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HomeMy WebLinkAboutItem 21 - Minutes ITEM # _as 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 February, 2009 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 Tern Sharron Spencer Council Member Roy Stewart Council Member Darlene Freed Council Member Mike Lease Council Member Chris Coy Council Member constituting a quorum, with the following members of the City Staff: Bruno Rumbelow City Manager Jennifer Hibbs Assistant City Manager H. T. Hardy Assistant City Manager John F. Boyle, Jr. City Attorney Linda Huff City Secretary CALL TO ORDER Mayor Tate called the meeting to order at 6:15 p.m. ITEM 1. EXECUTIVE SESSION Mayor Tate announced the City Council would conduct a closed session regarding: (A) conference with City Manager and Staff to discuss and deliberate commercial and financial information received from business prospects the City seeks to have locate and expand in the City; with which businesses the City is conducting economic development negotiations under Section 551.087, Texas Government Code. RECESS AND RECONVENE The City Council recessed the Executive Session to conduct the City Council Workshop. Upon reconvening in the City Council Chambers for the regular meeting, all members of the City Council were present. Upon reconvening in open session, Mayor Tate asked if there was any action necessary relative to the closed session. City Manager Bruno Rumbelow stated there was no action 02/03/09 necessary relative to conference with City Manager and Staff under Section 551.087, Texas Government Code. 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 Spencer, offered a motion to adjourn the meeting at 8:07 p.m. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 17th day of February, 2009. APPROVED: William D. Tate Mayor ATTEST: Linda Huff City Secretary 2 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 February, 2009 at 6:45 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 Tern Sharron Spencer Council Member Roy Stewart Council Member Darlene Freed Council Member Mike Lease Council Member Chris Coy Council Member constituting a quorum, with the following members of the City Staff: Bruno Rumbelow City Manager Jennifer Hibbs Assistant City Manager H. T. Hardy Assistant City Manager John F. Boyle, Jr. City Attorney Linda Huff City Secretary CALL TO ORDER Mayor Tate called the workshop to order at 6:57 p.m. ITEM 1. DISCUSS PROPOSED AMENDMENTS TO CHAPTER 7 BUILDINGS AND CONSTRUCTION AND CHAPTER 25 UTILITIES AND SERVICES Development Services Director Scott Williams reviewed the proposed amendments to Chapter 7 Buildings and Construction and Chapter 25 Utilities and Services relative to irrigation systems. The proposed amendments would bring the City's requirements in compliance with the rules and regulations adopted by the Texas Commission on Environmental Quality during the 80 Texas Legislature. There was no formal action taken by the City Council. ITEM 2. DISCUSS ROCKLEDGE PARK PROGRAM CONCEPTS Parks & Recreation Director Doug Evans reviewed the Rockledge Park Program concepts for the approximately 85 acre park located on the north side of Lake Grapevine. Items discussed were the preferred options for the park; preparation of a concept plan; interim plan for the park and the impact on other leased Corps of Engineers parks on Lake Interlocal Agreement with Flower Mound to take over the police, fire and 02/03/09 emergency services; and the water and sewer services to the site to be purchased from Flower Mound. 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 7:30 p.m. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 17th day of February, 2009. APPROVED: William D. Tate Mayor ATTEST: Linda Huff City Secretary 2 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 February, 2009 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 Tem Sharron Spencer Council Member Roy Stewart Council Member Darlene Freed Council Member Mike Lease Council Member Chris Coy Council Member constituting a quorum, with the following members of the City Staff: Bruno Rumbelow City Manager Jennifer Hibbs Assistant City Manager H. T. Hardy Assistant City Manager John F. Boyle, Jr. City Attorney Linda Huff City Secretary CALL TO ORDER Mayor Tate called the meeting to order at 7:40 p.m. INVOCATION AND PLEDGE OF ALLEGIANCE Council Member Lease delivered the Invocation and led the Pledge of Allegiance. ITEM 1A. CITIZENS COMMENTS, MR, JOHN RATH Mr. John Rath, 1537 Country Forest Court, expressed his appreciation to the City Council for their