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HomeMy WebLinkAbout2020-04-21 Regular Meeting CITY OF GRAPEVINE, TEXAS A VINE REGULAR JOINT MEETING OF CITY COUNCIL AND PLANNING AND ZONING COMMISSION T E ,X A s TUESDAY, APRIL 21 , 2020 GRAPEVINE CITY HALL, COUNCIL CHAMBERS 200 SOUTH MAIN STREET GRAPEVINE, TEXAS In accordance with Orders of the Office of the Governor of the State of Texas, the Grapevine City Council will conduct the meeting scheduled at 7:30 pm on April 21 , 2020 in the Council Chambers at 200 South Main Street, by telephone conference in order to advance the public health goal of limiting face-to-face meetings (also called "social distancing") to slow the spread of the Coronavirus (COVID-19). The Mayor and Members of City Council may attend this meeting in person. There will be no public access to the location described above. The meeting will be livestreamed on the City's website at www.grapevinetexas.gov. This supplemental written notice, the meeting agenda, and the agenda packet are posted online at www.grapevinetexas.gov. The public toll-free dial-in number to participate in the telephonic meeting is 1-210-469-4097. The audio conference PIN is 412 513 58#. The public will be permitted to offer public comments telephonically as provided by the agenda and as permitted by the presiding officer during the meeting. Starting at 5:00 pm on Monday, April 20, citizens can submit a Citizen Appearance request form from the City's website at https://www.grapevinetexas.gov/89/Agendas-Minutes. During the meeting, the names of those that have submitted a form will be called on to speak in the order the forms were received. The deadline to submit requests will be 5:00 pm on Tuesday, April 21 . A recording of the telephonic meeting will be made, and will be available to the public in accordance with the Open Meetings Act upon written request. CALL TO ORDER: 7:30 p.m. — City Council Chambers 1 . Invocation and Pledge of Allegiance: Council Member Leon Leal JOINT PUBLIC HEARINGS There were not any items submitted for Planning and Zoning Commission consideration. Therefore, the Planning and Zoning Commission will not meet. CITIZEN COMMENTS 2. Any person who is not scheduled on the agenda may address the City Council under Citizen Comments or on any other agenda item by completing a Citizen Appearance Request form with the City Secretary. A member of the public may address the City Council regarding an item on the agenda either before or during the Council's consideration of the item, upon being recognized by the Mayor or upon the consent of the City Council. In accordance with the Texas Open Meetings Act, the City Council is restricted in discussing or taking action during Citizen Comments. PRESENTATIONS 3. Emergency Management Coordinator to present update on the COVID-19 pandemic. NEW BUSINESS 4. Consider a contract for a Guaranteed Maximum Price for the construction of the Golf Course Clubhouse with Steele & Freeman, Inc. and Ordinance No. 2020-017 appropriating funds. 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. 5. Consider Resolution No. 2020-007 reimbursing the amount of $4,900,000 so the City will have the option of reimbursing itself through a future certificate of obligations debt issuance. Chief Financial Officer recommends approval. 6. Consider Ordinance No. 2020-018 appropriating funds for payments to the City of Dallas and the City of Fort Worth in accordance with Senate Bill 569 Revenue Sharing Agreement. Chief Financial Officer recommends approval. 7. Consider an annual contract for janitorial supplies with Empire Paper. Chief Financial Officer recommends approval. 8. Consider an annual contract for insurance consultant services for group health benefits with McGriff, Seibels & Williams Insurance Services. Chief Financial Officer recommends approval. City Council April 21, 2020 Page 2 9. Consider the renewal of an annual contract for safety consultant services with Commercial Risk Services, Inc. Chief Financial Officer recommends approval. 