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HomeMy WebLinkAbout2012-01-17 Joint Meeting AGENDA CITY OF GRAPEVINE, TEXAS SPECIAL CITY COUNCIL MEETING WORKSHOP TUESDAY, JANUARY 17, 2012 AT 6:30 P.M. CITY COUNCIL CONFERENCE ROOM SECOND FLOOR 200 SOUTH MAIN STREET CALL TO ORDER 1. Briefing on planned striping modifications on South Main Street from Worth Street to the railroad crossing. 2. Discuss City Officer election at Community Activities Center. 3. Monthly financial 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 13th day of January, 2012 at 5:00 p.m. Linda Huff 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 17th day of January, 2012 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 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: Jennifer Hibbs Assistant City Manager Matthew Boyle Assistant City Attorney Jodi C. Brown Assistant City Secretary CALL TO ORDER Mayor Tate called the workshop to order at 6:31 p.m. ITEM 1. BRIEFING, SOUTH MAIN STREET STRIPING Public Works Director Stan Laster briefed the City Council regarding the planned striping modifications on South Main Street from Worth Street to the railroad crossing. He stated the modifications are due to the opening of the new Convention & Visitors Bureau Headquarters and Museum complex. Staff was directed to provide a more detailed map regarding the striping at the next Council workshop. There was no formal action taken by the City Council. ITEM 2. DISCUSSION CITY OFFICER ELECTION Assistant City Secretary Jodi Brown reviewed the options available regarding utilization of the north or south entrance for voters to the Community Activities Center during early voting and on election day. This would be in addition to the main entrance to the CAC (west side). There would be reserved "Voter Parking" and adequate signage to direct voters to the entrance. 01/17/12 Following discussion, it was the consensus of the Council to utilize the main (west) entrance for voters during early voting and on election day. There was no formal action taken by the City Council. ITEM 3. MONTHLY FINANCIAL UPDATE Administrative Services Director John McGrane presented the monthly financial update through December 2011, noting that the overall revenues are continuing to increase and the expenditures are on track as budgeted. He noted that sales taxes for November 2011 are up 2'A% over the previous year. The City's unemployment rate as of November 2011 is approximately 5.7% which remains below the state and national averages. There was no action taken by the City Council. ADJOURNMENT Mayor Pro Tern Wilbanks, seconded by Council Member Coy, offered a motion to adjourn the workshop at 7:06 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 7th day of February, 2012. APPROVED: ' 5617-7 William D. Tate Mayor ATTEST: Jo:C. Brown Assistant City Secretary 2 AGENDA CITY OF GRAPEVINE, TEXAS SPECIAL CITY COUNCIL MEETING TUESDAY, JANUARY 17, 2012 AT 7:00 P.M. CITY COUNCIL CONFERENCE ROOM SECOND FLOOR 200 SOUTH MAIN STREET CALL TO ORDER EXECUTIVE SESSION 1. City Council to conduct a closed session relative to: A. Pending or contemplated litigation relative to CBS Billboard v. Grapevine and Grapevine Board of Zoning Adjustment, Cause No. 141-254547-11 pursuant to Section 551.071, Texas Government Code. 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 pending or contemplated litigation and conference with employees under Sections 551.071 and 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 13th day of January, 2012 at 5:00 p.m. ui Lind Huff /, City Secretary 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 17th day of January, 2012 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 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: Jennifer Hibbs Assistant City Manager Matthew Boyle Assistant City Attorney Jodi C. Brown Assistant City Secretary CALL TO ORDER Mayor Tate called the meeting to order at 7:07 p.m. ITEM 1. EXECUTIVE SESSION Mayor Tate announced the City Council would conduct a closed session regarding: (A) pending or contemplated litigation relative to CBS Billboard v. Grapevine and Grapevine Board of Zoning Adjustment, Cause No. 141-254547-11 pursuant to Section 551.071, Texas Government Code; (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 under 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. Assistant City Manager Jennifer Hibbs stated there was no action necessary relative to pending or contemplated litigation and conference with City Manager and Staff under Sections 551.071 and 551.087, Texas Government Code. 01/17/12 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 8:00 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 7th day of February, 2012. APPROVED: *a27 William D. Tate Mayor ATTEST: 6Arn4r1/ ._ J•• . Brown As stant City Secretary 2 AGENDA CITY OF GRAPEVINE, TEXAS REGULAR JOINT CITY COUNCIL PLANNING & ZONING COMMISSION MEETING TUESDAY, JANUARY 17, 2012 AT 7:30 P.M. CITY COUNCIL CHAMBERS SECOND FLOOR 200 SOUTH MAIN STREET CALL TO ORDER INVOCATION AND PLEDGE OF ALLEGIANCE: Commissioner Jim Fechter JOINT PUBLIC HEARINGS 1. City Council and Planning &Zoning Commission to conduct a public hearing relative to Conditional Use Application CU11-34 and the application for the final plat of Lot 1, Block 1, Silver Lake Crossings Addition being a replat of a portion of Lots 1 and 2, Block 1, The Bluffs at Grapevine and a plat of unplatted tracts of land in the A.W. Anderson Survey, Abstract No. 26. The applications were filed by Courtyard By Marriott/Towne Place Suites. The conditional use application requests a conditional use permit for the development of a hotel with the possession, storage, retail sale and on-premise consumption of alcoholic beverages (beer, wine and mixed beverages) in conjunction with a restaurant, outdoor speakers, increase in height and a 20 foot pole sign. The subject property is located at 2200 Bass Pro Court and is zoned "CC" Community Commercial District Regulations. 