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HomeMy WebLinkAbout2013-09-03 Regular MeetingAGENDA I CITY OF GRAPEVINE, TEXAS SPECIAL CITY COUNCIL MEETING WORKSHOP TUESDAY, SEPTEMBER 3, 2013 AT 6:30 P.M. CITY COUNCIL CONFERENCE ROOM SECOND FLOOR 200 SOUTH MAIN STREET CALL TO ORDER Recap of renovation projects--Dove Pool and Oak Grove Ballfield Complex. WIP21911104 If you plan to attend this public meeting and you have a disability that requires special arrangements at the meeting, please contact the City Secretary's Office at (817) 410-3182 at least 24 hours in advance of the meeting. Reasonable accommodations will be made to assist your needs. In accordance with Texas Government Code, Chapter 551.001 et seq, Acts of the 1993 Texas Legislature, the Special City Council Meeting Workshop Agenda was prepared and posted on this the 30th day of August, 2013 at 5:00 p.m. STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE The City Council of the City of Grapevine, Texas met in Workshop on this the 3rd day of September, 2013 at 6:30 p.m. in the City Council Conference Room, Second Floor, 200 South Main Street, with the following members present to -wit: William D. Tate C. Shane Wilbanks Sharron Spencer Darlene Freed Mike Lease Chris Coy Mayor Mayor Pro Tern Council Member Council Member Council Member Council Member constituting a quorum, with Council Member Roy Stewart absent, with the following members of the City Staff: Bruno Rumbelow City Manager Jennifer Hibbs Assistant City Manager John F. Boyle, Jr. City Attorney Matthew Boyle Assistant City Attorney Jodi C. Brown City Secretary CALL TO ORDER Mayor Tate called the workshop to order at 6:32 p.m. ITEM 1. DISCUSS DOVE POOL AND OAK GROVE BALLFIELD COMPLEX PROJECTS City Manager Bruno Rumbelow stated that Council had requested a recap of the renovation projects for the Dove Pool and Bathhouse and the Oak Grove Ballfield Complex. Parks & Recreation Director Doug Evans and Assistant Parks Director Kevin Mitchell reviewed the renovation project timeline from concept plan presentation through contract approval for the Dove Pool and Bathhouse and Oak Grove Ballfield Complex Renovation Projects. Following discussion on non - budgeted amenities being added to the scope of the projects, Council stated experience had been gained with completion of these projects which could be utilized during the Community Activities Center renovation and the building of the Public Safety Building. There was no formal action taken by the City Council. 09/03/13 ri 103 Lei Ll 11 Mayor Pro Tern Wilbanks, seconded by Council Member Coy, offered a motion to adjourn the workshop at 7:05 p.m. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Freed, Lease & Coy Nays: None Absent: Stewart PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 1 st day of October, 2013. ATTEST: Jo Brown t ecretary Vic N Ar William D. Tate Mayor I a AGENDA CITY OF GRAPEVINE, TEXAS SPECIAL CITY COUNCIL MEETING TUESDAY, SEPTEMBER 3, 2013 AT 7:00 P.M. CITY COUNCIL CONFERENCE ROOM SECOND FLOOR 200 SOUTH MAIN STREET • ••� EXECUTIVE SESSION City Council to conduct a closed session relative to: A. Pending litigation relative to City of Grapevine v. Grapevine Tate Joint Venture, et al pursuant to Section 551.071, Texas Government Code: Lot 13R, Block 1, Final Plat of Lots 12R -1, 13R and 15, Block 1, Towne Center Addition No. 2 for use as the new Public Safety Complex. B. Conference with City Manager and Staff to discuss and deliberate commercial and financial information received from business prospects the City seeks to have locate or expand in the City; with which businesses the City is conducting economic development negotiations pursuant to Section 551.087, Texas Government Code. City Council to reconvene in open session and take any necessary action relative to conference with employees under Section 551.087, Texas Government Code. ADJOURNMENT If you plan to attend this public meeting and you have a disability that requires special arrangements at the meeting, please contact the City Secretary's Office at (817) 410 -3182 at least 24 hours in advance of the meeting. Reasonable accommodations will be made to assist your needs. In accordance with Texas Government Code, Chapter 551.001 et seq, Acts of the 1993 Texas Legislature, the Special City Council Meeting Agenda was prepared and posted on this the 30th day of August, 2013 at 5:00 p.m. STATE OF TEXAS � COUNTY OF TARRANT CITY OF GRAPEVINE The City Council of the City of Grapevine, Texas met in