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HomeMy WebLinkAboutMIN 12.14.2010 CC-RThe City Council of the City of Georgetown, Texas, met in Regular Session on the above date with Mayor George Garver presiding. Council Present: Council Absent: Patty Eason, Gabe Sansing, Danny Meigs, Pat Bill Sattler Berryman, Dale Ross, Tommy Gonzalez Staff Present: Paul E. Brandenburg, City Manager; Mark Sokolow, City Attorney; Jessica Brettle, City Secretary; Micki Rundell, Chief Financial Officer; Jim Briggs, Assistant City Manager; Elizabeth Cook, Community Development Director; Mike Peters, Information Technology Director; Laurie Brewer, Assistant Finance Director; Kenneth Arnold, Energy Conservation and Environmental Services Director; Katie Sofranko, Youth Program Coordinator; Lorie Lankford, Accounting Manager; Mark Thomas, Economic Development Director; Thomas R. Benz, Systems Engineering Director; Kathy Ragsdale, Utility Office Director; Terry Jones, Support Services Construction Manager; Glenn Dishong, Utilities Director; Paul Elkins, Energy Services Manager; Ed Polasek, Transportation Services Director; Jordan Maddox, AICP, Interim Principal Planner; Jennifer Bills, Housing Coordinator; Kelly Bressler, HR Generalist Regular Session - To begin no earlier than 06:06 P (Council may, at any time, recess the Regular Session to convene an Executive Session at the request of the Mayor, a Councilmember, or the City Manager for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551.) "WA W*lII OX01T1M Comments from the Mayor - Welcome and Meeting Procedures City Manager Comments - Boards and Commissions Applications - City Holiday Schedule - Holiday Trash Pickup Action from Executive Session Motion by Ross, second by Sansing to accept the bid of $3,901,000 from Michael T. Novick Living Trust for the Albertson's building and authorizing the Mayor to execute a purchase and sale agreement. Approved 6-0 (Sattler absent) Public Wishing to Address Council On a subject that is posted on this agenda: Please fill out a speaker registration form which can be found on the table at the entrance to the Council Chamber. Clearly print your name and the letter of the item on which you wish to City Council Meeting Minutes/ Page 1 of 11 Pages speak and present it to the City Secretary on the dais, preferably prior to the start of the meeting. You will be called forward to speak when the Council considers that item. On a subiect not posted on the agenda: Persons may add an item to a future City Council agenda by contacting the City Secretary no later than noon on the Wednesday prior to the Tuesday meeting, with the subject matter of the topic they would like to address and their name. The City Secretary can be reached at 512/930-3651. B - David Wolf, regarding the Gateway Northwest Property Wolf was not present to speak. Statutory Consent Agenda The Statutory Consent Agenda includes non -controversial and routine items that Council may act on with one single vote. A councilmember may pull any item from the Consent Agenda in order that the council discuss and act upon it individually as part of the Regular Agenda. C Consideration and possible action to approve the minutes of the Workshop and Regular Council Meeting held on Tuesday, November 23, 2010 -- Jessica Brettie, City Secretary D Consideration and possible action to approve the revised by-laws for the Youth Advisory Board -- Katie Sofranko, Youth Program Coordinator E Consideration and possible action to cancel the second Council Meeting in December, 2010, regularly scheduled for the fourth Tuesday of the month -- Mayor George Garver F Consideration and possible action to approve Meridian Solar as the contractor to design, supply and install a grid -tied, carport mounted solar electric system for an amount of $40,653.07 pursuant to Meridian Solar's TXMAS contract pricing -- Kenneth Arnold, Conservation & Environmental Services Director and Jim Briggs, Assistant City Manager G Consideration and possible action to accept the City's Quarterly Financial Report, which includes the Investment Reports for the City of Georgetown, Georgetown Transportation Enhancement Corporation (ETEC), and the Georgetown Economic Development Corporation (GEDCO) for the quarter ended September 30, 2010 -- Micki Rundell, Chief Financial Officer; Laurie Brewer, Assistant Finance Director and Lorie Lankford, Accounting Manager H Forwarded from the General Government and Finance Subcommittee (GGAF): Consideration and possible action to approve a Printer Maintenance and Supplies Contract to Office Store Depot (OSD) for a price not to exceed $49,368 -- Mike Peters, Information Technology Director and Micki Rundell, Chief Financial Officer Forwarded from the General Government and Finance Subcommittee (GGAF): Consideration and possible action to approve the declaration of condominium for the City's public library being utilized to separate the uses between the coffee shop and the library uses for property tax purposes -- Laurie Brewer, Assistant Director of Finance and Micki Rundell, Chief Financial Officer Motion by Ross, second by Gonzalez to approve the consent agenda in its entirety. Approved 6-0 (Sattler absent) Legislative Regular Agenda Council will individually consider and possibly take action on any or all of the following items: J Report and Presentation from the Youth Advisory Board -- Katie Sofranko, Youth Program Coordinator Sofranko introduced herself and spoke about