2. City Council and Planning &Zoning Commission to conduct a public hearing relative to Conditional Use Application CU11-35 filed by Park and Wall Office Condominiums requesting a conditional use permit to amend the site plan approved by Ordinance No. 2006-41 for the development of seven office/retail buildings. The subject property is located at 1929 West Northwest Highway and is zoned "PO" Professional Office District Regulations and "CC" Community Commercial District Regulations. END OF JOINT PUBLIC HEARINGS Planning & Zoning Commission to recess to Planning & Zoning Commission Conference Room, Second Floor to consider published agenda items. City Council to remain in session in the Council Chambers to consider published business. 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 Joint City Council and Planning & Zoning Commission Meeting Agenda was prepared and posted on this the 13th day of January, 2012 at 5:00 p.m. %zreeLinda Huff City Secretary AGENDA CITY OF GRAPEVINE, TEXAS REGULAR CITY COUNCIL MEETING TUESDAY, JANUARY 17, 2012 AT 7:30 P.M. CITY COUNCIL CHAMBERS SECOND FLOOR 200 SOUTH MAIN STREET CITIZEN COMMENTS NEW BUSINESS 3. Consider approval of an Interlocal Agreement with the Dallas County Park Cities Municipal Utility District(DCPCMUD)and the City of Dallas for the joint participation in a Volumetric Survey of Lake Grapevine 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. 4. Consider a resolution calling the 2012 City Officers Election for Mayor, City Council Places 1 and 2 for Saturday May 12, 2012 in compliance with the Texas Election Code. City Secretary recommends approval. 5. Consider approval of Change Order No. 1 to the Convention & Visitors Bureau Headquarters and Museum Complex Contract with Thomas S. Byrne General Contractors. Convention & Visitors Bureau Director recommends approval. 6. Consider award of the bid for Playbook Activities Brochure printing to Ghraphics2. Parks & Recreation Director recommends approval. 7. Consider a resolution authorizing the purchase of a 2011 Caterpillar Backhoe Loader through an Interlocal Participation Agreement with the Local Government Purchasing Cooperative (Buyboard). Public Works Director recommends approval. 8. Consider a resolution authorizing the purchase of portable toilet rental services through an Interlocal Agreement with the City of Fort Worth. Parks & Recreation Director recommends approval. 9. Consider renewal of Bid 350-2011 Grounds Management Services Contract to VMC Landscape Services for the Parks & Recreation Department. Parks & Recreation Director recommends approval. 10. Consider the minutes of the January 3, 2012 City Council meetings as published. City Secretary recommends approval. Pursuant to the Texas Open Meetings Acts, 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. PLANNING & ZONING COMMISSION RECOMMENDATIONS 11. Consider the recommendation of the Planning & Zoning Commission relative to Conditional Use Application CU11-34 (Courtyard by Marriott/Towne Place Suites) and a subsequent ordinance, if applicable. 12. Consider the recommendation of the Planning &Zoning Commission relative to the final plat of Lot 1, Block 1, Silver Lake Crossings Addition and take any necessary action. 13. Consider the recommendation of the Planning & Zoning Commission relative to Conditional Use Application CU11-35 (Park and Wall Office Condominiums)and a subsequent ordinance, if applicable. 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 13th day of January, 2012 at 5:00 p.m. Lin.a Huff City Secretary AGENDA CITY OF GRAPEVINE SPECIAL BRIEFING SESSION PLANNING & ZONING COMMISSION TUESDAY, JANUARY 17, 2012 AT 7:00 P.M. PLANNING & ZONING CONFERENCE ROOM SECOND FLOOR 200 SOUTH MAIN STREET CALL TO ORDER WORK SESSION 1. Planning & Zoning Commission to conduct a briefing session to discuss items scheduled to be heard in the January 17, 2012 public hearing. ADJOURNMENT If you plan to attend this briefing session and you have a disability that requires special arrangements at the meeting, please contact the office of Development Services at (817) 410-3154 at least 24 hours in advance. 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 Planning and Zoning Commission Briefing Session Agenda was prepared and posted on this the 13th day of January, 2012 at 5:00 p.m. dctu-"e-A-- 76742-d(j/ Linda Huff City Secretary AGENDA CITY OF GRAPEVINE, TEXAS REGULAR PLANNING & ZONING COMMISSION MEETING TUESDAY, JANUARY 17, 2012 AT 7:30 P.M. PLANNING & ZONING COMMISSION CONFERENCE ROOM SECOND FLOOR 200 SOUTH MAIN STREET NEW BUSINESS 1. Consider Conditional Use Application CU11-34(Courtyard by Marriott/Towne Place Suites) and make a recommendation to the City Council. 2. Consider the final plat of Lot 1, Block 1, Silver Lake Crossings Addition and make a recommendation to the City Council. 3. Consider Conditional Use Application CU11-35 (Park and Wall Office Condominiums) and make a recommendation to the City Council. CONSIDERATION OF MINUTES 4. Consider the minutes of the December 20, 2011 Planning & Zoning Commission meetings and take any necessary action. 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 Planning & Zoning Commission Meeting Agenda was prepared and posted on this the 13th day of January, 2012 at 5:00 p.m. Lind Huff City Secretary STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE The City Council and the Planning & Zoning Commission of the City of Grapevine, Texas met in Regular Joint Session on this the 17th day of January, 2012 at 7:30 p.m. in the City Council Chambers, Second Floor, 200 South Main Street, with the following members of the City Council 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 Planning &Zoning Commission: Larry Oliver Chairman Betty "BJ" Wilson Member Monica Hotelling Member Jim Fechter Member Gary Martin Member Beth Tiggelaar Member Wayne Szot Alternate Elaine Martin Alternate constituting a quorum,with Vice Chairman Herbert Fry absent, with the following members of the City Staff: Jennifer Hibbs Assistant City Manager Matthew Boyle Assistant City Attorney Jodi C. Brown Assistant City Secretary CALL TO ORDER Mayor Tate called the meeting to order at 7:40 p.m. INVOCATION AND PLEDGE OF ALLEGIANCE Commissioner Fechter delivered the Invocation and led the Pledge of Allegiance. ITEM 1. PUBLIC HEARING, CONDITIONAL USE APPLICATION CU11-34 COURTYARD BY MARRIOTT/TOWNE PLACE SUITES AND FINAL PLAT LOT 1, BLOCK 1, SILVER LAKE CROSSINGS ADDITION, REPLAT OF A 01/17/12 PORTION OF LOTS 1 AND 2, BLOCK 1, THE BLUFFS AT GRAPEVINE AND A PLAT OF UNPLATTED TRACTS IN THE A. W. ANDERSON SURVEY, ABSTRACT NO. 26 Mayor Tate declared the public hearing open. Planning and Development Manager Ron