Executive Session on this the 3rd day of September, 2013 at 7:00 p.m. in the City Council Conference Room, Second Floor, 200 South Main Street, with the following members present to -wit: William D. Tate C. Shane Wilbanks Sharron Spencer Darlene Freed Mike Lease Chris Coy Mayor Mayor Pro Tern Council Member Council Member Council Member Council Member constituting a quorum, with Council Member Roy Stewart absent, with the following members of the City Staff: Bruno Rumbelow City Manager Jennifer Hibbs Assistant City Manager John F. Boyle, Jr. City Attorney Matthew Boyle Assistant City Attorney Jodi C. Brown City Secretary WKELOZ01 Mayor Tate called the meeting to order at 7:06 p.m. ITEM 1. EXECUTIVE SESSION Mayor Tate announced the City Council would conduct a closed session regarding: (A) Pending litigation relative to City of Grapevine v. Grapevine Tate Joint Venture, et al pursuant to Section 551.071, Texas Government Code: Lot 13R, Block 1, Final Plat of Lots 12R -1, 13R and 15, Block 1, Towne Center Addition No. 2 for use as the new Public Safety Complex. (B) Conference with City Manager and Staff to discuss and deliberate commercial and financial information received from business prospects the City seeks to have locate or expand in the City; with which businesses the City is conducting economic development negotiations pursuant to Section 551.087, Texas Government Code. Upon reconvening in open session in the Council Chambers, Mayor Tate asked if there was any action necessary relative to the closed session. City Manager Bruno Rumbelow stated there was no action necessary relative to pending litigation under Section 551.071, Texas Government Code. 09/03/13 NOTE: Item (B) Conference with City Manager and Staff under Section 551.087, Texas Government Code was not discussed. NOTE: City Council continued with the Regular City Council meeting in open session in the City Council Chambers. ADJOURNMENT Mayor Pro Tern Wilbanks, seconded by Council Member Freed, offered a motion to adjourn the meeting at 8:12 p.m. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Freed, Lease & Coy Nays: None Absent: Stewart PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 1 st day of October, 2013. Jodi C Brown CityVecretary 0 FINN; N 8-; [oily AGENDA CITY OF GRAPEVINE, TEXAS REGULAR CITY COUNCIL MEETING TUESDAY, SEPTEMBER 3, 2013 AT 7:30 P.M. CITY COUNCIL CHAMBERS SECOND FLOOR 200 SOUTH MAIN STREET INVOCATION AND PLEDGE OF ALLEGIANCE: Mayor Pro Tern C. Shane Wilbanks CITIZEN COMMENTS PRESENTATIONS Presentation by Ed and Julie Stone, Chairpersons of the 27th Annual GrapeFest. 2. Presentation on the DFW Connector Project Marketing Campaign. 3. City Council to conduct the second public hearing on the proposal to adopt an ad valorem tax rate of $0.3425 per $100 valuation and take any necessary action. Public Notice: Consideration of an ordinance on the proposal to adopt an ad valorem tax rate of $0.3425 will be presented on Tuesday, September 10, 2013 at Noon in the City Council Chambers, Second Floor, 200 South Main Street, Grapevine, Texas 76051. 4. City Council to conduct a public hearing relative to Fiscal Year 2013 -2014 budget and take any necessary action. NEW BUSINESS 5. Consider a contract with Mesa Design Group to develop a master plan for Meadowmere Park and take any necessary action. CONSENT AGENDA Consent items are deemed to need little Council deliberation and will be acted upon as one business item. Any member of the City Council or member of the audience may request that an item be withdrawn from the consent agenda and placed before the City Council for full discussion. Approval of the consent agenda authorizes the City Manager, or his designee, to implement each item in accordance with Staff recommendations. 6. Consider a resolution declaring retired computers as surplus property and authorizing the donation to Grapevine's Sister City, Parras de la Fuente, Coahuila, Mexico. Staff recommends approval. 7. Consider a resolution authorizing the purchase of computer hardware for the Police Department from Netsync Network Solutions through a contract established by the State of Texas Department of Information Resources (DIR) Cooperative Contracts Program. Police Chief recommends approval. 8. Consider a resolution authorizing the purchase of desktop switches and a network upgrade from Netsync Network Solutions through a contract established by the State of Texas Department of Information Resources (DIR) Cooperative Contracts Program. City Manager recommends approval. 