10. Consider the purchase of personal protective equipment from North America Fire Equipment Company, Inc. Fire Chief recommends approval. 11 . Consider the renewal of an annual contract for hauling of debris and aggregates with Q. Roberts Trucking, Inc. Public Works Director recommends approval. 12. Consider a contract for design of the State Highway 26 fiber extension and Northwest Highway/State Highway 114 Signal Detection with Kimley-Horn and Associates. Public Works Director recommends approval. 13. Consider the purchase of roof restoration services for The REC, the Grapevine Library and City Hall from Weatherproofing Services. Public Works Director recommends approval. 14. Consider the purchase of LED fixtures for the Grapevine Library from Facility Solutions Group. Public Works Director recommends approval. 15. Consider the minutes of the April 7, 2020 Regular City Council meeting. 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 conclusion of the executive session. ADJOURNMENT In accordance with the Open Meetings Law, Texas Government Code, Chapter 551 , 1 hereby certify that the above agenda was posted on the official bulletin boards at Grapevine City Hall, 200 South Main Street and on the City's website on April 17, 2020 by 5:00 p.m. Rap vi IM Tara Brooks, TRMC, CRM City Secretary This meeting can be adjourned and reconvened, if necessary, the following regular business day. City Council April 21, 2020 Page 3 STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE In accordance with Orders of the Office of the Governor of the State of Texas, the Grapevine City Council meeting was conducted by telephone. Members of City Council were either present in person in the City Council Chambers, Second Floor, 200 South Main Street or by telephone. Members of the public were invited to participate by telephone by a number posted on the agenda. The meeting was live streamed on the City's website. The City Council of the City of Grapevine, Texas met in Regular Session on this the 21 st day of April, 2020 in the City Council Chambers, Second Floor, 200 South Main Street, with the following members present: William D. Tate Mayor Darlene Freed Mayor Pro Tem Sharron Rogers Council Member Chris Coy Council Member Duff O'Dell Council Member Paul Slechta Council Member Leon Leal Council Member constituting a quorum, and with the following members of the City Staff: Bruno Rumbelow City Manager Jennifer Hibs Assistant City Manager Matthew C.G. Boyle Assistant City Attorney Tara Brooks City Secretary Note: There were no items submitted that required consideration of the Planning and Zoning Commission, therefore the Commission did not meet and there were no public hearings. Call to Order Mayor Tate called the meeting to order at 7:30 p.m. Item 1 . Invocation and Pledge of Allegiance Council Member Leon Leal delivered the invocation and led the Pledge of Allegiance. Item 2. Citizen Comments Beginning at 5:00 p.m. on April 20, citizens were able to submit a citizen appearance request form through the City's website. No requests were received prior to the meeting. Mayor Tate allowed anyone on the phone to speak. There was no one on the phone who wished to speak. PRESENTATIONS Item 3. Emergency Management Coordinator to present update on COVID-19. Emergency Management Coordinator Matt Feryan updated Council on the latest case statistics on the COVID-19 pandemic and the White House Opening Up America plan. Mr. Feryan answered questions from Council. Chris York, President at Baylor, Scott and White, briefed Council on how COVID-19 is affecting the hospital programs, testing and staffing. Mr. York answered questions from Council. NEW BUSINESS Item 4. Consider a contract for a Guaranteed Maximum Price for the construction of the Golf Course Clubhouse with Steele & Freeman, Inc. and Ordinance No. 2020-017 appropriating funds. Golf Director Russell Pulley presented the design plans for the new Clubhouse. In 2017, Grapevine voters approved $4,800,000 through a bond proposition for the construction of a new Golf Course Clubhouse. The proposed guaranteed maximum price is $3,879,848 with design, engineering