the report from the Youth Advisory Board. She introduced all the new members of the Youth Advisory Board to the City Council. She said they were appointed on October 12, 2010 and added there are 11 total members. She introduced Tyler Willrich, Chair of the Board, to the Council. Willrich said the Board has been stagnant for two years now. He said they are focusing more on activities and events and added they are looking to fulfill policy decisions for the community as well. He said he would like to thank Council for providing funding to the Board. He said they are looking to implement a survey onto the youth which will consist of two sections. He described the two sections of the survey. He said the survey would be beneficial so they can gain knowledge on what the youth wants. He said he would like to work through the City Council Meeting Minutes/ Page 2 of 11 Pages school's Student Councils to administered these surveys through the classes. He said the Youth Advisory Board represents all schools in the community, including charter schools and private schools. He reviewed the booth they held on the Christmas stroll and what they provided to the community. He said their current project is working on Christmas cards for soldiers overseas. He said they are implementing school announcements about the events as well. He spoke about the teen party they will be holding on January 17, 2011 and what will take place at that party. He said they have recreation center representatives that will help them administer this celebration. He said this will be beneficial in that students will be able to go to these events and socialize with one another. He said this will keep them from going out to pursue more rowdy pursuits. He added they are also looking to cause more communication between the Board and the Student Councils. He said they are not trying to take more control of the youth or take power away from the student councils but noted they are just hoping to have open talks with them. He said, if implemented, this could provide a more unified youth sector in the City. He spoke about targeting particular student councils throughout the City and he spoke about the ones they would like to reach. He reviewed again what the Board is doing at this time. He said the Board would welcome and appreciate any input or questions from the City Council. Ross asked and Tyler said the Board is not requesting anything from Council at this time. Gonzalez asked and Tyler said the celebration they are holding will be at the teen and senior center on the January 17, 2010. Sansing said, in the past, the Mayor appointed someone from the Council to be a liaison with the Board. He said it may be a good idea to do something like that again. Sofranko thanked the Board for their help and their active nature. Mayor asked and Sofranko reviewed the changes made to the bylaws. K Discussion and possible action to appoint a Citizens' Bond Committee for the Public Safety Complex and Training Facility -- Paul E. Brandenburg, City Manager Brandenburg described the item and said this is a follow up to the last Council meeting regarding moving forward with a public safety facility. He said there has been no commitments made to date on cost or size of the committee. He said Council discussed having two appointees from each district as well as the Mayor having two appointees. He asked that Council provide the names of appointees to the Mayor by January 1, 2011 and the complete committee will be on the Jan 11, 2011 agenda for approval. He described the process the bond committee would complete. He said the meetings of this bond committee will be public. He added the committee will go to task and report back to Council on February 22, 2011 with their findings. He said, at that time, Council can discuss their recommendation and decide whether there should be an election in May or November. Motion by Sansing, second by Meigs to approve the City Manager's recommendation. Approved 6-0 (Sattler absent) L Discussion and possible action to approve an agreement to provide funding to the Texas Life Sciences Collaboration Center (TLCC) regarding the Georgetown Economic Development Corporation approval of $150,000 to fund the operations of TLCC with funding to be provided over a three year period in annual increments of $50,000 -- Mark Thomas, Economic Development Director Thomas reviewed the item and said this issue was discussed the meeting before last. He said the last item was a budgetary action and this is the actual agreement for approval. Motion by Ross, second by Sansing to approve. Approved 6-0 (Sattler absent) M Consideration and possible action to approve a resolution extending the term of the General Government and Finance Subcommittee to December 31, 2012 -- Mayor George Garver Mayor reviewed the item and the history of the creation of the subcommittee. He said the committee spends a lot of time vetting the issues prior to those items coming to the City Council. He said he spoke to staff and added he has heard feedback that this has been helpful. He said it has given members of Council the opportunity to look at these important items more in depth and ask all of the necessary questions. He said the down side of this is that it does take some time to go through a committee prior to coming to Council. Mayor said he recommends that Council renew this subcommittee. Ross said he would like to see the committee modified to include citizens