Stombaugh reported that Courtyard By Marriott/Towne Place Suites had filed Conditional Use Application CU11-34 and the application for the final plat of Lot 1, Block 1, Silver Lake Crossings Addition being a replat of a portion of Lots 1 and 2, Block 1, The Bluffs at Grapevine and a plat of unpiatted tracts of land in the A. W. Anderson Survey, Abstract No. 26. The conditional use application requests a conditional use permit for the development of a hotel with the possession, storage, retail sale and on-premise consumption of alcoholic beverages (beer, wine and mixed beverages) in conjunction with a restaurant, outdoor speakers, increase in height and a pole sign. The subject property is located at 2200 Bass Pro Court and is zoned "CC" Community Commercial District Regulations. The applicant proposes a co-branded hotel product (Marriott Courtyard and TownePlace Suites)six stories in height(69.5 feet)with a total of 300 rooms. A full-service restaurant is proposed with on-premise alcohol beverage sales and an outdoor patio with speakers. Meeting space totaling 10,000 square feet along with a 1,000 square foot swimming pool is proposed, along with a 20-foot pylon sign near the entrance to the site. Mr. Paul Lee requested favorable consideration of the application. There were no questions from the City Council or the Planning & Zoning Commission. Mayor Tate invited guests present to comment regarding the application. No one wished to speak and there was no correspondence to report. Commissioner Wilson, seconded by Commissioner Szot, offered a motion to close the public hearing. The motion prevailed by the following vote: Ayes: Oliver, Wilson, Hotelling, Fechter, Martin, Tiggelaar & Szot Nays: None Absent: Fry Council Member Stewart, seconded by Council Member Coy, offered a motion to close the public hearing. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None ITEM 2. PUBLIC HEARING, CONDITIONAL USE APPLICATION CU11-35 PARK AND WALL OFFICE CONDOMINIUMS 2 01/17/12 Mayor Tate declared the public hearing open. Planning & Development Manager Stombaugh reported that Conditional Use Application CU11-35 had been filed by Park and Wall Office Condominiums requesting a conditional use permit to amend the site plan approved by Ordinance No. 2006-41 for the development of seven office/retail buildings totaling 30,500 square feet. The subject property is located at 1929 West Northwest Highway and is zoned "PO" Professional Office District Regulations and "CC" Community Commercial District Regulations. The applicant proposes to provide multiple, separate office/retail buildings which resemble the previously approved lot layout. Mr. Jim Makens requested favorable consideration of the application. Discussion ensued relative to the east entry to the property and the traffic flow at the "y" intersection. Mayor Tate invited guests present to comment regarding the application. No one wished to speak and there was no correspondence to report. Commissioner Wilson, seconded by Commissioner Fechter, offered a motion to close the public hearing. The motion prevailed by the following vote: Ayes: Oliver, Wilson, Hotelling, Fechter, Martin, Tiggelaar & Szot Nays: None Absent: Fry Mayor Pro Tern Wilbanks, seconded by Council Member Lease, offered a motion to close the public hearing. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None RECESS AND RECONVENE Mayor Tate announced the Planning &Zoning Commission would recess to the Planning& Zoning Conference Room to consider published business. The City Council remained in session in the Council Chambers to consider published business. ITEM 3. INTERLOCAL AGREEMENT, VOLUMETRIC SURVEY OF LAKE GRAPEVINE - DALLAS COUNTY PARK CITIES MUNICIPAL UTILITY DISTRICT AND CITY OF DALLAS Public Works Director Stan Laster recommended approval of an Interlocal Agreement with the Dallas County Park Cities Municipal Utility District (DCPCMUD) and the City of Dallas 3 01/17/12 for joint participation in a Volumetric Survey of Lake Grapevine. The Texas Water Development Board (TWDB) has advised there are funds available for this survey and that the survey will be performed by the TWDB under contract with the DCPCMUD with a maximum cost to the local entities of$13,571.50. Each of the three water rights holders on the lake will share the cost equally—Grapevine's share will be $4,523.83. If approved, the survey will provide an updated assessment of the storage volume available in the lake. Motion by Council Member Spencer, seconded by Council Member Coy, to approve the interlocal agreement 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 was to consider 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, Calling 2012 City Officers Election—Mayor, City Council Places 1 and 2 City Secretary recommended approval of a resolution calling the 2012 City Officers Election for Mayor, City Council Places 1 and 2 for Saturday May 12, 2012 in compliance with the Texas Election Code. Motion by Council Member Spencer, seconded by Council Member Coy, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None RESOLUTION NO. 2012-02 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS PROVIDING FOR THE 2012 CITY OFFICER ELECTION TO BE HELD ON MAY 12, 2012; DETERMINING THE POLLING PLACE; PROVIDING SPECIFIC INSTRUCTIONS FOR THE CONDUCTING OF SAID ELECTION; REPEALING INCONSISTENT RESOLUTIONS AND PROVIDING AN EFFECTIVE DATE Item 5. Change Order No. 1 Convention & Visitors Bureau Headquarters and Museum Complex 4 01/17/12 Convention & Visitors Bureau Director recommended approval of Change Order No. 1 to the Convention & Visitors Bureau Headquarters and Museum Complex Contract in the amount of$156,924.00 with Thomas S. Byrne General Contractors. Motion by Council Member Spencer, seconded by Council Member Coy, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None Item 6. Award Bid, Plavbook Activities Brochure Printing Parks & Recreation Director recommended approval of the lowest bid for Playbook Activities Brochure printing in the amount of$16,190.00 to Graphics2. Motion by Council Member Spencer, seconded by Council Member Coy, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None Item 7. Resolution, Authorize Purchase, 2011 Caterpillar Backhoe Loader Public Works Director recommended approval of a resolution authorizing the purchase of a 2011 Caterpillar