and owner costs of $918,086 for a total project cost of $4,797,934. Mr. Pulley answered questions from Council. Council discussed this item. Motion was made to approve the contract for a Guaranteed Maximum Price for the construction of the Golf Course Clubhouse with Steele & Freeman, Inc. and Ordinance No. 2020-017 appropriating funds. Motion: Rogers Second: Freed Ayes: Tate, Freed, Rogers, Coy, O'Dell, Slechta and Leal Nays: None Approved: 7-0 ORDINANCE NO. 2020-017 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS APPROPRIATING $4,800,000 IN THE City Council April 21, 2020 Page 2 CAPITAL PROJECT FUND 177 FOR THE PURPOSE OF DESIGNING, CONSTRUCTING, IMPROVING, RENOVATING, EXPANDING, EQUIPPING AND FURNISHING THE GRAPEVINE GOLF CLUBHOUSE; DECLARING AN EMERGENCY AND PROVIDING AN EFFECTIVE DATE CONSENT AGENDA Consent items are deemed to need little Council deliberation and were 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. Council Member Rogers requested item 5 be removed from the consent agenda. This item was considered following the vote on the remaining consent agenda items. Approval of the consent agenda authorizes the City Manager, or his designee, to implement each item in accordance with Staff recommendations. Item 6. Consider Ordinance No. 2020-018 appropriating funds for payments to the City of Dallas and the City of Fort Worth in accordance with Senate Bill 569 Revenue Sharing Agreement. Chief Financial Officer Greg Jordan recommended approval of the ordinance appropriating funds to reimburse the Cities of Dallas and Fort Worth for funds that exceed the base line amount established in Fiscal Year 2000 as proscribed by Senate Bill 569. The shared amounts to be paid to the Cities of Dallas and Fort Worth are $769,475 and $439,700 respectively which represents 2/3 of the total shared revenue. Motion was made to approve the consent agenda as presented. Motion: Slechta Second: Coy Ayes: Tate, Freed, Rogers, Coy, O'Dell, Slechta and Leal Nays: None Approved: 7-0 ORDINANCE NO. 2020-018 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, REVISING THE ADOPTED BUDGET FOR THE FISCAL YEAR ENDING IN 2020; PROVIDING FOR THE TRANSFER OF THE FUNDS, DECLARING AN EMERGENCY AND PROVIDING AN EFFECTIVE DATE City Council April 21, 2020 Page 3 Item 7. Consider an annual contract for janitorial supplies with Empire Paper. Chief Financial Officer Jordan recommended approval of the annual contract for the purchase of janitorial supplies for an estimated annual amount of $30,000. Motion was made to approve the consent agenda as presented. Motion: Slechta Second: Coy Ayes: Tate, Freed, Rogers, Coy, O'Dell, Slechta and Leal Nays: None Approved: 7-0 Item 8. Consider an annual contract for insurance consultant services for group health benefits with McGriff, Seibels & Williams Insurance Services. Chief Financial Officer Jordan recommended approval of the annual contract for insurance consultant services for an amount not to exceed $50,000. Motion was made to approve the consent agenda as presented. Motion: Slechta Second: Coy Ayes: Tate, Freed, Rogers, Coy, O'Dell, Slechta and Leal Nays: None Approved: 7-0 Item 9. Consider the renewal of an annual contract for safety consultant services with Commercial Risk Services, Inc. Chief Financial Officer Jordan recommended approval of the renewal of the contract for safety consultant services in the areas of education, compliance and best practice training for an amount not to exceed $36,000. Motion was made to approve the consent agenda as presented. Motion: Slechta Second: Coy Ayes: Tate, Freed, Rogers, Coy, O'Dell, Slechta and Leal Nays: None Approved: 7-0 Item 10. Consider the purchase of personal protective equipment from North America Fire Equipment Company, Inc. Fire Chief Darrell Brown recommended approval of the purchase of fire structural and bunker personal protective equipment for an amount not to exceed $40,206. Motion was made to approve the consent agenda as presented. Motion: Slechta City Council April 21, 2020 Page 4 Second: Coy Ayes: Tate, Freed, Rogers, Coy, O'Dell, Slechta