from the community. Mayor asked and Ross said the citizen members would go through the same application process as the rest of the City boards. Motion by Ross, second by Berryman to approve the resolution and extend the membership from three to five members, two of which will be members of the public, and to update the bylaws and bring this back to Council for approval. City Council Meeting Minutes/ Page 3 of 11 Pages Berryman asked about the application process and Ross confirmed it would be the same as the other boards so the Council has the opportunity to see all of the applicants. Mayor said this motion would add two members of the public to the board through the usual appointment process. Berryman asked if it would be a good for the people who apply for this board must have expertise in this field. Ross said Council can make that determination when they review the applications. Meigs said he would hate to put limitations on who can apply. Ross agreed. Sansing said he would like to see items coming to the Council from the General Government and Finance Subcommittee automatically go on the consent agenda. He noted it seems a bit redundant for staff to have to do their presentations twice. He said he feels the City has too many Boards and Commissions. Mayor said he would not like the Council to cut out the right of discussion from the other Council members who are not part of the subcommittee. Berryman said the public needs to hear and see the discussion and why the Council makes a decision as well. Eason said there are requirements by law that certain Boards must have a City Council member on each Board. She said she is explaining why some Boards have city council members and others do not. Eason said she is perfectly happy to have this Subcommittee as a vetting service to the rest of the City Council as long as they make sure people are asking questions and are fully made aware of everything that is brought up in those meetings. She said she wants to make sure that everything is brought up on the dais. She said this is another board that is put together by this council and, by having a couple of citizens on it, it reflects more the real reason why the City has boards. She said it will get the citizens more involved in what is happening throughout the city. Brandenburg reviewed the motion on the table. He spoke about bylaws needing to come back to the Council for approval. Rundell expressed her opinion on the subcommittee. She said she feels it serves a good purpose and is a good opportunity to discuss things in depth. She noted, however, there are still things with each issue that needs to be discussed by the full Council. Ross said, over the past year, the committee met seven or eight times but does not meet if there are no items to discuss. Vote on the motion: Approved 6-0 (Sattler absent) N Consideration and possible action to approve professional engineering services with Kasberg, Patrick & Associates, LP of Georgetown, Texas, for Task Order No. KPA-10-008 for the Maple Street Drainage Improvements at the West Fork of Smith Branch in an amount not to exceed $152,800 -- Thomas R. Benz, P.E., Systems Engineering Director and Jim Briggs, Assistant City Manager Polasek reviewed the item and showed Council a picture of the project. He said this issue was discussed at the last meeting and Council asked that staff bring back a task order for a bridge at Maple Street. He gave a brief history of the Maple Street project and it is a study regarding the flood plain and how to improve drainage issue in that area. He listed the many options provided to Council to relieve the flooding issues in the area. He said Eason requested staff bring Council copies of the original motion made by the Georgetown Transportation Advisory Board (GTAB) on this issue. He reviewed the motion, which would be to approve $77,000 for the box culverts solution. He noted that is different from the item before Council at this meeting. He said the other portion of that motion would be to use any leftovers monies to study how to further improve the drainage in that area. Polasek showed Council a spreadsheet of other alternative solutions for the area. Eason said the reason she wanted to bring the minutes and this motion forward is because, when the council voted on this issue at the last meeting, she did not understand from the explanation that was given that there is more to this issue that would benefit both the San Jose and Quail Valley areas. She asked Polasek to clarify, from the GTAB motion, what they mean by further improving the drainage issues in the area. Polasek said they would like to identify any additional clearing projects in areas where the city has easements or can acquire easements to do drainage. Eason said the other item she did not understand was that the City does not have the money to make up the difference for the million dollar option. She said she is proposing to deny this task order and to make a motion that is identical to the one from GTAB, with further explanation and understanding that there is much more to this issue in terms of finding options and solutions for the whole area instead of one neighborhood. Eason asked and Polasek said they have a task order created for the box culvert project but an additional task order will need to be made for the study. He said this is doable. Thomison said the original task order they submitted is still valid. He described other things they can do to