Backhoe Loader in the amount not to exceed of$94,291.14 through an Interlocal Participation Agreement with the Local Government Purchasing Cooperative (Buyboard). Motion by Council Member Spencer, seconded by Council Member Coy, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None RESOLUTION NO. 2012-03 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 CATERPILLAR BACKHOE LOADER THROUGH AN ESTABLISHED INTERLOCAL AGREEMENT AND PROVIDING AN EFFECTIVE DATE Item 8. Resolution, Authorize Purchase, Portable Toilet Rental Services 5 01/17/12 Parks & Recreation Director recommended approval of a resolution authorizing the purchase of portable toilet rental services in an amount not to exceed $27,000.00 through an Interlocal Agreement with the City of Fort Worth. Motion by Council Member Spencer, seconded by Council Member Coy, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None RESOLUTION NO. 2012-04 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PURCHASE PORTABLE TOILET RENTAL SERVICES THROUGH AN ESTABLISHED INTERLOCAL AGREEMENT AND PROVIDING AN EFFECTIVE DATE Item 9. Renew Bid 350-2011 Grounds Management Services Contract Parks & Recreation Director recommended approval of the renewal of Bid 350-2011 Grounds Management Services Contract to VMC Landscape Services for the Parks & Recreation Department in the annual estimated amount of$1,294,404.00. Motion by Council Member Spencer, seconded by Council Member Coy, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None Item 10. Consideration of Minutes City Secretary recommended approval of the minutes of the January 3, 2012 City Council meetings as published. Motion by Council Member Spencer, seconded by Council Member Coy, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None RECESS AND RECONVENE Mayor Tate announced that the City Council would take a brief recess. 6 01/17/12 Upon reconvening in the Council Chambers, all members of the City Council, with the exception of Council Member Coy, were present. ITEM 11. PLANNING & ZONING COMMISSION RECOMMENDATION CONDITIONAL USE APPLICATION CU11-34 COURTYARD BY MARRIOTT/TOWNE PLACE SUITES Chairman Oliver reported the Planning & Zoning Commission voted 7-0 for approval of Conditional Use Application CU11-34 filed by Courtyard by Marriott/Towne Place Suites granting a conditional use permit for the development of a hotel with the possession, storage, retail sale and on-premise consumption of alcoholic beverages (beer, wine and mixed beverages) in conjunction with a restaurant, outdoor speakers, increase in height and a pole sign on property located at 2200 Bass Pro Court and zoned "CC" Community Commercial District Regulations. Council Member Stewart, seconded by Council Member Freed, offered a motion to accept the Commission's recommendation and approve the ordinance granting the conditional use permit. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed & Lease Nays: None Absent: Coy ORDINANCE NO. 2012-02 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, ISSUING A CONDITIONAL USE PERMIT IN ACCORDANCE WITH SECTION 48 OF ORDINANCE NO. 82-73, THE COMPREHENSIVE ZONING ORDINANCE OF THE CITY OF GRAPEVINE, TEXAS, SAME BEING ALSO KNOWN AS APPENDIX"D"OF THE CITY CODE, BY GRANTING CONDITIONAL USE PERMIT CU11-34 FORA HOTEL WITH THE POSSESSION, STORAGE, RETAIL SALE, AND ON-PREMISE CONSUMPTION OF ALCOHOLIC BEVERAGES (BEER, WINE, AND MIXED BEVERAGES) IN CONJUNCTION WITH A RESTAURANT, INCREASE IN HEIGHT, OUTDOOR SPEAKERS AND A POLE SIGN IN A DISTRICT ZONED"CC" COMMUNITY COMMERCIAL DISTRICT REGULATIONS ALL IN ACCORDANCE WITH A SITE PLAN APPROVED PURSUANT TO SECTION 47 OF ORDINANCE NO. 82-73 AND ALL OTHER CONDITIONS, RESTRICTIONS AND SAFEGUARDS IMPOSED HEREIN; CORRECTING THE OFFICIAL ZONING MAP; PRESERVING ALL OTHER PORTIONS OF THE ZONING ORDINANCE; PROVIDING A CLAUSE RELATING TO SEVERABILITY; DETERMINING THAT THE PUBLIC INTERESTS, MORALS AND GENERAL 7 01/17/12 WELFARE DEMAND THE ISSUANCE OF THIS CONDITIONAL USE PERMIT; PROVIDING A PENALTY NOT TO EXCEED THE SUM OF TWO THOUSAND DOLLARS ($2,000.00) AND A SEPARATE OFFENSE SHALL BE DEEMED COMMITTED UPON EACH DAY DURING OR ON WHICH A VIOLATION OCCURS; DECLARING AN EMERGENCY AND PROVIDING AN EFFECTIVE DATE Note: Council Member Coy returned to the Council Chambers. ITEM 12. PLANNING & ZONING COMMISSION RECOMMENDATION FINAL PLAT LOT 1, BLOCK 1, SILVER LAKE CROSSINGS ADDITION Chairman Oliver reported the Planning &Zoning Commission voted 7-0 for approval of the Statement of Findings and the final plat of Lot 1, Block 1, Silver Lake Crossings Addition being a replat of a portion of Lots 1 and 2, Block 1, The Bluffs at Grapevine and a plat of unplatted tracts of land in the A. W. Anderson Survey, Abstract No. 26. The subject 10.316 acre property is being platted for the development of a hotel. Council Member Freed, seconded by Council Member Spencer,offered a motion to accept the Commission's recommendation and approve the Statement of Findings and the final plat of Lot 1, Block 1, Silver Lake Crossings Addition. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None ITEM 13. PLANNING & ZONING COMMISSION RECOMMENDATION CONDITIONAL USE APPLICATION CU11-35 PARK AND WALL OFFICE CONDOMINIUMS Chairman Oliver reported the Planning & Zoning Commission voted 7-0 for approval with the condition that signage regarding right turn only onto Northwest Highway and no left turn from Northwest Highway be installed at the entrance/exit to Northwest Highway. Approval of Conditional Use Application CU11-35 filed by Park and Wall Office Condominiums grants a conditional use permit to amend the site plan approved by Ordinance No. 2006-41 for the development of seven office/retail buildings on property located at 1929 West Northwest Highway and zoned "PO" Professional Office District Regulations and "CC" Community Commercial District Regulations. Mayor Pro Tem Wilbanks, seconded by Council Member Lease, offered a motion to accept the Commission's recommendation with the condition and approve the ordinance granting the conditional use permit. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None 8 AGENDA CITY OF GRAPEVINE, TEXAS REGULAR CITY COUNCIL MEETING TUESDAY, FEBRUARY 7, 2012 AT 7:30 P.M. CITY COUNCIL CHAMBERS SECOND FLOOR 200 SOUTH MAIN STREET CALL TO ORDER INVOCATION AND PLEDGE OF ALLEGIANCE: Council Member Darlene Freed CITIZEN COMMENTS PRESENTATIONS 1. Mr. Gene Dahleen, President of the Texas Turfgrass Society, to present an award to the City of Grapevine in honor of Oak Grove Baseball Field "A" being named the best baseball field in the State of Texas. 