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Home My WebLink About2011-05-03 Regular Meeting AGENDA CITY OF GRAPEVINE, TEXAS SPECIAL CITY COUNCIL MEETING WORKSHOP TUESDAY, MAY 3, 2011 AT 6:15 P.M. CITY COUNCIL CONFERENCE ROOM SECOND FLOOR 200 SOUTH MAIN STREET CALL TO ORDER 1. Administrative Services Department update. 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 Workshop Agenda was prepared and posted on this the 29th day of April, 2011 at 5:00 p.m. . Brown A stant City Secretary 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 May, 2011 at 6:15 p.m. in the City Council Conference Room, Second Floor, 200 South Main Street, with the following members present to-wit: William D. Tate Mayor C. Shane Wilbanks Mayor Pro Tem Sharron Spencer Council Member Roy Stewart Council Member Darlene Freed Council Member Mike Lease Council Member constituting a quorum,with Council Member Chris Coy absent,with the following members of the City Staff: Bruno Rumbelow City Manager Jennifer Hibbs Assistant City Manager John F. Boyle, Jr. City Attorney Linda Huff City Secretary CALL. TO ORDER Mayor Tate called the workshop to order at 6:15 p.m. ITEM 1. ADMINISTRATIVE SERVICES DEPARTMENT UPDATE Administrative Services Director John McGrane reviewed the missions of each of the eight divisions in the Administrative Services Department. The Budget Office manages the annual budget process that encompasses budget planning, preparation, implementation, economic and financial analysis, expenditure monitoring and documentation. The Finance and Accounting division's immediate goal is to evaluate benefits of going green to minimize the amount of paper that is being processed through utility billing. The Golf division's goal is to offer a Golf Facility where one wants to go to play golf, therefore, new programs have been implemented to bring additional players to the facility. The Grapevine Housing Authority's mission is to provide adequate, affordable housing and economic opportunities for low income families living and working in Grapevine. The Municipal Court division is dedicated to administering fair and impartial justice with professionalism, respect and equality as well as being more responsive to the public. The Human Resources/Personnel division insures compliance with all federal and state laws and local policies and requirements to approximately 622 employees. The Purchasing division provides a valuable, efficient and cost effective way of purchasing non-contract and contract products and services for use departments. The Risk Management division minimizes the potential 05/03/11 for losses of the City's human,financial and physical assets and the impact losses have on the City's personnel and citizens. Mr. McGrane commented that one of the main objectives of the Administrative Services Division is to convert to electronic storage for all of the divisions. There was no formal action taken by the City Council. ADJOURNMENT Mayor Pro Tern Wilbanks, seconded by Council Member Stewart, offered a motion to adjourn the workshop at 6:50 p.m. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed & Lease Nays: None Absent: Coy PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 17th day of May, 2011. APPROVED: ata- William D. Tate Mayor ATTEST: Lin a Huff City Secretary 2 AGENDA CITY OF GRAPEVINE, TEXAS REGULAR CITY COUNCIL MEETING TUESDAY, MAY 3, 2011 AT 7:30 P.M. CITY COUNCIL CHAMBERS SECOND FLOOR 200 SOUTH MAIN STREET CALL TO ORDER INVOCATION AND PLEDGE OF ALLEGIANCE: Council Member Mike Lease CITIZEN COMMENTS PRESENTATIONS 1. Presentation by Ms. Shonda Schaefer, Executive Director, on GRACE's second annual "Drive Into the Night" Golf Tournament. 2. Presentation by Mr. Dan Weinberger, Chairperson of the 27th Annual Main Street Days. 3. Mayor Tate to present Grapevine Heritage Foundation's 2011 Preservation Advocacy Award Winners. 4. Mayor Tate to present a proclamation declaring May 21-27, 2011 as National Safe Boating Week. 5. Mayor Tate to present a proclamation declaring May as Motorcycle Safety and Awareness Month. 6. Administrative Services Director John McGrane to present mid-year financial report. 7. Ms. Maribel Chavez to give a quarterly update regarding the DFW Connector Project. NEW BUSINESS 8. Consider approval of an Engineering Services Contract with Freese and Nichols, Inc. for the preparation of a Water and Wastewater Impact Fee Update 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. 9. Consider reappointment of the current Municipal Court Judge, David Florence,for a two year term. Administrative Services Director recommends approval. 10. Consider approval of an Adopt-An-Area agreement with the Grapevine Heritage Ambucs for a portion of Kimball Road. Parks & Recreation Advisory Board and Parks & Recreation Director recommend approval. 11. Consider approval of the purchase and installation of kitchen appliances for the new Convention &Visitors Bureau Headquarters from Bargreen Ellingson. Convention& Visitors Bureau Director recommends approval. 12. Consider a resolution authorizing the purchase of five Motorola mobile workstations from DFW Communications through an interlocal agreement with the Houston-Galveston Area Council (HGACBuy). Police Chief recommends approval. 13. Consider a resolution authorizing the purchase of a 2011 F550 Aerial Bucket Truck for the Traffic Division from Sam Pack's Five Star Ford through a cooperative agreement with the State of Texas Co-Op Purchasing Program. Public Works Director recommends approval. 