to the State without restriction or limitation on their further'use. All
documents produced or approved or otherwise created by the Local Government shall be
transmitted to the State in the form of photocopy reproduction on a rndnthly basis as
required by the State. The originals shall remain the property of the Local Government.
18. , Compliance with Laws
The parties shall comply with all Federal, State, and Local laws, statutes, ordinances,
rules and regulations, and the orders and decrees of any courts or administrative bodies
or tribunals in any manner affecting the performance of this Agreement. When required,
the Local Government shall furnish the State with satisfactory proof of this compliance.
19. Sole Agreement
This Agreement constitutes the sole and only agreement between the parties and
supersedes any priw understandings or wiien or oral agreements respecting the
Agreement's subject matter.
20. Cost Principles
In order to be reimbursed with federal funds, the patties shall comply with the Cost
Principles established in OM8 Circular A-87 that specify that all reimbursed costs are
alowaMe, reasonable and allocable to the Project.
21. Procurement and Property Management Standards .
The parties shall adhere to the procurement standards established in Title 49 CFR 518.36
and with the property management standard established in Title 49 CFR $18.32.
Inspection of Books and Records
The parties to this Agreement shall maintain all books, documents, papers, accounting
records and other documentation relating to costs incurred under this Agreement and
shall make such materials available to the State, the Local Government, and, if federally
funded, the Federal Highway Administration (FHWA), and the U.S. Office of the Inspector
Generdl, or their duly authorized representatives for review and inspection at its office
during the contract period and for four (4) years from the date of completion of work
defined under this contract or until any impending litigation, or claims are resolved.
Additionally, the State, the Local Government, and the FHWA and their duly authorized
representatives shall have access to all the governmental records that are directly
applicable to this Agreement for the purpose of making audits, examinations, excerpts,
and transcriptions.
23. OfRce of Management and Budget (OMB) Audit Requirements
The parties shall comply with the requirements of the Single Audit Act of 1984, P.L. 98-
502, ensuring that the single audit report includes the coverage stipulated in OMB
Circular A-4 33.
AFAIAFA-LongGen Page 7 of 10 Revised 01 /2412008
69
CSJ: 0540-04-044
District:. Bxyan _( 17)
Code Chat 64: 09050 (College Station)
Project: STP 2006(593_1
24. CMI Rights Compliance
The Local Government shall comply with the regulations of the Department of
Transportatiun as they relate to nondiscrimination (49 CFR Chapter 21 and 23 CFR
$j710.405(0)), and Executive Order 1 '1246 tiled "Equal Employment Opportunity," as
amended by Executive Order I 1375 and supplemented in the Department of Labor
Regulations (41 CFR Part 60).
25. Disadvantaged Business Enterprise Program Requirements
The parties shall comply with the DisadvantagedlMinority Business Enterprise Program
requirements established in 49 CFR Part 26.
26. Debamrent Cettifications
The parties are prohibited from making any award at any tier to any party that is debarred
or suspended or otherwise excluded from or ineligible for participation in Federal
Assistance Programs under Executive Order 12549, "Debarment and Suspension."
The parties to this contract shall require any party to a su beontract or purchase order
awarded under this contract to certify its eligibility to receive Federal funds and, when
requested .by the State, to furnish a copy of the certification in accordance with Title 49
CFR Part 29 (Debarment and Suspension).
27. Lobbying Certification
In executing this Agreement, the signatories certify to the best of his or her knowledge
and belief, that:
a. No federal appropriated funds have been paid or will be paid by or on behalf of the
parties to any person for influencing or attempting to influence an officer or employee
of any federal agency, a Member of Congress, an officer or employee of Congress, or
an employee of a Member of Congress in connection with the awarding of any federal
contract, the making of any federal grant, the making of any federal loan, the entering
into of any cooperative agreement, and the extension, continuation, renewal,
amendment, or modification of any federal contract, grant, loan, or cooperative
agreement.
b. If any funds other than federal appropriated funds have been paid or will be paid to
any person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of Congress, or an employee
of a Member of Congress in connection with federal contracts, grants, loans, or
cooperative agreements, the signatory for the Local Government shall complete and
so bmit the federal Standard Form-LLL, "Disclosure Form to Report Lobbying," in
accordance with its instruclt.ims.
c. The parties shall require that the language of this certification be included in the award
documents for all subawards at all tiers (including subcontracts, subgrants, and
contracts under grants, loans, and cooperative agreements) and that all subrecipients
shall certify and disclose accordingly.