2. Convention &Visitors Bureau Director P. W. McCallum to present the interpretative programming, education and development of Nash Farm 2012-2015. PUBLIC HEARING 3. Conduct a public hearing to receive input relative to the proposed 38th Year Community Development Block Grant (CDBG) Program street reconstruction project, authorize Staff to proceed with the application submittal to Tarrant County and take any necessary action. NEW BUSINESS 4. Consider a contract with Pros Consulting, Inc. for a Feasibility Study for the Expansion and Renovation of the Community Activities Center and take any action necessary. 5. Consider approval of the Atmos Franchise renewal for a period of 15 years, first reading of a subsequent ordinance, if applicable, and take any necessary action. 6. Consider extending the appointments of Parks & Recreation Board Members Roy Robertson, Place 1 and Ray Harris, Place 2, for one year to June, 2014 to balance the terms and appointments of the Parks & Recreation Board Members 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. 7. Consider a resolution setting the City of Grapevine population at 47,101 as of December 31, 2011. Economic Development Manager recommends approval. 8. Consider cancellation of the current Fuel Annual Contract with Martin Eagle Oil Company and award the Fuel Annual Contract to the secondary vendor, Douglas Distributing Company,through an interlocal agreement with Tarrant County. Public Works Director recommends approval. 9. Consider award of Bid 377-2012 Masonry Construction and Repair Services Annual Contract to Austin Masonry Construction, Inc., as primary vendor, and Chibli Stone Works, as secondary vendor. Public Works Director recommends approval. 10. Consider a resolution authorizing the purchase and installation of carpet at City Hall from Retail Commercial Flooring Services through an interlocal participation agreement with the Local Government Purchasing Cooperative (Buyboard). Public Works Director recommends approval. 11. Consider a resolution authorizing the purchase of fitness equipment from Fitness Center Outfitters for the Community Activities Center through an interlocal participation agreement with the Local Government Purchasing Cooperative (Buyboard). Parks & Recreation Director recommends approval. 12. Consider a resolution authorizing the purchase of five HVAC rooftop units for the Community Activities Center from Trane Corporation as a sole source vendor. Public Works Director recommends approval. 13. Consider a resolution authorizing the purchase of five HVAC rooftop units for the Grapevine Library from Carrier Enterprise as a sole source vendor. Public Works Director recommends approval. 14. Consider a resolution authorizing the purchase of a L3800HST Tractor with attachments for the Parks & Recreation Department from Kubota Tractor Corporation through an interlocal participation agreement with the Local Government Purchasing Cooperative (Buyboard). Parks & Recreation Director recommends approval. 15. Consider a resolution authorizing building waterproofing services for the Grapevine Library from Weatherproofing Technologies, Inc. through an established interlocal agreement with The Cooperative Purchasing Network (TCNP). Public Works Director recommends approval. 16. Consider a resolution authorizing the Pavement Stabilization Annual Contract with Nortex Concrete Lift and Stabilization, Inc. through an existing interlocal agreement with the City of Grand Prairie. Public Works Director recommends approval. 17. Consider a resolution authorizing a Personal Services Laundry Contract with Jiffy Wash for the Grapevine Municipal Golf Course and the Vineyards Campground & Cabins. Parks & Recreation Director recommends approval. 18. Consider the minutes of the January 17, 2012 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 3rd day of February, 2012 at 11:00 a.m. Linda Huff A7/-1-dy 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 7th day of February, 2012 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 Chris Coy Council Member constituting a quorum, with the following members of the City Staff: Bruno Rumbelow City Manager Jennifer Hibbs Assistant City Manager Cathy Cunningham Assistant City Attorney Linda Huff City Secretary CALL TO ORDER Mayor Tate called the meeting to order at 7:32 p.m. INVOCATION AND PLEDGE OF ALLEGIANCE Council Member Freed delivered the Invocation and led the Pledge of Allegiance. ITEM 1A. CITIZENS COMMENTS, MS ANNE SOMMERFIELD Ms. Anne Sommerfield, 517 East Worth Street, addressed the City Council about a ticket she had received at the stop intersection of Dooley Street and Dallas Road. She noted that the intersection is off set and the east to west Dallas Road view is obstructed. She requested the City review the intersection to see if adjustments can be made to improve the driver's visibility at the intersection. ITEM 1B. CITIZENS COMMENTS, NASH FARM MASTER PLAN Citizens spoke regarding the proposed projects and programs for the Historic Nash Farm (Farm) stating their concerns, oppositions and support for the proposed changes to the Farm. All of the citizens that spoke noted that the Farm is a valuable icon and treasure for the City of Grapevine and its residents. 