and Leal Nays: None Approved: 7-0 Item 11 . Consider the renewal of an annual contract for hauling of debris and aggregates with Q. Roberts Trucking, Inc. Public Works Director Bryan Beck recommended approval of the renewal of the annual contract for hauling of debris and aggregates for an estimated annual amount of $100,000. Motion was made to approve the consent agenda as presented. Motion: Slechta Second: Coy Ayes: Tate, Freed, Rogers, Coy, O'Dell, Slechta and Leal Nays: None Approved: 7-0 Item 12. Consider a contract for design of the State Highway 26 fiber extension and Northwest Highway/State Highway 114 Signal Detection with Kimley-Horn and Associates. Public Works Director Beck recommended approval of the contract design for fiber extension and signal detection to install fiber optic communications and conduit infrastructure along State Highway 26 from State Highway 114 to State Highway 121 and integrating all traffic signal cabinets along the corridor into Grapevine's existing Intelligent Transportation System. In addition, the design will provide for ungraded vehicle detection at the diamond interchange of State Highway 114 and Northwest Highway. The proposed engineering contract is not to exceed $122,600. Motion was made to approve the consent agenda as presented. Motion: Slechta Second: Coy Ayes: Tate, Freed, Rogers, Coy, O'Dell, Slechta and Leal Nays: None Approved: 7-0 Item 13. Consider the purchase of roof restoration services for The REC, the Grapevine Library and City Hall from Weatherproofing Services. Public Works Director Beck recommended approval of the purchase of roof restoration services for a total amount not to exceed $940,000. Motion was made to approve the consent agenda as presented. Motion: Slechta Second: Coy City Council April 21, 2020 Page 5 Ayes: Tate, Freed, Rogers, Coy, O'Dell, Slechta and Leal Nays: None Approved: 7-0 Item 14. Consider the purchase of LED fixtures for the Grapevine Library from Facility Solutions Group. Public Works Director Beck recommended approval of the purchase of LED fixtures for the fiction, non-fiction, Creatlt, teen, area history, and genealogy areas in the Library for a total amount not to exceed $126,976. Motion was made to approve the consent agenda as presented. Motion: Slechta Second: Coy Ayes: Tate, Freed, Rogers, Coy, O'Dell, Slechta and Leal Nays: None Approved: 7-0 Item 15. Consider the minutes of the April 7, 2020 Regular City Council meeting. City Secretary Tara Brooks recommended approval of the minutes as provided. Motion was made to approve the consent agenda as presented. Motion: Slechta Second: Coy Ayes: Tate, Freed, Rogers, Coy, O'Dell, Slechta and Leal Nays: None Approved: 7-0 Item 5. Consider Resolution No. 2020-007 reimbursing the amount of $4,900,000 so the City will have the option of reimbursing itself through a future certificate of obligations debt issuance. Chief Financial Officer Jordan recommended approval of the ordinance to reimburse funds for designing, engineering, constructing, reconstructing, and renovating streets, roadways and projects discussed by City Council at their February 24, 2020 Capital Planning Workshop. City Manager Bruno Rumbelow answered questions from Council. Motion was made to approve Resolution No. 2020-007 reimbursing the amount of $4,900,000. Motion: Rogers Second: Coy Ayes: Tate, Freed, Rogers, Coy, O'Dell, Slechta and Leal Nays: None Approved: 7-0 City Council April 21, 2020 Page 6 RESOLUTION NO. 2020-007 A RESOLUTION OF THE CITY COUNCIL OF THE CITY COUNCIL OF GRAPEVINE, TEXAS, AUTHORIZING THE REIMBURSEMENT OF EXPENDITURES TO BE INCURRED FROM FUTURE CERTIFICATE OF OBLIGATIONS AND PROVIDING AN EFFECTIVE DATE ADJOURNMENT Motion was made to adjourn the meeting at 8:45 p.m. Motion: Coy Second: O'Dell Ayes: Tate, Freed, Rogers, Coy, O'Dell, Slechta and Leal Nays: None Approved: 7-0 Passed and approved by the City Council of the City of Grapevine, Texas on this the 5th day of May, 2020. APPROVED: William D. Tate Mayor ATTEST: GRApE -~ 05 U1iA. m Lbw4 iX Tara Brooks Y City Secretary City Council April 21, 2020 Page 7