AFA-AFA-LongGen Page8of 10 Revised 01 f24/2008
70
CSJ : 0540-04-044
District: Bryan / 1 7)
Code Chart. 64: 09050 (College Station)
Project: STP 2006(5931
By executing this Agreement, the parties affirm this lobbying certification with respect to
the individual projects and affirm this certification of the material representation of facts
upon which reliance will be made. Submission of this certification is a prerequisite for
making orentering intothis transaction imposed by Title 31 U.S.C. ~1352.
.
Any person who fails to file the required certification shall be subject to a civil penalty of
not less than $1 0,000 and not more than $1 00,000 for each such failure.
28, Insuran~e
If this agreement authorizes the Local Government or its contractor to perform any work
an State right of way, before beginning work the entity performing the work shall provide
the State with a fully executed copy of the State's Form 1560 Certificate of Insurance
verifying the existence of coverage in the amounts and types specified on the Certificate
of Insurance for all persons and entities working on State right of way. This coverage
shell be maintained until all work on the State right of way is complete. If coverage is not
maintained, all work on State right of way shall cease immediately, and the State may
recover damages and all costs of completing the work.
29, Signatory Warranty
The signatories to this Agreement warrant that each has the authority to enter into this
Agreement on behalf of the party represented.
AFA-AFA-Long Gen Page 9 of 10 Revised 01 12412008
71
CSJ: 0540-04-U44
~isbict: BW~ (1 71
Code Chart 64: 09050 (Colle~e Station)
Project: STP 2006(593)
IN TESTIMONY HEREOF, the parties hereto have caused these presents to be executed in
duplicate c~unterpacts~
THE LOCAL GOVERNMENT
Name
Ben White, Ma= Citv of Colleae Station
Printed Name and Title
Date
ATTEST:
Connie Hooks, City Secretary
Date:
APPROVED:
City Manager
Date:
City Attorney
Date:
Chief Financial Officer
Date:
THE STATE OF TEXAS
Executed for the Execut'ie Director and approved for the Texas Transportation Commission for the
purpose and effect of activating andlor carrying out the orders, established policies or work programs
heretofore approved and authorized by the Texas Transportation Commission.
Janice Multenix
Director of Contract Services
Texas Department of Transportation
Date
AFA-AFA-Long Gen Page 10 of 10 Revised 0j /24/2008
72
ATTACHMENT A
Resotution or Ordinance
Page 1 of 1 Attachment A
73
ATTACHMENT B
Location Map Showing Project
BEGIN PWJECT
COhlTmt 0540-04444
STAT ION I 36*00,00
REF MARK * 62#*01 942
Em PROJECT
COlvTAOL 0540-04-044
QTATIW 270*l
REF WRK 8 622*t *61B
Page 1 of 1 Attachment B
74
AmACHMENT C Project Budget and Description The Loail Government and the State have agreed to share the cost of placing fandsmping along the Project, including landscaping and enhancemerrls to hardscape elements planned for the project to widen FN 2154 (CSJ 0540-04-044)fmrn 0.36 mile south of FM 2818 to 0.6 mile scnrth of SH 40, The cost of this work will be shad by the Local Government and the State as shown below. The Local Government and State have estimated the project cost as foRows: Landscape and Hardscape lmp~ovements to FM 2154 (CSJ 05.QO-Q44&4) Direct State Costs
The 50% State participation in the Constrtiction Cost reflects the overall project participation of 80%
federal - 20% state. Direct State Cost will be based on actual charges.
The tat& estlrnatcad Local Government's Participation = S92.984.
It is further understood that the State will include only those items for the improvements as requested
and requited by the Local Government. This is an estimate only; final participation amounts will be
based on actual charges to the project.
Page I of 1
Attachment C
75
ATTACHMENT B
Location Map Showing Project
BEGIN PROJECT
CONTR1(?L 0540-04-044
STAT ION 1 36+UO. QO
REF M#RK = 62040,442
I
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END PROJECT
CONTROL 0540-04-044
STATION 278+ 1 7.00
REF MARK = 62241.616
76
NEW COVERSHEET FORMAT EXAMPLE 1
April 10, 2008
Consent Agenda Item 2i
Contract for Water and Wastewater Taps
To: Glenn Brown, City Manager
From: David Coleman, Director of Water Services
Agenda Caption: Presentation, discussion, and possible action on a resolution to award
construction contract #08-147 for $349,000 to Elliot Construction for installation of new
water and wastewater service connection taps.
Recommendation: Staff recommends approval
Summary: This contract is for the construction of approximately 650 new water service
connections and 600 new wastewater service connections throughout the City of College
Station. The installation of water and wastewater service connections by a qualified
contractor will enable Water Services Department personnel to redirect 8,200 man-hours to
other required maintenance items.