initiative and leadership in the various programs implemented to help in the clean up of our local environment. He commended Keep Grapevine Beautiful Executive Director Mary Jo Tellin for her outstanding leadership and Assistant City Manager Jennifer Hibbs for her willingness to listen and be available to citizens concerns. ITEM 1. PRESENTATION, ICLEI LOCAL GOVERNMENTS FOR SUSTAINABILITY Director of Public Works Matt Singleton presented an update on the City's progress in pursuing the Cities for Climate Protection Campaign's five milestones. In 2008, the City adopted a resolution to join ICLEI —Local Governments for Sustainability as a full member " pledging to (1) participate in Cities for Climate Protection Campaign, (2) promote and 02/03/09 support sustainable development, and (3) undertake the Cities for Climate Protection Campaign's five milestones. The first of those milestones is Inventory of Municipal Emissions. As of December 2008, the inventory was completed for the 2005 Base Year Level. Greenhouse gas emissions from municipal activities in the year 2005 were equivalent to 20,814 metric tons of carbon dioxide (eCO2 tons). Staff anticipates a specific quantifiable emissions reduction target identified by July 2009 for a future target year. ITEM 2. PUBLIC HEARING, 35TH YEAR COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM Mayor Tate declared the public hearing open. Public Works Deputy Director Stan Laster reviewed the 35th Year Community Development Block Grant (CDBG) Program for reconstruction of East Worth Street from Ruth Street to Eckley Street and from Dooley Street to Austin Street. He stated the public hearing was being held again due to inadequate publication notice. He noted there were citizen comment forms available at the back of the Council Chambers. Mr. Laster stated the estimated cost for the project is $372,500.00. If CDBG funding does not meet the cost of construction after the bid opening, the project will be reduced in scope and constructed over two years in separate packages or the City will be able to supplement the CDBG funding to construct the entire project in one year. Motion by Council Member Freed, seconded by Council Member Coy, to close the public hearing prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None Public Works Deputy Director Laster requested authorization for Staff to proceed with the submittal of the 35th Year Community Development Block Grant Program to Tarrant County. Motion by Council Member Freed, seconded by Council Member Coy, to authorize the submittal of the CDBG program to Tarrant County prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None ITEM 3. AUTHORIZE INSTALLATION, DOVE PARK FENCE Parks & Recreation Director Doug Evans recommended approval of the installation of a four-foot decorative fence at Dove Park by Rustic Fence in the total amount of$6,820.00. The fence would be located along Dove Loop and a couple of fence sections going north along Sagebrush Trail. 2 02/03/09 Motion by Mayor Pro Tern Wilbanks, seconded by Council Member Spencer,to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None 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 4. Resolution, Call 2009 Grapevine City Officers Election City Secretary recommended approval of a resolution calling the Grapevine City Officers election for May 9, 2009 for Mayor, City Council Place 1 and City Council Place 2. Motion by Council Member Lease, seconded by Council Member Freed, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None RESOLUTION NO. 2009-04 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS PROVIDING FOR THE 2009 CITY OFFICER ELECTION TO BE HELD ON MAY 9, 2009; DETERMINING THE POLLING PLACE; PROVIDING SPECIFIC INSTRUCTIONS FOR THE CONDUCTING OF SAID ELECTION; REPEALING INCONSISTENT RESOLUTIONS AND PROVIDING AN EFFECTIVE DATE Item 5. Appointments, Convention & Visitors Bureau Advisory Board Council Member Spencer recommended approval of appointing Ms. LuAnn Chapman Gaffs as a full member and Mr. Bill Striedl as an alternate member (both for six month terms) to the Convention & Visitors Bureau Advisory Board. Motion by Council Member Lease, seconded by Council Member Freed, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None 3 02/03/09 Item 6. Appointment, Parks & Recreation Advisory Board Parks & Recreation Advisory Board and Parks & Recreation Director recommended approval of the appointment of Ms. Shelby Freyou as the Student Ex-Officio member to the Parks & Recreation Advisory Board for a one year term. Motion by Council Member Lease, seconded by Council Member Freed, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None Item 7. Award Bids, Police Vehicles Public Works Director and Police Chief recommended approval of the award of the bids for the purchase of Police vehicles from Sam Packs Five Star Ford (five) and Dallas Dodge (one) in the total amount of $203,143.00. Motion by Council Member Lease, seconded by Council Member Freed, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None Item 8. Renew Janitorial Services at Various Parks & Recreation Facilities Annual Contract Parks & Recreation Director recommended approval of the renewal of the Janitorial Services at Various Parks and Recreation Facilities Annual Contract to Mary Lou Gilmore. Motion by Council Member Lease, seconded by Council Member Freed, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None Item 9. Consideration of Minutes City Secretary recommended approval of the minutes of the January 20,2009 City Council meetings as published. Motion by Council Member Lease, seconded by Council Member Freed, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None 4 02/03/09 Ask ADJOURNMENT Mayor Pro Tem Wilbanks, seconded by Council Member Spencer, offered a motion to adjourn the meeting at 8:07 p.m. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 17th day of February, 2009. APPROVED: William D. Tate Mayor ATTEST: Linda Huff City Secretary 5 MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER t51 MEETING DATE: FEBRUARY 17, 2009 SUBJECT: RENEWAL OF BID NUMBER 240-2005, ANNUAL CONTRACT FOR TRAFFIC MATERIALS AND SUPPLIES RECOMMENDATION: City Council to consider renewal of annual contracts to Vulcan, Inc., 3M Company, Consolidated Traffic, Naztec, Inc., Hall Signs and Roadrunner Traffic for the purchase of traffic materials and supplies by the Traffic Department. Annual expenditures will be limited to the budgeted amount for this service. FUNDING SOURCE: Funds for this contract are available in account 174-43301-093-000, Street Maintenance/Capital Replacement/Transportation Infrastructure Maintenance. BACKGROUND: Bids were taken in accordance with Local Government Code Chapter 252, Subchapter B, Section 252.021 (a) and Section 252.041 (a). Advertisements were published in the Fort Worth Star Telegram and the Grapevine Sun on August 25, 2005 and September 1, 2005. Council first approved this contract at the Council meeting on November 7, 2006. The purpose of this bid is to establish annual contract pricing for traffic material and supplies ordered on an as-needed basis by the Traffic Department. Staff sent bids to ten vendors with ten vendors responding. Council initially approved contracts to nine vendors on October 11, 2005. Staff reviewed all bids received and found that each vendor met the required bid specifications for the items in which they submitted the lowest bid. Each vendor provided services to the City in past contracts with satisfactory service. Of the nine vendor contracts, one vendor, Paradigm Traffic, requested not to renew on the last renewal period. Flint Trading has requested not to renew on this contract period due to low volume purchased off this contract. Another vendor Centerline Supply was non-responsive to the renewal requests. It is recommended that these items be awarded to the next lowest bidder. February 12,2009(9:30AM) The initial award for each contract was for a one-year period with options to renew for four additional one-year periods. This would be the third renewal. The original specifications of the bid allowed for price adjustments at each renewal period. Two of the awarded vendors requested no increase in pricing, and four vendors requested price increases due to an increase in raw materials costs that were received by the vendor and supported with written documentation from the vendor. If all contracts are renewed, the overall contract price for all products, would increase by 9%. (See attached.) Staff recommends approval to renew annual contracts to Vulcan, Inc., 3M Company, Consolidated Traffic, Naztec, Inc., Hall Signs and Roadrunner Traffic for the purchase of traffic materials and supplies by the Traffic Department. GR February 12,2009(9:30AM) Traffic Control Material 2009 2008 Pricing Pricing Unit Price w Mitt Price Comments MMM 7,346.91 7,640.78 Flint NO BID Consolidated 6,157.85 6,157.85 Centerline, No bid, 2009 pricing is from Roadrunner, Centerline 1,011.89 1,351.65 2nd lowest bidder Hall 90.11 113.72 Naztec 13,715.55 15,863.45 Vulcan 2,195.21 2,249.42 Roadrunner 21.96 21.96 $30,539.48 $33,398.83 9.50%