improve the issues throughout the larger area. He said he would like to see what they can do as far as channel shaping and cleaning out the channels to expedite water flow. He said his thoughts would be to look downstream and see what could be done to relieve the water build up. Sansing said the City needs to do everything is can to widen the highway to allow water to go through the area. He added, unless a solution is done downstream, it will not make a difference what is done to the area. Thomison they take all effects into account, including trees and topography, when they make their estimates of channel conditions. Sansing spoke about swapping parkland for houses and added there are a lot of other opportunities for Council to pursue rather than approving a 100 foot bridge. Eason said she would like to make sure the Task Order amount of $152,000 is the necessary amount to do what she is talking about as well as what GTAB already passed, City Council Meeting Minutes/ Page 4 of 11 Pages excluding the work on bridge. Polasek reviewed the motion made at GTAB. Ross said he is concerned that this may be a Band-Aid approach to this issue. Ross asked about the $152,800 and Thomison said this is for engineering and construction based services. Polasek reviewed the costs of the improvements and building the bridge. Briggs said, regarding the allocation of $500,000 for the box culverts, the amount the City had budgeted was $910,000. He said, of that, the construction is estimated at $500,000 and then you add the $77,906 which would make $577,906 to do the box culverts. He said this would provide the City with a budget balance of $332,000. Ross said he just wants to make sure this will fix the problem so the folks in that area won't have future issues. Briggs said no matter what the City does, there is no way to move all of the houses out of the water to avoid a 100 year event. Brandenburg said the only way to assure they will be out of the water is to take the houses and relocate them. Eason said, with the bridge, the City will still have six families who will always be flooded anyway. She noted going back to GTAB's motion gives the Council the opportunity to look at all options including acquisition of land and the possibility of moving people. She said she can not discuss those kind of issues because they don't have financial or logistic information to support it. She said she is coming away from what she originally fought for at the last meeting. Eason said her motion is to approve the $77,906 similar to that of the motion approved at GTAB's last meeting. Gonzalez emphasized the importance of maintaining the improvements as well. Briggs said, to touch on Councilmember Ross' position, the box culverts remove 14 residences from the water. He said that solution provides the biggest bang for your buck and the other options need to be carefully evaluated as a possible next step. Motion by Eason, second by Gonzalez to approve the KPA 10-008 to develop final design for the construction of Maple Street Drainage Improvements at the West Fork of Smith Branch, in the amount not to exceed $77,906. In addition, direction to staff to prepare a task order that can be sent to Council to spend money for a study on how to further improve drainage issues in the area, which includes both the San Jose neighborhood and the Quail Valley area. She said staff should look at all funding options for all solutions. Brandenburg said this motion will also allow the City to apply for community block grant funds to assist with some of these improvements. Sansing said he does not think the City can gain a thing and added the City needs to study the whole thing and do whatever it takes to make it happen. He said, as Briggs pointed out at GTAB, there are some landowners that may not want to allow the City to have easements. Eason said the City needs to get the numbers as well. Gonzalez said he wants to make sure the City is looking for a final long term solution and not a short term one. Vote on the motion: Approved 6-0 (Sattler absent) O Consideration and possible action to authorize payment of $125,311 for the City's pro -rata portion of the cost of operation of the Williamson Central Appraisal District -- Micki Rundell, Chief Financial Officer Rundell described the item and said this is an item that did not go to the General Government and Finance subcommittee as it came in after the agenda was posted. She said this is a routine item that is paid every year and she read the caption of the Resolution. She said this is included in the city's budget and is the city's share of the cost. She noted it has increased slightly from the previous year. Motion by Sansing, second by Gonzalez to approve the Resolution. Approved 5-0 (Ross, Sattler absent) P- Discussion and possible authorization to select a merchant services vendor and negotiate a contract for credit card merchant services -- Kathy Ragsdale, Utility Office Director, Laurie Brewer, Assistant Finance Director, and Micki Rundell, Chief Financial Officer Rundell said this was another item that did not go to the General Government and Finance subcommittee. She said the City uses ETS as their merchant services processor. She noted the City has been promised a certain rate for services but the City has not received that rate yet. She said staff felt it was a good time to change the city's merchant services to Chase Bank. She said the rates from Chase are much lower and the