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Home My WebLink About2010-02-02 Regular Meeting AGENDA CITY OF GRAPEVINE, TEXAS SPECIAL CITY COUNCIL MEETING WORKSHOP TUESDAY, FEBRUARY 2, 2010 AT 6:45 P.M. CITY COUNCIL CONFERENCE ROOM SECOND FLOOR 200 SOUTH MAIN STREET CALL TO ORDER 1. Discuss extending the time period for the Christmas Capital of Texas Program. 2. 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 29th day of January, 2010 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 2nd day of February, 2010 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 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 T� ORG�ER Ma�,�or Tate called the workshop to order at 6:50 p.m. ITEM 1. DISCUSS CHRISTMAS CAPITAL PROGRAM Convention & Visitors Bureau Director P. W. McCallum presented the request to extend the time period for the Christmas Capital of Texas program. He recommended the following changes to the schedule: tree lighting at the Gazebo on Tuesday before —�'��; begin the North Pole Express the weekend before Thanksgiving; begin all Christmas Capital of Texas and Christmas on Main activities the day after Thanksgiving and end all Christmas Capital of Texas and North Pole Express activities on the Sunday following Christmas.. ��,�.''a�-c�.`"`� a�t�t''`,�'�" al�G�iv ,[.t� Following discussion, it was the consensus of the Council to proceed with the recommendation. There was no formal action taken by the City Council. ITEM 2. MONTHLY FINANCIAL UPDATE 02/02/10 Administrative Services Director John McGrane presented the monthly financial report noting that revenues are continuing on a downward trend. He noted that sales taxes are down slightly from the same time last year and that measures are being taken to offset that. He commented that due to the economy, permit fees have dropped and hotel occupancy is in the seasonal downward trend. He stated that the City's unemployment rate is steady at 5.9% which is still below the national average of 10%. There was no formal action taken by the City Council. ADJOURNMENT Mayor Pro Tem Wilbanks, seconded by Council Member Stewart, offered a motion to adjourn the workshop at 7:14 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 16th day of February, 2010. APPROVED: � William D. Tate � Mayor ATTEST: Lin Huff City Secretary 2 AGENDA CITY OF GRAPEVINE, TEXAS REGULAR CITY COUNCIL MEETING TUESDAY, FEBRUARY 2, 2010 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 NEW BUSINESS 1. Consider a resolution approving a grant agreement with the Comptroller of Public Accounts for implementing an adaptive signal system and take any necessary action. 2. Consider a resolution approving an amendment to an existing advanced funding agreement between the City of Grapevine and the Texas Department of Transportation (TxDOT)for implementing an adaptive signal system 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. 3. Consider a resolution calling the 2010 City Officers Election for City Council Places 3 and 4 for Saturday May 8, 2010 in compliance with the Texas Election Code. City Secretary recommends approval. 4. Consider renewal of Janitorial Services for Various Parks & Recreation Facilities Annual Contract to Mary Lou Gilmore. Parks & Recreation Director recommends approval. 5. Consider approval of a resolution authorizing the purchase Toshiba telephone equipment from ICS, Inc. through Schedule 70 of the Federal GSA program. Assistant City Manager recommends approval. 6. Consider the minutes of the January 19, 2010 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 January, 2010 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 Regular Session on this the 2nd day of February, 2010 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 Councit 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 1. RESOLUTION, APPROVING GRANT AGREEMENT, ADAPTIVE SIGNAL SYSTEM Public Works Deputy Director Stan Laster recommended approval of a grant agreement with the State Comptroller of Public Accounts for implementing an adaptive signal system. Staff applied for the funding in October 2009 and was one of only 16 agencies in the State to be selected. Grapevine was awarded $308,000.00 in stimulus funding. The grant requires a local match of$77,000 (20%). There are a total of 69 traffic signals in the City. Using other federal grants that have already been awarded ($1.717 million), the adaptive signal control system will be installed at 52 signalized intersections and re-timing of 17 other signals. Council Member Spencer, seconded by Council Member Freed, offered a motion to approve as recommended. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy 02/02/10 Nays: None RESOLUTION NO. 2010-05 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS AUTHORIZING A GRANT AGREEMENT WITH THE COMPTROLLER OF PUBLIC � ACCOUNTS ADDRESSING FUNDING PARTICIPATION LEVEL, PROJECT SCOPE AND TERMS FOR "TRAFFIC SIGNAL SYNCHRONIZATION OR REPLACEMENT CITY OF GRAPEVINE" PROJECT TO ADD AN ADAPTIVE SIGNAL SYSTEM WITHIN THE CITY OF GRAPEVINE; AND PROVIDING AN EFFECTIVE DATE ITEM 2. RESOLUTION, APPROVING AMENDMENT TO ADVANCED FUNDING AGAREEMENT, ADAPTIVE SIGNAL SYSTEM Public Works Deputy Director Laster recommended approval of an amendment to an existing advanced funding agreement between the City of Grapevine and the Texas Department of Transportation (TxDOT)for implementing an adaptive signal system. The amendment to the agreement includes modifying the cost and scope of the Signal Re- timing and Detector Replacement project to increase the funding and add an adaptive signal system within the City of Grapevine. The cost for this portion of the project will be $1,514,834 (federal funds of $1,211,867, State funding of $264,717 and City match of $38,250). After the system is configured and established, it essentially creates new timing plans in response to changing traffic patterns. Mayor Pro Tem Wilbanks, seconded by Council Member Stewart, offered a motion to approve as recommended. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None RESOLUTION NO. 2010-06 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS AUTHORIZING A LOCAL TRANSPORTATION PROJECT ADVANCE FUNDING AGREEMENT AMENDMENT WITH THE TEXAS DEPARTMENT OF TRANSPORTATION ADDRESSING AMENDED FUNDING PARTICIPATION LEVEL AND AMENDED PROJECT SCOPE FOR SIGNAL RE-TIMING AND DETECTOR REPLACEMENT PROJECT TO ADD AN ADAPTIVE SIGNAL SYSTEM WITHIN THE CITY OF GRAPEVINE; AND PROVIDING AN EFFECTIVE DATE CONSENT AGENDA The next order of business for the City Council to consider was the consent agenda items, 2 02/02/10 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 3. Resolution, Calling 2010 City Officers Election City Secretary recommended approval of a resolution calling the 2010 City Officers Election for City Council Places 3 (Mike Lease)and 4 (Darlene Freed)for Saturday May 8, 2010 in compliance with the Texas Election Code. Motion by Council Member Lease, seconded by Council Member Spencer, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None RESOLUTION NO. 2010-07 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS PROVIDING FOR THE 2010 CITY OFFICER ELECTION TO BE HELD ON MAY 8, 2010; DETERMINING THE POLLING PLACE; PROVIDING SPECIFIC INSTRUCTIONS FOR THE CONDUCTING OF SAID ELECTION; REPEALING INCONSISTENT RESOLUTIONS AND PROVIDING AN EFFECTIVE DATE Item 4. Renew Janitorial Services for Various Parks & Recreation Facilities Annual Contract Parks & Recreation Director recommended approval of the renewal of Janitorial Services for Various Parks & Recreation Facilities Annual Contract to Mary Lou Gilmore. Motion by Council Member Lease, seconded by Council Member Spencer, to approve as recc�mm�n�ed prevailed by the following vote: Ayes: Tate, Wi��anks, Spencer, Stewart, Freed, Lease & Coy Na�s: None Item 5. ��solution, Authorize Purchase. Toshiba Teleqhone Equipment Assist�nt City Manager recommended approval of a resolution authorizing the purchase of Toshiba telephone equipment from ICS, Inc. in the amount of $31,083.95 through Schedule 70 of the Federal GSA program. Motion by Council Member Lease, seconded by Council Member Spencer, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None 3 02/02/10 RESOLUTION NO. 2010-08 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, MAKING FINDINGS OF CERTAIN FACTS RELATIVE TO THE PURCHASE OF TELEPHNE EQUIPMENT AND AUTHORIZING THE CITY MANAGER OR THE MANAGER'S DESIGNEE TO EXECUTE SAID DOCUMENTS AND PROVIDING AN EFFECTIVE DATE Item 6. Consideration of Minutes City Secretary recommended approval of the minutes of the January 19, 2010 City Council meetings as published. Motion by Council Member Lease, seconded by Council Member Spencer, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None ADJOURNMENT Mayor Pro Tem Wilbanks, seconded by Council Member Stewart, offered a motion to adjourn the meeting at 7:55 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 16th day of February, 2010. APPROVED: �� — William D. Tate Mayor ATTEST: Lin a Huff City Secretary 4