HomeMy WebLinkAbout2017.12.05 City Council Meeting Minutes472
City of University Park City Hall
3800 University Blvd.
University Park,TX 75205
Meeting Minutes
City Council
Tuesday,December 5,2017 5:00 PM Council Chamber
EXECUTIVE SESSION
3:30 -4:00 P.M.Pursuant to TGC§551.071,the City Council met in closed session to consult
with the City Attorney regarding traffic enforcement in school zones.No action was taken.
Executive Conference Room,1st Floor,City Hall.
PRE-MEETING WORK SESSION(S)
4:00 -5:00 P.M.The City Council met in open work session to receive agenda item briefings
from staff.No action was taken.Council Conference Room,2nd floor,City Hall.
I.CALL TO ORDER
Rollcall
Present:5 -Mayor Olin Lane,Councilmember Taylor Armstrong,Mayor Pro Tem Dawn
Moore,Councilmember Randy Biddle and Councilmember Gage Prichard
A.INVOCATION:Mayor Olin Lane,Jr.
B.PLEDGE OF ALLEGIANCE:Mayor Olin Lane,Jr./Boy Scouts
Boy Scouts Jack Overcash (Troop 35)and Tie Smith (Troop 70)were
present as part of earning their Communication merit badge.
C.INTRODUCTION OF COUNCIL:Mayor Olin Lane,Jr.
D.INTRODUCTION OF STAFF:City Manager Robbie Corder
Staff in attendance included Community Information Officer Steve Mace,
Director of Information Services Dale Harwell,Chief of Police Greg Spradlin,
Communications Specialist/Deputy City Secretary Amanda Hartwick,City
Secretary Christine Green,Public Works Operations Coordinator Jodie Ledat,
Director of Public Works jacob Speer,Director of Human Resources Alicia
Dorsey,Fire Chief Randy Howell,Director of Finance Tom Tvardzik,Director
of Organizational Development Lea Dunn,Library Director Sharon Martin,
Purchasing Manager Elizabeth Anderson,and Director of Community
Development Patrick Baugh.
City of University Park Page 1
473
City Council Meeting Minutes December 5,2017
II.AWARDS AND RECOGNITION
None
III.CONSENT AGENDA
17-218 Consider approval of a request to purchase a pick-up truck for the Public
Works Department.
City Manager Corder said that this is a planned replacement of a vehicle for
Infrastructure Maintenance.The new vehicle is a Ford F250XL Super Duty
Crew Cab with a shorter bed to navigate the City's alleyways.The truck is
available from Chastang Enterprises for $29,978 via an HGAC contract.
HGAC contracts have been competitively bid and thus satisfy statutory
purchasing requirements.
This purchase was approved.
17-223 Consider approval of a request to purchase four Police vehicles.
City Manager Corder said that this is a purchase of three police patrol
vehicles and one vehicle for the police warrant officer.These are planned
replacements,and the old vehicles will be sold at auction.The three 2018
Chevrolet Tahoe PPV models will cost $36,458.33 per vehicle and will come
with an extended warranty.The fourth vehicle for the warrant officer will not
include the warranty as this vehicle will not be driven as frequently.The price
for this vehicle is $32,380.The total purchase price for the four vehicles and
three warranty plans is $141,754.99.The vehicles are available from
Caldwell Country Chevrolet via a BuyBoard contract,BuyBoard contracts
have been competitively bid and satisfy statutory purchasing requirements.
This purchase was approved.
17-219 Consider approval of a request to purchase a pick-up truck for the Parks
Department.
City Manager Corder said that this is a planned replacement of a 2003 Parks
Department pick up truck.The Parks Department uses this truck for a variety
of tasks,including mosquito control,hauling heavy equipment and pulling
trailers.The new truck is a 2018 Ford F350XL Super Duty Crew Cab with
hydraulic lift gate.This vehicle is available from Chastang Enterprises for
$35,078 via an HGAC contract.HGAC contracts have been competitively bid
and satisfy statutory purchasing requirements.
This purchase was approved.
City of University Park Page 2
474
City Council Meeting Minutes December 5,2017
17-231 Consider approval of a request to purchase flatbed truck for the Parks
Department.
City Manager Corder said that this is a planned replacement of a Parks
Department 2002 model brush truck.The new truck will be purchased by
Parks but can be used by multiple departments to clear storm debris,haul
pallets of grass,sacks of fertilizer,large utility supplies,and more.The new
2019 Freightliner 108SD truck chassis with a Steller Slider Lift Hoist is
available from Freightliner of Austin for $118,089 via a BuyBoard contract.