city uses Chase for its depository services. She said the City is losing $6,000 to $8,000 by using ETS. Gonzalez asked and Rundell explained why the city does not do a request for proposal for these services. Motion by Sansing, second by Ross to approve the selection. Gonzalez asked and Rundell said the merchant services costs the City is receiving from Chase can not be beat. She said Kathy Ragsdale has done a tremendous about of research and Chase is the City's best option at this time. She noted the city thought ETS would come to the table and pay the money that is owed but they realized the city will never see that money. Vote on the motion: Approved 6-0 (Sattler absent) 1 City Council Meeting Minutes/ Page 5 of 11 Pages Consideration and possible action to approve a Resolution revising the City's 2010 Investment Policy -- Laurie Brewer, Assistant Finance Director Brewer spoke about this item and said, at the Council workshop, they went into more detail about what areas are changing. She said the council also received a market update from Susan Anderson. She briefly highlighted the proposed changes to the policy. Motion by Ross, second by Meigs to approve the Resolution. Approved 4-0 (Berryman, Gonzalez, Sattler absent) R Forwarded from the General Government and Finance Subcommittee (GGAF): Consideration and possible action to renew the contract with Dataprose, Inc. as the City's vendor for utility bill printing and mailing services and approve funding at a cost of $188,000 for the year -- Kathy Ragsdale, Utility Office Manager and Micki Rundell, Chief Financial Officer Rundell described the item and said this will provide the city services to print and mail billings each month. She said they may be going out to bid for a different vendor due to the changes to the billing system after the upgrades take place. Motion by Ross, second by Sansing to approve the contract renewal. Approved 5-0 (Berryman, Sattler absent) S Forwarded from the General Government and Finance Subcommittee (GGAF): Discussion and possible recommendation to approve an upgrade in the existing Meter Data Management (MDM) Software with ElectSolve Technology Solutions and Services for the amount of $280,000 with a contingency of $20,000 -- Leticia Zavala, Project Manager; Mike Peters, IT Director and Micki Rundell, Chief Financial Officer Zavala described the item and said this was discussed at today's Workshop as part of the AMI replacement project. She said this will lay the foundation for the new AMI system. She said this will move the infrastructure to a virtualized server environment. She continued to describe what this upgrade will provide to the City. Motion by Ross, second Eason to approve the item. Sansing asked and Zavala said a contingency was built in to all projects just in case the a cost runs over. Peters said the contingency is also for potential labor costs if a project takes more time to implement. Approved 5-0 (Berryman, Sattler absent) T Forwarded from the General Government and Finance Subcommittee (GGAF): Discussion and possible recommendation to approve software upgrades to the existing Customer Information (CIS) and Financial Information System (FIS) with Tyler Technologies, Incode Division for a contract amount of $413,250 with a contingency of $50,000 -- Leticia Zavala, Project Manager; Mike Peters, IT Director and Micki Rundell, Chief Financial Officer Zavala described the item and said this was discussed in Workshop as well. She said this will move the existing CIS and FIS software to the new version with the City's current vendor. Sansing asked and they said $463,000 is the total with both the contract amount and the contingency combined. Motion by Sansing, second by Meigs to approve the upgrades. Approved 5-0 (Berryman, Sattler absent) U Forwarded from the General Government and Finance Subcommittee (GGAF): Consideration and possible action to approve the purchase a 2011 Ford camera van from Philpott Ford through the State of Texas Buyboard in the amount of $139,408.00 -- Terry Jones, Support Services Construction Manager and Micki Rundell, Chief Financial Officer Jones described the item and said this vehicle replacement was scheduled in this next budget and is used to inspect waste water lines. Motion by Ross, Sansing to approve the purchase. Approved 6-0 (Sattler absent) Gonzalez asked and Dishong said the van will allow the City to do an underground inspection of the City's piping system. City Council Meeting Minutes/ Page 6 of 11 Pages Consideration and possible action to approve the purchase a 2011 John Deere backhoe from RDO Equipment through the State of Texas Buyboard in the amount of $79,550.00 -- Terry Jones, Support Services Construction Manager and Micki Rundell, Chief Financial Officer Jones described the item. Motion by Ross, second by Gonzalez to approve the purchase. Approved 6-0 (Sattler absent) W Forwarded from the General Government and Finance Subcommittee (GGAF): Consideration and possible action to approve an award of the bid for a three reel turret trailer to Sauber Manufacturing in the amount of $56,288.00 -- Terry Jones, Support Services Construction Manager and Micki Rundell, Chief Financial Officer Elkins explained the item and described a three reel turret trailer. Elkins showed Council a picture of a three reel turret trailer and described the different portions of the trailer. Motion by Ross, second by Berryman to approve the award of bid. Approved 6-0 (Sattler absent) X Forwarded from the General Government and Finance Subcommittee (GGAF): Consideration and possible action to approve an award of the bid for vehicles to Philpott Ford in the amount of $403,058.00, Mac Haik Ford in the amount of $167,973.87, and Caldwell Country Chevrolet in the amount of $77,051.00 -- Terry Jones, Support Services Construction Manager and Micki Rundell, Chief Financial Officer Jones described the item and said he included a description of the vehicles on the Council cover sheet. Motion by Sansing, second by Ross to approve the award of bid. Berryman said she is glad the City is buying something from a local vendor. Approved 6-0 (Sattler absent) Y Presentation, recommendation and possible action on the selection of a construction method for the construction of Fire Station 5 -- Terry Jones, Support Services Construction Manager and Micki Rundell Chief Financial Officer Jones described the item and said in November, Council authorized BRW Architects to assist the City in looking for an appropriate construction method for the project. Ray Holliday of BRW Architects spoke about their findings for alternative delivery methods for the construction of a new fire station. He described a little bit about their company. He provided Council with a brief history of alternative delivery methods. He described what type of alternative delivery methods a City can use and for what types of projects. He said design bid build is the traditional bidding process and he described how that works. He noted, with this project, the contract is awarded to the lowest responsible bidder. He said this bid method has been used for century. He said, in this method, the architect and contractor have separate contracts with the City. He explain the advantages and disadvantages of going with the design bid build process. He described the design build method. He said, with this method, the city would award a contract to a firm who is in charge of both the design and the construction of the project. He said, normally, the contractor would have a contract with the city and an architect would have a contract with the contractor. He described the advantages and disadvantages of that process. He spoke about the third manner, construction manager at risk, and he described how that process works. He said the construction manager at risk assumes the risk for the project. He said, with that method, the architect and the construction manager at risk will both have separate contracts with the City. Mayor asked and Holliday said, under this method, selection of vendors is based on qualification and not bid out. Holliday said some City's require their fees to be included in that qualification packet. Jones said the City takes requests for qualification for construction manager at risk (CMAR) firms. He continued to describe the method the city traditionally uses to select the firm under this process. He described the advantages and disadvantages for the construction manager at risk process. He said the fourth method is competitive sealed proposals. He described this process and listed the advantages and disadvantages of it. He spoke about the primary matters in selecting which method to use. He said the recommendation is to use the construction manager at risk method first, competitive sealed proposals second, design bid build third and design build fourth. Ross said he is confused and Holliday said they were contracted to consult with City to find the appropriate construction method. Ross asked if this is for architectural services or the process. Halliday clarified and this is not for the architectural services. He said this item is just to determine the delivery method to use. Sansing asked and Jones said the City has done three projects using the CMAR process and they have all been successful. Jones said on every CMAR project the City has done, they have been given some money back. He said he thinks the City has a decision to make on this item to select the method they want to use and then the City Council Meeting Minutes/ Page 7 of 11 Pages next item will be to authorize and approve architectural services. Sansing said, in his opinion the CMAR process is the right way to go. Motion by Sansing, second by Eason to use the construction manager at risk method for the construction of Fire Station 5. Mayor asked and Jones said each contractor will need to bid out any subcontract work. Berryman said the state has saved a lot of money using design build method. She said building a fire station does not require a big architectural plan. She added the city could use a "cookie cutter" type plan on these type of project. She noted there is a great deal of cost savings using design build. She said the City may be underestimating what it takes to do these type of projects. Sansing said the CMAR option will create a lot of financial padding in the process. Berryman said she would like to have had an independent person who has no skin in the game give Council an opinion on this subject. She said there is something to be gained for BRW by them recommending the CMAR method. She noted she feels they are receiving a slanted opinion. Sansing said several years ago there was a presentation made at the GMC from a guy in Houston. He said this is by far the way to go for this type of project. Ross asked and Jones said the City would look for a project similar to or a little larger than the one going on in Jarrell. Ross