14. Consider the minutes of the April 19, 2011 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. 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 Regular City Council Meeting Agenda was prepared and posted on this the 29th day of April, 2011 at 5:00 p.m. 44 WI II r-kv J.• T . Brown As tant City Secretary 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 May, 2011 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 Mayor C. Shane Wilbanks Mayor Pro Tern Sharron Spencer Council Member Roy Stewart Council Member Darlene Freed Council Member Mike Lease Council Member constituting a quorum,with Council Member Chris Coy absent,with the following members of the City Staff: Bruno Rumbelow City Manager Jennifer Hibbs Assistant City Manager John F. Boyle, Jr. City Attorney Linda Huff City Secretary CALL TO ORDER Mayor Tate called the meeting to order at 7:47 p.m. INVOCATION AND PLEDGE OF ALLEGIANCE Council Member Lease delivered the Invocation and led the Pledge of Allegiance. ITEM 1. PRESENTATION, GRACE'S SECOND ANNUAL"DRIVE INTO THE NIGHT" GOLF TOURNAMENT Ms. Shonda Schaefer, Executive Director of GRACE, expressed appreciation to the City of Grapevine for the success of GRACE's Second Annual "Drive Into the Night" Golf Tournament that had 115 golfers. The proceeds raised assist with the funding for GRACE's "Feed Our Kids Program" over the summer months. The program provides approximately 30,000 lunches to Grapevine children qualifying for the GCISD free lunch program. Ms. Schaefer thanked the Parks & Recreation Department and the Municipal Golf Course for their assistance and presented a plaque to the City Council for the City's participation. ITEM 2. PRESENTATION, 27TH ANNUAL MAIN STREET DAYS Mr. Dan Weinberger, Chairperson of the 27th Annual Main Street Days — A Pizza Experience, (May 13th, 14th and 15th) invited everyone to grab a slice of summer fun at the 05/03/11 official kick-off to summertime in Grapevine. Taste the international wines, craft beers and pizza pies; dine at the Pizza Piazza; dance to non-Stop entertainment; seek out your favorite festival food and shop the day away. Main Street Days is a fun-filled festival perfect for the entire family. TEM 3. GRAPEVINE HERITAGE FOUNDATION'S 2011 PRESERVATION ADVOCACY AWARD WINNERS Staff requested this item be tabled to a later date. Council Member Freed, seconded by Mayor Pro Tern Wilbanks, offered a motion to table the Grapevine Heritage Foundation's 2011 Preservation Advocacy Awards to a later date. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed & Lease Nays: None Absent: Coy ITEM 4. PROCLAMATION, NATIONAL SAFE BOATING WEEK Mayor Tate presented a proclamation declaring May 21-27,2011 as National Safe Boating Week to Flotilla Public Affairs Officer Barry Hargrove and the U. S. Coast Guard Auxiliary and Sea Scouts. Officer Hargrove expressed appreciation to the City of Grapevine for their support of safe boating on Lake Grapevine. ITEM 5. PROCLAMATION, MOTORCYCLE SAFETY AND AWARENESS MONTH Mayor Tate presented a proclamation declaring May aS Motorcycle Safety and Awareness Month to Michael Loyd, Doug McCall, Corey Reid and Melissa Hayes. Mayor Tate urged all citizens to join in a concerted effort in order to promote awareness, mutual respect, and safety on our roads. ITEM 6. MID-YEAR FINANCIAL REPORT Administrative Services Director John McGrane presented the mid-year financial report noting that the General Fund sales taxes are up 12%over last year and property taxes are down 5.9%. He stated that the General Fund revenueS and expenditures will be well within budget. The Utility Fund revenues are up 14.2% and the expenditures are within the budgeted numbers. The Convention &Visitors Bureau Fund revenues are down 1.9% but hotel occupancy taxes are up 13.1% from last year. He noted that CVB expenditures will be within the budgeted numbers. The Golf Course Fund expenditures are approximately the same as last year and revenues will increase as the City has taken over operation of the Pro Shop, the driving range and the tournament bookings that have increased 300% from last year. The Lake Parks Special Fund revenues are up and the expenditures are up as a result of the new cabins. The Special Fund revenues are expected to increase as the busy season is starting. The trend for the City's top 20 tax payers is down slightly for the 2 05/03/11 year but the City's sales tax trend is moving upward. The City's unemployment rate is 6.2%. ITEM 7. QUARTERLY UPDATE, DFW CONNECTOR PROJECT Mr. Brian Barth, Deputy District Engineer, Fort Worth District of TxDOT introduced those working on the DFW Connector Project: Mr. Ricardo Gonzalez, North Tarrant County Area Engineer; Mr. Randy Redmon, Manager of CED of the DFW Connector, Mr. Sam Swan, TxDOT Project Manager and Mr. Rob Anderson, NorthGate Deputy Project Director. Mr. Anderson presented an overview of the project noting that the DFW Connector Project is 39% complete. The design is complete, right-of-way acquisitions are nearing the final stages,they have the right of entry on all parcels,the utility agreements are negotiated with the utility relocations being 25% complete. Mr. Anderson reviewed the major traffic switches that are necessary to accommodate the traffic and he noted the progress being made on the