BuyBoard contracts have been competitively bid and thus satisfy statutory
purchasing requirements.
This purchase was approved.
17-225 Consider approval of an ordinance amending Article 5.05,Division 2,
"Firemen's Relief and Retirement Fund"to provide for payroll deductions
and payments by City.
City Manager Corder said that this item is an amendment to Chapter 5,Article
5.05,Division 2 of the Code of Ordinances.This is a housekeeping item that
reflects changes approved at the September 5 City Council meeting.The
Council approved ordinance 17/27 which implemented House Bill 3056
provisions by amending the Texas Local Fire Fighters RetirementAct
(TLFFRA)to allow the City to address long-term funding concerns of the Fire
Department's pension system.
This ordinance was adopted.
Enactment No:ORO No.17-036
17-224 Consider approval of the minutes of the November 7,2017 City Council
meeting,with or without correction.
The minutes were approved.
Approval of the Consent Agenda
A motion was made by Councilmember Armstrong,seconded by
Council member Biddle,to approve the Consent Agenda.The motion carried
by the following vote:
Aye:5 -Mayor Lane,Councilmember Armstrong,Mayor Pro Tem Moore,
Councilmember Biddle,and Councilmember Prichard
IV.MAIN AGENDA
City of University Park Page 3
475
City Council Meeting Minutes December 5,2017
17-227 Consider an abandonment request at 6815 Baltimore Drive.
Director of Public Works Jacob Speer gave a presentation.He explained that
this property at 6815 Baltimore has a 15'easement dating back to 1921.He
said the City may have originally planned to build a road or alley through the
easement.The City does not need the easement as there is no infrastructure
there.
Jacob said that he is seeking direction from the Council as to whether they
want to abandon the easement.If so,they will arrange for an appraisal of the
property,at the property owner's expense,to determine fair market value
(FMV)of the proposed abandonment.
Councilmember Prichard asked if the City has a responsibility to notify the
other three property owners who also have the easement on theirproperty.
Jacob said he doesn't believe it's a responsibility,but it might be a good idea
to let them know.
A motion was made by Mayor Pro Tem Dawn Moore,seconded by
Councilmember Taylor Armstrong,to seek an appraisal of the right-of-way to
be abandoned and bring it back for consideration at a future City Council
meeting to determine a sale price.The motion also included a
recommendation to notify the other property owners bordering the right-of-way
in case they also want to purchase the additional land.The motion carried by
the following vote:
Aye:5 -Mayor Lane,Councilmember Armstrong,Mayor Pro Tem Moore,
Councilmember Biddle,and Councilmember Prichard
17-230 Consider approval of a contract with Huitt-Zollars,Inc.for general
engineering services.
Director of Public Works Jacob Speer gave a presentation.He said that
following the retirement of the City Engineer in July 2016,staff began
searching for an engineer to fill the vacancy.After multiple job postings,
interviews,and job offers,the position remains unfilled.
Public Works would like to work with an engineering firm on a temporary
basis to fulfill the City's engineering needs.The City issued a Request for
Qualifications (RFQ)for general engineering services and received 18
responses.Huitt-Zollars received the RFQ highest score and subsequently
submitted a proposal.
The proposed agreement outlines the hourly rates for general engineering
services and provides a process for developing subsidiary,project-specific
agreements for larger scale efforts.
Staff recommends approval of the contract with Huitt-Zollars,Inc.for general
engineering services.
A motion was made by Councilmember Gage Prichard,seconded by
Councilmember Randy Biddle,to approve this contract.The motion carried by
the following vote:
City of University Park Page 4
476
City Council Meeting Minutes December 5,2017
Aye:5 -Mayor Lane,Councilmember Armstrong,Mayor Pro Tem Moore,
Councilmember Biddle,and Councilmember Prichard
17-228 Consider approval of a Project Specific Agreement with Dallas County
for partial funding of pavement restoration on Preston Road andHillcrest
Avenue.
Director of Public Works Jacob Speer gave a presentation.He said that
Dallas County has a program to use county funds to help reimburse
communities in the county for their work to maintain and extend the life of
major thoroughfares in Dallas County.University Park has two major
thoroughfares,Hillcrest and Preston Road.Staff submitted a request to
Commissioner Cantrell's office for reimbursement of a mill and overlay
project that is tentatively scheduled for summer 2018.This project includes
Preston Road from Lovers Lane to Northwest Highway and Hillcrest Avenue
from Daniel to Potomac.The City will pay for all costs associated with the
project and submit a reimbursement request to Dallas County for$250,000.