said it may be good to know what method Jarrell is using for their fire station. Chief Fite said this will be a larger project than Jarrell and noted each City will have its own flair on a fire station. He said this station will be special because of its proximity to the lake. He said it is totally different than station one or station two. Fite said they visited about ten fire stations around the area and most were built by BRW and that is why the City picked them. Ross said and Fite noted, for what Georgetown wants, there are no comparable design firms in the area. Ross said his point is whether or not the City has taken a look at some similar projects so they know what their options are. Ross asked and Rundell described why the presentation was not ready for the General Government and Finance subcommittee earlier in the month. She added staff did not want to have any further delay in this process. Vote on the motion: 3-3 (Gonzalez, Sansing, Ross opposed) Tied. Mayor broke the tie and voted in favor of the motion. Motion approved. Z Consideration and possible action regarding the authorization to enter into a contract with BRW Architects to provide design services for Fire Station 5 if the Council selects the Construction Manager at Risk, Competitive Sealed Proposal, or Design -Bid -Build method of construction for Fire Station 5, in the amount of $340,870 -- Terry Jones, Support Services Construction Manager and Micki Rundell, Chief Financial Officer Sansing said the committee unanimously selected BRW because it was painfully obvious that they built a lot more public safety facilities than the other applicants. Motion by Eason, second by Sansing to approve the contract. Approved 6-0 (Sattler absent) AA Consideration and possible action to execute an agreement for pole inspection services for a total of $110,000.00 with Osmose Utility Services, Inc., of Tyrone, Georgia -- Paul Elkins, Energy Services Manager and Glenn Dishong, Utilities Director Elkins described the item and said this was brought to Council in August. He said Osmose inspects the poles visually on and around the pole. He said, after inspection, they determine if the pole is treatable or they prioritize the pole for replacement. Motion by Ross, second by Gonzalez to approve the agreement. Eason said she looked at the timeline and noted there was $55,000 already approved. She asked why the City Council is seeing this again. She said it looks as though this contract has been held up since the last time it came to Council. Elkins said, when this first came to Council, it did not have a proper contract for a notice to proceed. Eason said she is wondering why the contract even needs to come to Council when we have a City Attorney who is supposed to vet these type of contracts for form in order to avoid these types of delays. Elkins said he was asked that this be brought to Council because they are behind schedule. She asked that the City Attorney try not to hold up work by having contracts that have no changes coming to Council for approval. She noted we are now every behind on the inspection of these poles. City Council Meeting Minutes/ Page 8 of 11 Pages recycling of asphalt to Asphalt Zipper, Inc of Pleasant Grove, Utah, through the HGAC Cooperative Purchasing program in the total amount of $115,493.00 -- Ed Polasek, Transportation Services Director Sansing described the item and how the zipper and transport trailer is used for the reuse and recycling of asphalt. He said GTAB reviewed this item and approved it unanimously at their meeting last Friday. Motion by Meigs, second Berryman to approve the purchase. Approved 6-0 (Sattler absent) CC Forwarded from the Georgetown Utility System (GUS) Board: Discussion and possible action to approve a contract with Elster Integrated Solutions for the acquisition and deployment of an Advanced Metering Infrastructure (AMI) system for an amount not to exceed $8,600,000 -- Leticia Zavala, Project Manager, Project Manager and Glenn W. Dishong, Utility Director Zavala described the item and said this is the culmination of the negotiation with Elster for the installation of a new AMI system. She described what the $8,600,000 will go toward. She said this project will span two to three years. Motion by Ross, second by Berryman to approve the contract. Ross asked and Zavala said it will be funded over three years through electric department revenues and bond funding for anything above and beyond that. Approved 6-0 (Sattler absent) DD Forwarded from the Georgetown Utility System (GUS) Board: Consideration and possible recommendation to award the contract for improving weatherization of eleven (11) homes recently audited for energy efficiency through the Energy Efficiency & Community Block Grant, to Affordable Insulation, of Georgetown, TX, in an amount not to exceed $27,857.00 -- Kenneth Arnold, Energy Conservation & Environmental Services Director This item has been pulled by staff. EE First Reading Ordinance amending the 2009/10 Annual Operating Plan Element (budget) due to conditions that resulted in year end budget variances; appropriating the various amounts thereof; and repealing all ordinances or parts of ordinances in conflict therewith -- Lorie Lankford, Accounting Manager and Laurie Brewer, Assistant Finance Director Lankford said this is a budget amendment to amend the operating plan due to conditions the resulted in year end budget variances. She said, in essence, it is