bridges. He presented an overview of the project from the east, west, north and south. Mr. Anderson noted that the Open House Public Appreciation Day was well attended by more than the 400 registered guests and that there was good interaction with those in attendance and the staff present. The project's e-alerts have proven to be a great asset to keep people informed regarding closures and emergency situations. NorthGate has received good feedback regarding the notification process. Mayor Tate stated that NorthGate has done an excellent job but questioned if a timeline could be developed for completion of phases of the project so that citizens could look at the project in a positive manner. It would be good to be able to celebrate the major milestones of the project. There was discussion regarding modifying the hours of nightly closures. Mr.Anderson responded that modifying the hours could lengthen the time of the construction. Mr. Barth and Mr. Anderson stated that TxDOT would work with City Staff to communicate with citizens the progresses and openings to present a more positive image of the project, as well as discuss closure time schedules. There was no formal action taken by the City Council. ITEM 8. ENGINEERING SERVICES CONTRACT, FREESE AND NICHOLS, INC., WATER AND WASTEWATER IMPACT FEE UPDATE Public Works Director Matt Singleton recommended approval of an Engineering Services Contract with Freese and Nichols, Inc. in an amount of$78,900.00 for the preparation of a Water and Wastewater Impact Fee Update. The City waster and wastewater impact fees were last modified in 2006 in conjunction with land use plan modifications and an updated 10 year capital improvement plan. Motion by Council Member Spencer, seconded by Council Member Stewart,to approve as recommended prevailed by the following vote: 3 05/03/11 Ayes: Tate, Wilbanks, Spencer, Stewart, Freed & Lease Nays: None Absent: Coy 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. There were none. Item 9. Reappointment, Municipal Court Judge Administrative Services Director recommended the reappointment of the current Municipal Court Judge, David Florence, for a two year term. Motion by Council Member Stewart, seconded by Council Member Freed, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed & Lease Nays: None Absent: Coy Item 10. Approve Adopt-An-Area Agreement, Grppevine Heritage Ambucs Parks & Recreation Advisory Board and Parks & Recreation Director recommended approval of an Adopt-An-Area agreement with the Grapevine Heritage Ambucs for Kimball Road from Dove Road north to the entrance of Mead!bwmere Park. Motion by Council Member Stewart, seconded by Council Member Freed, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed & Lease Nays: None Absent: Coy Item 11. Authorize Purchase and Installation of''Appliances, Convention & Visitors Bureau Headquarters Convention & Visitors Bureau Director recommended approval of the purchase and installation of kitchen appliances for the new Convention &Visitors Bureau Headquarters from Bargreen Ellingson in an amount not to exceed $24,785.00. Motion by Council Member Stewart, seconded by Council Member Freed, to approve as recommended prevailed by the following vote: 4 05/03/11 Ayes: Tate, Wilbanks, Spencer, Stewart, Freed & Lease Nays: None Absent: Coy Item 12. Resolution, Authorize Purchase, Motorola Mobile Workstations Police Chief recommended approval of a resolution authorizing the purchase of five Motorola mobile workstations in an amount not to exceed $27,940.50 from DFW Communications through an interlocal agreement with the Houston-Galveston Area Council (HGACBuy). Motion by Council Member Stewart, seconded by Council Member Freed, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed & Lease Nays: None Absent: Coy RESOLUTION NO. 2011-30 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PURCHASE MOTOROLA MOBILE WORKSTATIONS THROUGH AN ESTABLISHED INTERLOCAL AGREEMENT AND PROVIDING AN EFFECTIVE DATE Item 13. Resolution, Authorize Purchase, F550 Aerial Bucket Truck Public Works Director recommended approval of a resolution authorizing the purchase of a 2011 F550 Aerial Bucket Truck in an amount not to exceed $83,480.92 for the Traffic Division from Sam Pack's Five Star Ford through a cooperative agreement with the State of Texas Co-Op Purchasing Program. Motion by Council Member Stewart, seconded by Council Member Freed, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed & Lease Nays: None Absent: Coy RESOLUTION NO. 2011-31 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE,TEXAS,AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PURCHASE A 2011 FORD F-550 AERIAL BUCKET TRUCK THROUGH AN ESTABLISHED COOPERATIVE AGREEMENT AND PROVIDING AN EFFECTIVE DATE 5 05/03/11 Item 14. Consideration of Minutes City Secretary recommended approval of the minutes of the April 19, 2011 City Council meetings as published. Motion by Council Member Stewart, seconded by Council Member Freed, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed & Lease Nays: None Absent: Coy ADJOURNMENT Council Member Lease, seconded by Mayor Pro Tern Wilbanks, offered a motion to adjourn the meeting at 8:55 p.m. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed & Lease Nays: None Absent: Coy PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 17th day of May, 2011. APPROVED: *0- William D. Tate Mayor ATTEST: Linda Huff City Secretary 6