9. Consider a resolution authorizing the purchase of Panasonic workstations and docks from CDW -G through an established Interlocal Agreement with The Cooperative Purchasing Network (TCPN). Police Chief recommends approval. 10. Consider a resolution authorizing the purchase of power over ethernet switches from Netsync Network Solutions through a contract established by the State of Texas Department of Information Resources (DIR) Cooperative Contracts Program. City Manager recommends approval. 11. Consider a resolution authorizing the sole source purchase of a SCAN wastewater monitoring instrument from C.C. Lynch & Associates, Inc. for the Public Works Department. Public Works Director recommends approval. 12. Consider renewal of Bid 346 -2010 Traffic Conduit Installation Services Annual Contract with Multiple Cable Systems, Inc. Public Works Director recommends approval. 13. Consider renewal of Bid 372 -2011 Temporary Employment Services Annual Contract with Temporaries of Texas, Inc. Administrative Services Director recommends approval. 14. Consider renewal of Bid 392 -2012 Various Aggregate Materials Annual Contract with Neese Materials, Inc., Lowery Sand & Gravel Company, Inc., Big Sandy Sand Company, Hanson Aggregates LLC, DFW Materials and TXI. Public Works Director recommends approval. 15. Consider a Road Construction and Maintenance Agreement with Prologis U. S. Logistics Fund, LP for the reconstruction and maintenance on a portion of East Dallas Road and authorizing the City Manager to execute the agreement. Public Works Director recommends approval. 16. Consider award of an informal request for quote to purchase carpet and installation from Corporate Floors, Inc. for the Convention Center. CVB Executive Director recommends approval. 17. Consider the minutes of the July 22 and August 6, 2013 City Council meetings as published. City Secretary recommends approval. Pursuant to the Texas Open Meetings Act, Texas Government Code, Chapter 551.001 et seq, one or more of the above items may be considered in Executive Session closed to the public. Any decision held on such matter will be taken or conducted in open session following the conclusion of the executive session. If you plan to attend this public meeting and you have a disability that requires special arrangements at the meeting, please contact the City Secretary's Office at (817) 410 -3182 at least 24 hours in advance of the meeting. Reasonable accommodations will be made to assist your needs. In accordance with Texas Government Code, Chapter 551.001 et seq, Acts of the 1993 Texas Legislature, the Regular City Council Meeting Agenda was prepared and posted on this the 30th day of August, 2013 at 5:00 p.m. STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE The City Council of the City of Grapevine, Texas met in Regular Session on this the 3rd day of September, 2013 at 7:30 p.m. in the City Council Chambers, Second Floor, 200 South Main Street, with the following members present to-wit: William D. Tate C. Shane Wilbanks Sharron Spencer Darlene Freed Mike Lease Chris Coy Mayor Mayor Pro Tern Council Member Council Member Council Member Council Member constituting a quorum, with Council Member Roy Stewart absent, with the following members of the City Staff: Bruno Rumbelow City Manager Jennifer Hibbs Assistant City Manager John F. Boyle, Jr. City Attorney Jodi C. Brown City Secretary CALL TO ORDER Mayor Tate called the meeting to order at 7:33 p.m. INVOCATION AND PLEDGE OF ALLEGIANCE Mayor Pro Tern C. Shane Wilbanks delivered the Invocation and led the Pledge of Allegiance. ITEM 1A. CITIZENS COMMENTS, ARAM AZADPOUR Mr. Aram Azadpour, P. O. Box 2644, Grapevine, expressed his appreciation for the newly installed bike lane signs and requested the Council consider further improvements by striping bike lanes on roadways, and expressed his concern of not being able to contact the City Attorney regarding his lawsuit appeal. ITEM 1. PRESENTATION, 27TH ANNUAL GRAPEFEST Ed and Julie Stone, Chairpersons of the 27th Annual GrapeFest, invited the community to attend this year's event—Rediscovering Grapevine. There will be an Italian Car Fest and the GrapeFest golf classic the week before the festival. During GrapeFest (September 12- 15) there will be numerous opportunities to enjoy live music, the kids' world play area, culinary demonstrations, wine Castings, tennis classic and GrapeStomp. Mr. and 09/03/13 Mrs. Stone also thanked this year's volunteers, sponsors and the City for their work to