for the general fund and special revenue funds. She said, whenever the City finalizes number for 2009-2010, there were more expenses that were counteracted by revenues for programs. She said they also have to do a cleanup budget amendment for the fire engine purchase. She read only the caption of the Ordinance on first reading after having satisfied the requirements of the City Charter. Motion by Berryman, second by Gonzalez to approve the Ordinance on first reading. Approved 6-0 (Sattler absent) FF First Reading Ordinance amending the 2010/11 Annual Operating Plan Element (budget) due to conditions that resulted in excess fund balance at the end of fiscal year 2009/10 due to the timing of capital projects; appropriating the various amounts thereof; and repealing all ordinances or parts of ordinances in conflict therewith -- Lorie Lankford, Accounting Manager and Laurie Brewer, Assistant Finance Director Lankford said this is to amend the current budget. She said these are for capital improvement projects that are rolling forward from the previous budget. She noted the timing of the projects did not happen for the last budget. Lankford read only the caption of the Ordinance on first reading after having satisfied the requirements of the City Charter. Motion by Meigs, second by Sansing to approve the Ordinance on first reading. Approved 6-0 (Sattler absent) GG First Reading of an Ordinance for the annexation into the city limits of twenty tracts of land totaling 5,495.81 acres, more or less, out of the Thompson, Powell and Evans Surveys, designated as 2010 Area SWI, located west of 1-35 and south of Leander Road in the southwest quadrant of the City's ETJ -- Jordan J. Maddox, AICP, Interim Principal Planner and Elizabeth A. Cook, Community Development Director City Council Meeting Minutes/ Page 9 of 11 Pages Maddox described the item and added a public hearing was held two weeks ago on this annexation. He said the next item is for SW2 which is also related to this annexation process. He said the second reading can be postponed to March 8, 2011 to allow for further discussion. He read only the caption of the Ordinance on first reading after having satisfied the requirements of the City Charter. Motion by Meigs, second by Eason to approve the Ordinance on first reading. Approved 6-0 (Sattler absent) Gonzalez asked and Brandenburg described further negotiations occurring regarding this annexation and the corresponding industrial services contract. HH First Reading of an Ordinance for the annexation into the city limits of two tracts of land totaling 450.71 acres, more or less, out of the Thompson and Donagan Surreys, designated as 2010 Area SW2, located north of Leander Road approximately three miles west of 1-35 -- Jordan J. Maddox, AICP, Interim Principal Planner and Elizabeth A. Cook, Community Development Director Maddox said this is a companion item to the one before it. He read only the caption of the Ordinance on first reading Southwestern after having satisfied the requirements of the City Charter. Motion by Meigs, second by Sansing to approve the Ordinance on first reading. Approved 6-0 (Sattler absent) Il First Reading of an Ordinance for the annexation into the City of 60.24 acres out of the Isaac Jones Survey, located at 4887 Williams Drive near the intersection of Sedro Trail -- Jordan J. Maddox, AICP, Interim Principal Planner and Elizabeth A. Cook, Community Development Director Maddox said this item is for a voluntary annexation and he described the location. He said this is preceding a potential development application that staff is anticipating in the next couple of months. He read only the caption of the Ordinance on first reading after having satisfied the requirements of the City Charter. Motion by Ross, second by Berryman to approve the Ordinance on first reading. Approved 6-0 (Sattler absent) JJ Second Reading on a Rezoning for approximately 704.25 acres in the Addison and Flores Surveys, from AG, Agriculture and PUD, Planned Unit Development with a base district of RS, Residential Single -Family to PUD, Planned Unit Development with a base zoning district of RS, Residential Single -Family, also known as the Southwestern University campus, located northeast of Maple Street and University Avenue -- Jennifer C. Bills, AICP, LEED AP, Housing Coordinator and Elizabeth A. Cook, Community Development Director Maddox said this is a second reading for the Southwestern Planned Unit Development. He said two public hearings and the first reading were held. He read only the caption of the Ordinance on second reading. Motion by Ross, second by Berryman to approve Ordinance 201046. Approved 6-0 (Sattler absent) KK Second Reading of an Ordinance to establish the health insurance rates for Retirees -- Kevin Russell, Director of Human Resources and Civil Service Bressler described the item and read only the caption of the Ordinance on second reading after having satisfied the requirements of the City Charter. 111!1111 111!j LL Second Reading of an Ordinance to make changes to the City's Personnel Policy #350 on Longevity -- Kevin Russell, Director of Human Resources and Civil Service Bressler described the item and read only the caption of the Ordinance on second reading after having satisfied the requirements of the City Charter. City Council Meeting Minutes/ Page 10 of 11 Pages The meeting was adjourned at 08:35 PM. City Council Meeting Minutes/ Page 11 of 11 Pages essica Brettle