The estimated project cost is $647,331.57.The proposed agreement is
independent of any other cost-sharing agreements for roadway improvement
projects.
Staff recommends City Council approval of the Project Specific Agreement
with Dallas County.
A motion was made by Councilmember Taylor Armstrong,seconded by
Councilmember Gage Prichard,to approved this agreement.The motion
carried by the following vote:
Aye:5 -Mayor Lane,Councilmember Armstrong,Mayor Pro Tem Moore,
Councilmember Biddle,and Councilmember Prichard
17-232 Consider approval of an ordinance amending FY2018 budget to carry
forward FY2017 encumbrances.
City Manager Corder said that this is a routine annual budget amendment to
bring forward funds encumbered at the end of the prior fiscal year.These
encumbrances are in the form of purchase orders that were not concluded by
year-end.Approval of these FY2017 encumbrances (open purchaseorders)
moves the corresponding budget amount from FY2017 to FY2018,thereby
making the funds available for expenditure in the current fiscal year.The
encumbrances in this budget amendment total $402,576.
A motion was made by Councilmember Randy Biddle,seconded by
Councilmember Taylor Armstrong,to adopt this ordinance ..The motion
carried by the following vote:
Aye:5 -Mayor Lane,Councilmember Armstrong,Mayor Pro Tem Moore,
Councilmember Biddle,and Councilmember Prichard
Enactment No:ORD No.17-037
City of University Park Page 5
477
City Council Meeting Minutes December 5,2017
17-222 Consider approval of hiring a private company to conduct a security
assessment for the University Park City Hall and Peek Center.
Chief Greg Spradlin gave a presentation.He said that with workplace
violence increasing across the country the Police Department researched
ideas for providing a safer workplace for University Park employees and
visitors to municipal facilities.The group received bids and liked Guidepost
Solutions,a national firm with an office in Plano.This company specializes in
physical,technical,operational,and organizational security assessments.
The goal is to create a master plan that identifies potential threats and
assesses the probability of an occurrence,evaluates our facilities and
operational vulnerabilities,and proposes solutions to address the identified
threats.
Staff recommends approval of a contract with Guidepost Solutions to conduct
a security assessment of City Hall and Peek Center facilities for a total of $19,
400.
A motion was made by Councilmember Biddle,seconded by Councilmember
Armstrong,that this security assessment be approved.The motion carried by
the following vote:
Aye:5 -Mayor Lane,Councilmember Armstrong,Mayor Pro Tem Moore,
Councilmember Biddle,and Councilmember Prichard
City of University Park Page 6
478
City Council Meeting Minutes December 5,2017
17-233 Discuss and provide direction on updating the City of University Park
Master Plan.
Director of Community Development Patrick Baugh gave a presentation
about updating the 1989 Master Plan.He said that the City Council identified
this update as a goal at its planning workshop in 2014.Pat provided a
tentative timeline for crafting the Master Plan with assistance from a
consultant.Following selection of a consultant via an RFP process,he
expects the update to take about 24 months.
He suggested that the consultant's general scope of work should be:
1.Verify accomplishments since last update
2.Verify items in the Master Plan that are more maintenance in nature -
establish maintenance level goals (Example:3.All streets maintained
at a Pavement Condition Index of 80%)
3.Conduct public engagement process
4.Craft goals,with public participation,for new destinations and
accomplishments
5.Craft an economic model or funding plan
6.Verify with public
7.Present to appointed and elected bodies in public forums
He said that staff is seeking direction from the City Council on the proposed
Master Plan update process,consultant scope and timing of updating the
plan.
Councilmember Armstrong asked if Pat had considered using the City's
committees in this process.Pat said "yes",the committees will be an integral
part of the process.
Mayor Lane suggested that the City staff and committees have enough talent
to work on the update without help from a consultant.
Councilmember Prichard said that he would like to postpone the Master Plan
update process for at least year to allow for the multiple construction projects
going on throughout the City to conclude and determine what impact these
projects may have.
City Manager Corder asked the Council to consider beginning the Master Plan
update process now by engaging the committees and seeking input from
residents.
V.PUBLIC COMMENTS None
VI.ADJOURNMENT As there was no further business,Mayor Lane adjourned the meeting.
Considered and approved this the 19th day of December,2017:
ATTEST:"-
~
Christine Green,City Secretary
City of University Park