make this event a success. ITEM 2. PRESENTATION, DFW CONNECTOR PROJECT MARKETING CAMPAIGN Assistant CVB Executive Director Michael Woody and Marketing Director Barry Lewis presented the DFW Connector Project "Substantially Complete" Advertising Campaign being conducted by the Convention & Visitors Bureau. They highlighted the campaign's theme - - "The good times in Grapevine just got a lot easier to get to ", marketing strategies and cooperative marketing opportunities, timing, and the different media formats to be utilized. There was no formal action taken by the City Council. Mayor Tate declared the public hearing open. Administrative Services Director John McGrane had stated earlier, during the Grapevine 4B Economic Development Board meeting, that a second public hearing was being held to receive input on the proposal to adopt an ad valorem tax rate of $0.3425. Mr. McGrane stated the public hearing was being held pursuant to State law since tax revenues would increase over last year's revenues due to new construction being adding to the tax base or appraisals. He noted the current tax rate of $0.345695 per $100.00 would was being reduced to the proposed rate of $0.3425 which is above the effective tax rate of $0.33. Mayor Tate invited guests present to comment regarding the proposed tax rate. No one wished to speak and there was no correspondence to report. Mayor Tate then announced the City Council would consider an ordinance on the proposal to adopt an ad valorem tax rate of $0.3425 on Tuesday, September 10, 2013 at Noon in the City Council Chambers, Second Floor, 200 South Main Street, Grapevine, Texas 76051. Mayor Pro Tern Wilbanks, seconded by Council Member Coy, offered a motion to close the public hearing. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Freed, Lease & Coy Nays: None Absent: Stewart ITEM 4. PUBLIC HEARING FISCAL YEAR 2013 -2014 BUDGET Mayor Tate declared the public hearing open. Administrative Services Director McGrane noted the public hearing on Fiscal Year 2013- 2014 Budget (FY2014) was being conducted to receive public comments on the proposed budget pursuant to the City Charter. Stating the Council had conducted a budget VA 09/03/13 workshop in July to discuss major issues of the FY2014 budget, that Staff had posted the proposed budget on the City's web site, made available a copy of the budget for public inspection and published the required notices in the newspaper. Mr. McGrane stated the Council would consider the proposed budget and ad valorem tax rate on Tuesday, September 10, 2013 at Noon in the City Council Chambers, Second Floor, 200 South Main Street, Grapevine, Texas 76051. The proposed budget reflects a slight tax decrease and contains fund expenditures in the following amounts: General Fund Municipal Court Technology Fund Convention & Visitors Bureau Fund Stormwater Drainage Fund Crime Control & Prevention District Fund Lake Parks Special Revenue Fund 4B Economic Development Fund Debt Service Fund Utility Enterprise Fund Lake Enterprise (Golf) Fund General Permanent Capital Maintenance Fund Permanent Street Maintenance Fund Community Quality of Life Capital Project Fund Streets, Drainage & Traffic Capital Projects Buildings & Facilities Capital Projects Water & Wastewater Capital Projects Capital Equipment Acquisitions $58,339,600 35,857 19,754,407 2,362,410 13,730,075 2,109,711 9,204,163 14,428,596 22,389,885 3,389,586 1,251,000 1,558,000 2,854,057 5,252,113 16,939,871 9,757,225 1,886,000 Council Member Coy, seconded by Council Member Freed, offered a motion to close the public hearing. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Freed, Lease & Coy Nays: None Absent: Stewart ITEM 5. APPROVE CONTRACT, MEADOWMERE PARK MASTER PLAN DEVELOPMENT Assistant Parks & Recreation Director Joe Moore presented for consideration a contract with Mesa Design Group in the amount of $43,540.00 to develop a Master Plan for Meadowmere Park. Funding for the contract expense is available in the Quality of Life Fund. Mr. Moore stated that a timeline should be established for Council's review around December. 3 09/03/13 Council Member Freed, seconded by Mayor Pro Tern Wilbanks, offered a motion to approve the contract as recommended. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Freed, Lease & Coy Nays: None Absent: Stewart CONSENT AGENDA The next order of business for the City Council to consider was the consent agenda items, which were deemed to need little or no discussion and were acted upon as one business item. Mayor Tate asked if there was any member of the audience or the City Council who wished to remove an item from the consent agenda for full discussion. Council Member Freed removed Item 6 relative to donating surplus computers from the Consent Agenda. • •' • • .. • • AUTHORIZE DONATION This item was removed from the Consent Agenda and considered after Item 17. Staff recommended approval of a resolution declaring retired computers as surplus property and authorizing the donation to Grapevine's Sister City, Parras de la Fuente, Coahuila, Mexico. Council Member Freed thanked City Staff for the innovative idea to donate the used equipment to the City's Sister City in Mexico. Motion by Council Member Coy, seconded by Council Member Lease, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Freed, Lease & Coy Nays: None Absent: Stewart RESOLUTION NO. 2013 -80 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, DECLARING CERTAIN PROPERTY SURPLUS AND /OR SALVAGE; PROVIDING FOR THE DONATION OF SAID PROPERTY TO PARRAS DE LA FUENTE, COAHUILA MEXICO; AND PROVIDING AN EFFECTIVE DATE Item 7. Resolution, Authorize Computer Hardware Purchase Police Chief recommended approval of a resolution authorizing the purchase of computer hardware for the Police Department in an amount not to exceed $49,234.00 from Netsync Network Solutions through a contract established by the State of Texas Department of Information Resources (DIR) Cooperative Contracts Program. S 09/03/13 Motion by Council Member Coy, seconded by Council Member Lease, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Freed, Lease & Coy Nays: None Absent: Stewart RESOLUTION NO. 2013 -81 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PURCHASE COMPUTER HARDWARE THROUGH A STATE OF TEXAS DEPARTMENT OF INFORMATION RESOURCES (DIR) CONTRACT PROGRAM AND PROVIDING AN EFFECTIVE DATE Item 8. Resolution, Authorize Desktop Switches and Network Upgrade Purchase City Manager recommended approval of a resolution authorizing the purchase of desktop switches for use throughout the City system and a network upgrade from Netsync Network Solutions in an amount of $192,867.26 through a contract established by the State of Texas Department of Information Resources (DIR) Cooperative Contracts Program. Motion by Council Member Coy, seconded by Council Member Lease, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Freed, Lease & Coy Nays: None Absent: Stewart RESOLUTION NO. 2013 -82 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PURCHASE DESKTOP SWITCHES AND UPGRADE THE NETWORK THROUGH A STATE OF TEXAS DEPARTMENT OF INFORMATION RESOURCES (DIR) CONTRACT PROGRAM AND PROVIDING AN EFFECTIVE DATE Item 9. Resolution, Authorize Purchase of Panasonic Workstations and Docks Police Chief recommended approval of a resolution authorizing the purchase of Panasonic workstations and docks from CDW -G with the total amount not to exceed $46,248.00 through an established Interlocal Agreement with The Cooperative Purchasing Network 5 09/03/13 (TCPN). The purchase is for 24 Panasonic tablets and associated hardware /software for field use by the Police and Fire Departments. Motion by Council Member Coy, seconded by Council Member Lease, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Freed, Lease & Coy Nays: None Absent: Stewart RESOLUTION NO. 2013 -83 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PURCHASE WORKSTATIONS AND DOCKS THROUGH AN ESTABLISHED INTERLOCAL AGREEMENT AND PROVIDING AN EFFECTIVE DATE Item 10. Resolution Authorize Purchase of Power Over Ethernet Switches City Manager recommended approval of a resolution authorizing the purchase of power over ethernet switches from Netsync Network Solutions in an amount not to exceed $57,348.48 through a contract established by the State of Texas Department of Information Resources (DIR) Cooperative Contracts Program. The purchase replaces old ethernet switches in various locations throughout the City with new switches that have the power over ethernet feature. Motion by Council Member Coy, seconded by Council Member Lease, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Freed, Lease & Coy Nays: None Absent: Stewart RESOLUTION NO. 2013 -84 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PURCHASE POWER OVER ETHERNET SWITCHES THROUGH A STATE OF TEXAS DEPARTMENT OF INFORMATION RESOURCES (DIR) CONTRACT PROGRAM AND PROVIDING AN EFFECTIVE DATE Item 11. Resolution, Authorize SCAN Wastewater Monitoring Instrument as Sole Source Purchase N 09/03/13 Public Works Director