02/07/12 The following expressed their concerns to making changes to the vision of Nash Farm as presented in the Lohn Taylor Report. They stated that the fundamental plans for the Farm should not change and they stated their opposition to the proposed fencing, fees, moving two additional buildings to the site, a proposal to make the pole barn a café and opposition of a proposed parking lot. They also expressed opposition to increased traffic patterns and the affect on property values with the proposed changes to the Farm. They would like to see the Farm remain in its current historical significance to the community and requested consideration of a Historical Overlay for the property. They requested further review of the proposed changes and possibly a workshop for discussion of changes to the historical property that could result in negative impacts on the property and the community's heritage. They stated their support for the majority of the programs offered to the families in the community but did not want the historic property to become a tourism destination. They requested the proposed changes be reviewed again by the Nash Farm Committee. Mr. Cory Howard, 700 Briana Court Mr. Robert Crill, 903 Homestead Mr. Ross Bannister, 424 Ball Street Ms. Tami Bannister, 424 Ball Street Mr. Jerry Andrews, 326 East Worth Street Ms. Melva Stanfield, 318 Pebble Brook Drive Mr. and Mrs. Lee Roy and Pam McCain, 346 Pebble Brook Ms. Bethany Powers, 901 West Sunset Mr. Ryan Hill, 1845 Teton Drive Ms. Elspeth Nelson, 2317 Robin Court The following expressed their support for the proposed changes to Nash Farm. The proposed fencing (appropriate to the time period)would provide security for the historical property and protect the animals on the Farm. The two additional historical structures would enhance the farming experience and educational opportunities for families visiting the Farm as one would be utilized as the entrance to the Farm and the other would be utilized for educational programs. The additional structures would allow for the original farmhouse to be furnished representative of the 1800's. Ms. Balla Wright, 601 West Wall Street Ms. Helen Jean Lucas Reed, 714 Briana Court Mr. Paul Slechta, 2703 Pebble Stone Ms. Nikki Stinson, 2938 Creekwood Drive South Mr. Don Vaughn, 116 Silkwood Assistant City Manager Jennifer Hibbs read the following letter into the record: To Mayor Tate and the City Council, 2 02/07/12 I am out of town on business this week and unable to attend the City Council meeting on Feb.7. I understand part of the agenda includes discussion regarding proposed additions/changes at Nash Farm recently discussed at several Heritage Foundation Board and Nash Farm committee meetings. I am taking this opportunity to voice my personal concerns in writing since I cannot be there in person. I have served on the Heritage Foundation Board for the past seven years and was part of the capital campaign to raise funds to restore and refurbish Nash Farm so I have a strong passion for and commitment to the farm. Recent recommendations/proposals to move buildings (not of the period of the farm) to the property, to erect a wrought iron fence and gate totally surrounding the property, possible parking lots, having a café type of facility and potentially charging fees to use the farm have been the basis of long and sometimes heated discussions at both the committee and board level. We are charged with the mission and vision of the Farm and at this point Board members are basically split on this issue. I feel we need more time to fully vet all the issues and proposals by the CVB, research ramifications to the neighborhoods that are adjacent to the farm and get more input from the citizens who use and enjoy Nash Farm on a daily basis before making any final recommendations to the Mayor and Council for approval. I am confident with more time, discussion and additional input,we can reach a compromise that everyone can be happy with. This issue is too important to the citizens of Grapevine to make a rush to judgment and not have everyone in agreement. Thank you for listening, Sincerely, s\Duff O'Dell 2821 O'Dell Ct. N. Grapevine, TX 76051 Mayor Tate thanked everyone for their interest, comments and concerns noting that everyone has a passion for Nash Farm and that everyone has personal opinions about what should happen at Nash Farm. He stated the Grapevine Heritage Foundation Board has jurisdiction over future plans for Nash Farm and that they have done an excellent job with Nash Farm. He stated the presentation by Convention &Visitors Bureau Director P. W. McCallum will provide insight to everyone about the future plans for Nash Farm. ITEM 1. PRESENTATION, OAK GROVE BASEBALL FIELD"A", BEST BALLFIED IN THE STATE 3 02/07/12 Mr. Gene Dahleen, President of the Texas Turfgrass Society, presented an award to the City of Grapevine in honor of Oak Grove Baseball Field "A" being named the best baseball field in the State of Texas. Park Maintenance Foreman Rusty Walker and Staff were presented the award by Mayor Tate. ITEM 2. PRESENTATION, INTERPRETATIVE PROGRAMMING, EDUCATION AND DEVELOPMENT OF NASH FARM 2012-2015 Convention & Visitors Bureau Director P. W. McCallum presented the interpretative programming, education and development plans for Nash Farm 2012-2015. He noted that Jim Lauderdale has been hired as the Nash Farm Manager and that he is an experienced educator and heritage farm interpreter that will bring important knowledge, skills and ability to move Grapevine's heritage interpretive program forward at Nash Farm. Mr. McCallum reported there continues to be improvements made to the facilities at Nash Farm in support of the City's interpretive/educational program (that have been a part of the Nash Farm Master Plan) including walking paths, additional outdoor exhibits, accommodations for farm animals, a classroom building, the establishment of a main entrance with a Manager's office and farm fencing. Outside exhibits will be constructed to allow for both self-guided tours and interpretive demonstrations of life on the GrapeVine Prairie from 1859-1900. The Nash Home will be developed into a house museum to show how the Nash family lived during this same period of significance. Mr. McCallum stated that the Historic Preservation Staff held a special meeting of the Nash Farm Committee to review the existing Master Plan for Nash Farm. At the meeting it was unanimously voted to install a perimeter security fence, entrance gate house(Estill Cottage c. 1890) and classroom building (Soil Conservation Cottage c. 1930) at Nash Farm. He presented a PowerPoint presentation depicting future plans for Nash Farm. Council discussion ensued following the presentation. Council expressed appreciation for the willingness of the Grapevine Heritage Foundation Board to bring all groups together to work for a compromise for Nash Farm. It was stated that it is important to have a consensus of the Heritage Foundation Board, Nash Farm Committee and the Council to proceed with changes to the strategic plan for Nash Farm. The proposed fence would need to be compatible with the Farm and no changes should impact the value of the Farm. Council noted confidence that the Heritage Foundation Board and Staff will continue to improve the Farm and have a facility that the public can enjoy free of charge. Mayor Tate stated that is what makes Grapevine better and different from other communities is that the people can work together to make Grapevine a better community. There was no action taken by the City Council. ITEM 3. PUBLIC HEARING, 38TH YEAR COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM 4 02/07/12 Mayor Tate declared the public hearing open. Public Works Director Stan Laster reported the public hearing was being held to receive input relative to the proposed 38th Year Community Development Block Grant (CDBG) Program street reconstruction project and to request authorization for Staff to proceed with the application submittal to Tarrant County. Mr. Laster stated the scope of the project is the reconstruction of the 700 block of East Texas Street (from Wood to Ruth Streets) including new curb and gutter, asphalt paving, sidewalks on both sides of the road, handicap ramps and driveway approaches. The cost estimate for this project including engineering is $237,212.00. Council Member Freed, seconded by Council Member Coy, offered a motion to close the public hearing. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None Public Works Director Laster recommended approval for Staff to proceed with the application submittal to Tarrant County. Motion by Council Member Freed, seconded by Council Member Coy, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None RECESS AND RECONVENE Mayor Tate announced the City Council would take a brief recess. Upon reconvening in the Council Chambers, all members of the City Council were present. ITEM 4. CONTRACT, PROS CONSULTING, INC., FEASIBILITY STUDY, EXPANSION AND RENOVATION, COMMUNITY ACITVITIES CENTER Parks & Recreation Director Doug Evans recommended approval of a contract with Pros Consulting, Inc. for a Feasibility Study in the amount of$59,440.00 for the Expansion and Renovation of the Community Activities Center(CAC). The contract includes work done by the firms of Barker Rinker Seacat, Water Technology, Inc., Adolfson & Peterson Construction and Pros Consulting. In the master planning process, the consultant recommended that the expansion of the CAC include senior activities for a multi- generational facility (combining the CAC and SAC) since the existing Senior Activities Center can no longer be expanded due to site restrictions. High priorities for the CAC from residents were an expanded fitness room and weight room, indoor aquatics, additional multipurpose rooms and expanded locker rooms and changing areas. 5 02/07/12 Motion by Mayor Pro Tern Wilbanks, seconded by Council Member Stewart,to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None ITEM 5. ORDINANCE, ATMOS FRANCHISE RENEWAL Assistant City Attorney Cathy Cunningham advised that the franchise agreement with Atmos expired on February 4, 2006 and has been on hold pending negotiation of some systemwide franchise renewal issues. She then recommended approval of the Atmos Franchise renewal for a period of 15 years and approval of the first reading of a subsequent ordinance. The City of Grapevine City Charter (Section 10.02) requires that franchises receive two readings and not passed until 30 days after the first reading. The Charter also requires that the franchise be published in a newspaper, costs to be borne by the franchisee. The compensation for the franchise is set at 5% of gross revenues. The definition of gross revenues does not include the franchise fee. The franchise will take effect May 1, 2012 through December 31, 2027. There are several standard provisions, such as severability, no third party beneficiaries, previous franchise terminated, renegotiation, reservation of rights, rate review, duty to serve, written acceptance, compliance with other laws, and similar standard terms. The Utility Committee has reviewed the proposed franchise and recommends approval. Motion by Mayor Pro Tern Wilbanks, seconded by Council Member Lease, to approve the first reading of an ordinance as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None ITEM 6. PARKS& RECREATION BOARD MEMBER APPOINTMENT EXTENSIONS Parks & Recreation Director Evans requested the Council consider extending the appointments of Parks & Recreation Board Members Roy Robertson, Place 1 and Ray Harris, Place 2, for one year to June, 2014 to balance the terms and appointments of the Parks& Recreation Board Members. Currently seven board members terms expire in one year and two in the next year. By extending the terms of Places of Places 1 and 2 for an additional one year, the membership will have five members expiring one year and four expiring the next year, therefore balancing the terms of the members. Motion by Mayor Pro Tern Wilbanks, seconded by Council Member Stewart,to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None 6 02/07/12 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. Mayor Pro Tern Wilbanks removed Item 9 Award Bid 377-2012 Masonry Construction and Repair Services Annual Contract from the consent agenda. Item 7. Resolution, Setting Population 2011 Economic Development Manager recommended approval of a resolution setting the City of Grapevine population at 47,101 as of December 31, 2011. 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 & Coy Nays: None RESOLUTION NO. 2012-05 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE,TEXAS, MAKING OFFICIAL THE FINDING AND DETERMINATION AS TO THE POPULATION AND NUMBER OF INHABITANTS OF AND WITHIN THE CITY OF GRAPEVINE, TEXAS, AS OF DECEMBER 31, 2011 AND PROVIDING AN EFFECTIVE DATE Item 8. Fuel Annual Contract, Cancellation and Award to Secondary Vendor Public Works Director recommended approval of the cancellation of the current Fuel Annual Contract with Martin Eagle Oil Company and award of the Fuel Annual Contract to the secondary vendor, Douglas Distributing Company,through an interlocal agreement with Tarrant County. 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 & Coy Nays: None ITEM 9. AWARD BID 377-2012 MASONRY CONSTRUCTION AND RE PAIR SERVICES ANNUAL CONTRACT This item was discussed after Item 18. 7 02/07/12 Assistant Director of Parks recommended approval of the award of Bid 377-2012 Masonry Construction and Repair Services Annual Contract to Austin Masonry Construction, Inc., as primary vendor, and Chibli Stone Works, as secondary vendor, in an amount not to exceed $80,000.00. Mayor Pro Tern Wilbanks requested the bid numbers be provided to the Council. Staff responded a bid sheet would be provided to Council and that the bid is $35.00 per hour with a 10% mark up for material. Motion by Council Member Freed, seconded by Council Member Coy, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None Item 10. Resolution, Purchase and Installation City Hall Carpet Public Works Director recommended approval of a resolution authorizing the purchase and installation of carpet at City Hall from Retail Commercial Flooring Services in an amount not to exceed $124,152.25 through an interlocal participation agreement with the Local Government Purchasing Cooperative (Buyboard). 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 & Coy Nays: None RESOLUTION NO. 2012-06 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PURCHASE AND INSTALL CARPET FOR CITY HALL THROUGH AN ESTABLISHED INTERLOCAL AGREEMENT AND PROVIDING AN EFFECTIVE DATE Item 11. Resolution, Purchase Fitness Equipment Parks & Recreation Director recommended approval of a resolution authorizing the purchase of fitness equipment from Fitness Center Outfitters in an amount not to exceed $43,529.50 for the Community Activities Center through an interlocal participation agreement with the Local Government Purchasing Cooperative (Buyboard). Motion by Council Member Stewart, seconded by Council Member Freed, to approve as recommended prevailed by the following vote: 8 02/07/12 Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None RESOLUTION NO. 2012-07 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PURCHASE FITNESS EQUIPMENT THROUGH AN ESTABLISHED INTERLOCAL AGREEMENT AND PROVIDING AN EFFECTIVE DATE Item 12. Resolution, Purchase HVAC Rooftop Units, Community Activities Center Public Works Director recommended approval of a resolution authorizing the purchase of five HVAC rooftop units for the Community Activities Center from Trane Corporation in an amount not to exceed $46,916.00 as a sole source vendor. 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 & Coy Nays: None RESOLUTION NO. 2012-08 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS,AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO DECLARE TRANE CORPORATION A SOLE SOURCE PROVIDER FOR TRANE HVAC UNITS FOR THE COMMUNITY ACTIVITIES CENTER AND PROVIDING AN EFFECTIVE DATE Item 13. Resolution, Purchase HVAC Rooftop Units, Grapevine Library Public Works Director recommended approval of a resolution authorizing the purchase of five HVAC rooftop units for the Grapevine Library from Carrier Enterprise in an amount not to exceed $44,180.00 as a sole source vendor. 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 & Coy Nays: None RESOLUTION NO. 2012-09 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE,TEXAS,AUTHORIZING THE CITY MANAGER 9 02/07/12 OR THE CITY MANAGER'S DESIGNEE TO DECLARE CARRIER ENTERPRISE A SOLE SOURCE PROVIDER FOR TRANE HVAC UNITS FOR THE LIBRARY AND PROVIDING AN EFFECTIVE DATE Item 14. Resolution, Purchase Kubota Tractor Parks & Recreation Director recommended approval of a resolution authorizing the purchase of a L3800HST Tractor with attachments for the Parks& Recreation Department from Kubota Tractor Corporation in an amount not to exceed $27,593.20 through an interlocal participation agreement with the Local Government Purchasing Cooperative (Buyboard). 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 & Coy Nays: None RESOLUTION NO. 2012-10 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 NEW KUBOTA TRACTOR WITH ATTACHMENTS THROUGH AN ESTABLISHED INTERLOCAL AGREEMENT AND PROVIDING AN EFFECTIVE DATE Item 15. Resolution, Purchase Waterproofing Services, Grapevine Library Public Works Director recommended approval of a resolution authorizing building waterproofing services for the Grapevine Library from Weatherproofing Technologies, Inc. in an amount not to exceed $49,802.92 through an established interlocal agreement with The Cooperative Purchasing Network (TCPN). 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 & Coy Nays: None RESOLUTION NO. 2012-11 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS,AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PURCHASE BUILDING WATERPROOFING SERVICES FOR THE 10 02/07/12 LIBRARY THROUGH AN ESTABLISHED INTERLOCAL AGREEMENT AND PROVIDING AN EFFECTIVE DATE Item 16. Resolution, Pavement Stabilization Annual Contract Public Works Director recommended approval of a resolution authorizing the Pavement Stabilization Annual Contract with Nortex Concrete Lift and Stabilization, Inc. in an amount not to exceed $30,000.00 through an existing interlocal agreement with the City of Grand Prairie. 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 & Coy Nays: None RESOLUTION NO. 2012-12 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PURCHASE PAVEMENT STABILIZATION SERVICES THROUGH AN ESTABLISHED INTERLOCAL AGREEMENT AND PROVIDING AN EFFECTIVE DATE Item 17. Resolution, Personal Services Laundry Contract, Grapevine Municipal Golf Course and Vineyards Campground & Cabins Parks & Recreation Director recommended approval of a resolution authorizing a Personal Services Laundry Contract with Jiffy Wash in an amount not to exceed $24,700.00 for the Grapevine Municipal Golf Course and the Vineyards Campground & Cabins. 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 & Coy Nays: None RESOLUTION NO. 2012-13 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS,AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO DECLARE JIFFY WASH A PERSONAL SERVICE PROVIDER FOR LAUNDERING SERVICES FOR THE PARKS & RECREATION VINEYARD CAMPGROUND AND CABINS AND THE CITY MUNICIPAL GOLF COURSE AND PROVIDING AN EFFECTIVE DATE 11 02/07/12 Item 18. Consideration of Minutes City Secretary recommended approval of the minutes of the January 17, 2012 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 & Coy Nays: None ADJOURNMENT Council Member Lease, seconded by Council Member Coy, offered a motion to adjourn the meeting at 9:55 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 21st day of February, 2012. APPROVED: William D. Tate Mayor ATTEST: Linda Huff City Secretary 12