Sealed competitive bids were received from two companies, and Elliot Construction, Inc.
was the lowest qualified responsible bidder at $349,000. Please see attached bid tab.
Budget & Financial Summary: Funds are budgeted and available in the Water and
Wastewater Funds.
Attachments:
Bid Tabulation
Resolution
77
78
RESOLUTION NO. ________________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COLLEGE STATION,
TEXAS, APPROVING A CONSTRUCTION CONTRACT FOR THE WATER AND
WASTEWATER TAP INSTALLATION PROJECT AND AUTHORIZING THE
EXPENDITURE OF FUNDS.
WHEREAS, the City of College Station, Texas, solicited bids for the construction phase of the
Water & Wastewater Tap Installation Project; and
WHEREAS, the selection of Elliot Construction, Inc. is being recommended as the lowest
responsible bidder for the construction services related to water and sewer tap construction
services; now, therefore,
BE IT RESOLVED by the City Council of the City of College Station, Texas:
PART 1: That the City Council hereby finds that Elliot Construction, Inc. is the
lowest responsible bidder.
PART 2: That the City Council hereby approves the contract with Elliot
Construction, Inc. for $ 349,000.00 for the labor, materials and equipment
required for the improvements related to the Water and Sewer Tap Con-
struction Project.
PART 3: That the funding for this Project shall be as budgeted from the Water and
Sewer Fund, Water Services Department, in the amount of $349,000.00.
PART 4: That this resolution shall take effect immediately from and after its passage.
ADOPTED this 10th day of April, A.D. 2008.
ATTEST: APPROVED:
City Secretary Mayor
APPROVED:
E-Signed by Angela M. DeLuca
VERIFY authenticity with ApproveIt
City Attorney
79
April 10, 2008
Consent Agenda Item 2j
Annual Price Agreement for the Purchase of Cover Stone, Trap Rock
To: Glenn Brown, City Manager
From: Mark Smith, Director of Public Works
Agenda Caption: Presentation, possible action and discussion regarding approval
of an annual price agreement with Vulcan Materials Company in an amount not to
exceed $217,500 for cover stone, trap rock for the maintenance of streets.
Recommendation(s): Staff recommends approval of the contract.
Summary: Vulcan Materials Company was the lower of two bids received on
March 20, 2008. The second bid was received from Statewide Materials Transport.
The recommended bid amount from Vulcan Construction Materials is $217,500 with a
unit price of $43.50 per ton. A previous bid, 08-32, was rejected due to a
clarification needed in the specifications for the material. Trap rock is used for the
seal coat process, pothole repair and maintenance of streets in the City.
Budget & Financial Summary: Funding is available in the operating budget of
the Street Maintenance Division.
Attachments:
1. Tabulation of Bid No. 08-47
80
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April 10, 2008
Consent Agenda Item 2k
Annual Blanket Purchase Order for Traffic Signs & Post
To: Glenn Brown, City Manager
From: Mark Smith, Director of Public Works
Agenda Caption: Presentation, possible action, and discussion on the award of Bid#08-48
for the installation of roadway traffic signs and post. These traffic signs and material are
essential in guiding, warning and regulating vehicular and bicycle traffic throughout the City.
Recommendation(s): Staff recommends award of Bid #08-48 to the lowest responsible
bidders, Osburn Associates Inc. in the amount of $70,590.40 for signs and Allied Tube and
Conduit in the amount of $27,796.50 for sign posts, for a total of $98,386.90
Summary: Bids for the Annual Blanket Purchase Order for purchase of roadway traffic
signs and posts were received from nine (9) different vendors. Staff recommends award of
Bid #08-48 to Osburn Associates and Allied Tube and Conduit.
Budget & Financial Summary: Funding for the Annual Blanket Purchase Order for the
purchase of traffic signs and posts is provided from the Traffic Operations Budget.
Attachments:
1. Bid tabulation #08-48
82
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83
April 10, 2008
Consent Agenda 2L
Janitorial Maintenance Services
To: Glenn Brown, City Manager
From: Mark Smith, Director of Public Works
Agenda Caption: Presentation, possible action, and discussion regarding renewal of the
annual purchase agreement for janitorial services in an amount not to exceed $200,143.94.
Recommendation(s): Staff recommends renewal of the annual purchase agreement for
janitorial services in an amount not to exceed $200,143.94.
Summary: This service is for routine, daily cleaning of all City offices, restrooms, jail and
meeting rooms. The service also calls for periodic window washing, floor stripping & waxing
and heavy carpet cleaning.
The initial award of this agreement was at the May 25, 2006 meeting (Item 13.6) for an
amount not to exceed $190,613.28. The first renewal was approved by Council at the June
14, 2007 meeting (Item 2.d) for an amount not to exceed $200,143.94.
This is the final renewal for this agreement.
Locations covered under this agreement include:
City Hall Community Development Central Park Office
Utility Customer Service Municipal Court Public Works
Police Department Lincoln Center Dowling Road Pump Station
Library Exit Teen Center College Station Utilities
Carter Creek Waste Water BVSMA Landfill
Budget & Financial Summary:
Funds are available and budgeted in the General Fund, Facilities Maintenance.
Attachments:
1. Renewal Agreement
84
85
86
Thursday, April 10, 2008
Consent Agenda Item 2m
Appoint Election Judges
To: Glenn Brown, City Manager
From: Connie Hooks, City Secretary
Agenda Caption: Presentation, possible action, and discussion of resolution appointing
election officials to serve in the May 10, 2008 City of College Station general and special
election.
Recommendation: Approve as presented.
Summary: The City Council is the appointing authority to designate election
officers. The attached resolution contains the names of personnel who have committed to
serve on Election Day, Saturday, May 10, 2008.
Budget Summary: Funds available in City Secretary budget.
Attachments:
Resolution
87
RESOLUTION NO. ___________________________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COLLEGE STATION,
TEXAS, BRAZOS COUNTY, STATE OF TEXAS, APPOINTING THE ELECTION
OFFICIALS FOR THE MAY 10, 2008, GENERAL AND SPECIAL ELECTIONS, SETTING
THE RATE OF PAY AND THE MAXIMUM NUMBER OF CLERKS FOR EACH POLLING
PLACE.
WHEREAS, on February 28, 2008, the City Council of the City of College Station ordered a
general election and special election for the purpose of electing City Council members to Places
1, 3, and 5, and for voter consideration of the constitutional amendment authorizing a tax freeze
limiting the amount of ad valorem taxes imposed on the residential homestead of a person who is
disabled or 65 years of age or older in the City of College Station; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEGE STATION,
TEXAS:
PART 1: That the following registered voters of College Station, Texas, shall be and are hereby
appointed to serve in said elections:
City Precincts Polling Place Locations Presiding and Alternate Judges
8 South Knoll Elementary School
1220 Boswell
Presiding Judge:
Alternate Judge: Susan Irza
9 College Station Conference Center
1300 George Bush Drive
Presiding Judge: Joe Callaway
Alternate Judge: Sharon Boston
10A, 10B, 34 College Station City Hall
1101 Texas Avenue
Presiding Judge: Charlotte Bergstad
Alternate Judge: Joe Bergstad
20, 21 Saint Mary’s Catholic Church
603 Church Street
Presiding Judge: Twyla Leland
Alternate Judge: Charles Frazer
24 College Hills Elementary School
1101 Williams
Presiding Judge: Linda Isakeit
Alternate Judge: Vincente Gonzales
31 A&M Consolidated High School
1801 Harvey Mitchell Parkway So.
Presiding Judge: Jean McDermott
Alternate Judge: Sally Coble
32 College Station Public Library
1818 Harvey Mitchell Parkway South
Presiding Judge: Steve Milam
Alternate Judge: Doris Milam
29, 33, 62,
64, 72, 74
Lincoln Center
1000 Eleanor
Presiding Judge: Andre Mae Steen
Alternate Judge: Cathy Banks Watson
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Resolution No. ____________________ Page 2
Election Judges
2C, 35A, 35B College Station ISD Adm. Bldg.
1812 Welsh
Presiding Judge: Terri Stewart
Alternate Judge:
2B, 39 Rock Prairie Elementary School
3400 Welsh
Presiding Judge: Gene Charleton
Alternate Judge: Maggie Charleton
40 Aldersgate Methodist Church
2201 Earl Rudder Freeway South
Presiding Judge: Don Seaman
Alternate Judge: Bill Donaldson
41, 68 Pebble Creek Elementary
200 Parkview
Presiding Judge: Dixie Tracy
Alternate Judge: Earl Apgar
80 Cypress Grove Intermediate School
900 Graham Road
Presiding Judge: Elizabeth Booker
Alternate Judge: Edwin Booker
PART 2: That the Presiding Judge of the Early Voting Ballot Board shall be Kay Parker. She
shall appoint two clerks or more to count the early ballots and perform other duties as
assigned by the Election Code.
PART 3: That the City Council hereby authorizes the City Secretary to appoint substitute
elections judges in the event individuals appointed herein are unable to fulfill their
duties.
PART 4: That the Council Chambers in the College Station City Hall is hereby established as
the Central Counting Station to receive ballots for said election. The ballots shall be
tabulated and returned to the office of the City Secretary for the required retention
period. The following persons are hereby authorized and appointed as persons
employed and designated to handle the ballots, operate the tabulating equipment,
count the ballots, and be present in the Central Counting Station.
Central Counting Station Presiding Judge: Kay Parker
Central Counting Station Manager: City Secretary Connie Hooks
Tabulation Supervisor: Tracy Price
Tabulation Assistant: Brent Blankner
Clerks: to be named by Presiding Judge
Consultant for Texas Voting Systems, Inc., and Hart Intercivic
Brazos County Clerk Karen McQueen or designee
PART 5: That, in accordance with Section 32.091 of the TEXAS ELECTION CODE, the judges
and clerks shall be paid $8.00 per hour and the presiding judge shall receive an
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Resolution No. ____________________ Page 3
Election Judges
additional $25.00 for delivery of returns to Central Counting Station. There shall be a
minimum of three and no more than four officials at each polling place.
PART 6: That this resolution shall take effect immediately from and after its passage.
PASSED AND ADOPTED this the 10th day of April, 2008.
APPROVED:
____________________________________
Mayor Ben White
ATTEST:
________________________________
City Secretary Connie Hooks
APPROVED:
E-Signed by Harvey Cargill
VERIFY authenticity with ApproveIt
________________________________
City Attorney
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April 10, 2008
Regular Agenda Item 1
Texas Avenue Streetscape Project
To: Glenn Brown, City Manager
From: Mark Smith, Director of Public Works
Agenda Caption: Presentation, public hearing, possible action and discussion on the Texas
Avenue Streetscape project.
Recommendation(s): Staff recommends approval of the project.
Summary: This item was placed on the Council’s agenda to present to the City Council
staff’s plan to landscape Texas Avenue with trees where possible and other vegetation to
improve the aesthetics along one of the city’s major corridors. With the planned 80 shade
trees and 320 ornamental trees, the aesthetics and mobility by pedestrians and bicyclists
along the corridor will be improved.
With the Council’s approval of the project, staff will finalize the construction documents and
advertise for bids.
Budget & Financial Summary: The anticipated construction budget is $420,000. A total
of $672,000 is budgeted for this project.
Attachments:
None
91
April 10, 2008
Regular Agenda Item 2
Comprehensive Plan Update
To: Glenn Brown, City Manager
From: Bob Cowell, AICP, Director of Planning & Development Services
Agenda Caption: Presentation, possible action, and discussion regarding the update to the
City of College Station’s Comprehensive Plan.
Recommendation(s): Staff recommends the Council provide any clarification/direction
they deem appropriate based on the information presented by staff.
Summary: This purpose of this agenda item is to provide the Council with an update on the
Comprehensive Update process. Specifically, staff will present the results from the most
recent CPAC meetings related to community character and neighborhood integrity.
Budget & Financial Summary: N/A
Attachments: N/A
92
April 10, 2008
Regular Agenda Item 3
Greenways Program Update
To: Glenn Brown, City Manager
From: Bob Cowell, AICP, Director of Planning & Development Services
Agenda Caption: Presentation, possible action, and discussion regarding College Station’s
Greenways Program including discussion of current practices and updating of the Greenways
Plan.
Recommendation(s): Staff recommends the Council provide any clarification/direction
they deem appropriate based on the information presented by staff.
Summary: This purpose of this agenda item is to provide the Council with an overview of
past and current efforts regarding the identification and acquisition of greenways in College
Station. Specifically, staff will discuss the current greenways plan and its goals and
strategies, current research and analysis being performed by staff, partnership and funding
opportunities, and proposals for updating of the greenways plan.
Budget & Financial Summary: N/A
Attachments: N/A
93
April 10, 2008
Regular Agenda Item 4
Red Light Camera Program Update
To: Glenn Brown, City Manager
From: Mark Smith, Director of Public Works
Agenda Caption: Presentation and discussion on an update of the city’s Red Light Camera
Program.
Recommendation(s): No action needed
Summary: This item is placed on the Council’s agenda to provide an update on the city’s
red light camera program, showing how the system works beginning with the violation and
ending with received notice.
Budget & Financial Summary: There is no financial impact at this time.
Attachments:
None
94