recommended approval of a resolution authorizing the sole source purchase of a SCAN wastewater monitoring instrument from C.C. Lynch & Associates, Inc. for the Public Works Department in an amount of $18,834.00. Motion by Council Member Coy, seconded by Council Member Lease, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Freed, Lease & Coy Nays: None Absent: Stewart RESOLUTION NO. 2013 -85 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO APPROVE THE SOLE SOURCE PURCHASE OF A WASTEWATER MONITORING INSTRUMENT AND PROVIDING AN EFFECTIVE DATE Item 12. Renew Bid 346 -2010 Traffic Conduit Installation Services Annual Contract Public Works Director recommended approval to renew Bid 346 -2010 Traffic Conduit Installation Services Annual Contract with Multiple Cable Systems, Inc. in an annual estimated amount of $30,000.00. This will be for the third annual renewal of the four, one year renewal options available. Motion by Council Member Coy, seconded by Council Member Lease, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Freed, Lease & Coy Nays: None Absent: Stewart Item 13. Renew Bid 372 -2011 Temporary Employment Services Annual Contract Administrative Services Director recommended approval of the renewal of Bid 372 -2011 Temporary Employment Services Annual Contract with Temporaries of Texas, Inc. Funding for this contract is limited to the budgeted amount by each department in an annual estimated amount of $100,000.00. Motion by Council Member Coy, seconded by Council Member Lease, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Freed, Lease & Coy Nays: None Absent: Stewart rA 09/03/13 Item 14. Renew Bid 392 -2012 Various Aggregate Materials Annual Contract Public Works Director recommended approval to renew Bid 392 -2012 Various Aggregate Materials Annual Contract with Neese Materials, Inc., Lowery Sand & Gravel Company, Inc., Big Sandy Sand Company, Hanson Aggregates LLC, DFW Materials and TXI (TXI did not renew line item 14 for unwashed cushion sand and the department is agreeable with the item not being renewed. Funding for this contract is limited to the budgeted amount by each department in an annual estimated amount of $439,000.00. This is the first annual renewal of the four, one year renewal options available. Motion by Council Member Coy, seconded by Council Member Lease, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Freed, Lease & Coy Nays: None Absent: Stewart Item 15. Approve Road Construction and Maintenance Agreement for a portion of East Dallas Road Public Works Director recommended approval of a Road Construction and Maintenance Agreement with Prologis U. S. Logistics Fund, LP for the reconstruction and maintenance of the northern one -half of East Dallas Road, extending from Texan Trail east for a distance of approximately 775 feet, and authorization for the City Manager to execute the agreement. Prologis proposes to reconstruct the roadway to City standards sufficient to serve commercial trucks and then the City would accept the maintenance of the roadway. This procedure is standard with any developer constructed roadway. The roadway will be constructed at Prologis's sole cost and they will provide a two year maintenance bond. Motion by Council Member Coy, seconded by Council Member Lease, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Freed, Lease & Coy Nays: None Absent: Stewart Item 16. Award Informal Quote for Convention Center Carpet CVB Executive Director recommended approval to award an informal request for quote to purchase carpet and installation from Corporate Floors, Inc. for the Convention Center in an amount not to exceed $16,102.93. Motion by Council Member Coy, seconded by Council Member Lease, to approve as recommended prevailed by the following vote: 09/03/13 Ayes: Tate, Wilbanks, Spencer, Freed, Lease & Coy Nays: None Absent: Stewart Item 17. Consideration of Minutes City Secretary recommended approval of the minutes of the July 22 and August 6, 2013 City Council meetings as published. Motion by Council Member Coy, seconded by Council Member Lease, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Freed, Lease & Coy Nays: None Absent: Stewart ADJOURNMENT Mayor Pro Tern Wilbanks, seconded by Council Member Freed, offered a motion to adjourn the meeting at 8:12 p.m. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Freed, Lease & Coy Nays: None Absent: Stewart PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 1 st day of October, 2013. ATTEST: Jodi SVrown City 3 retary IX APPROVED: