| The City of |
| Hilshire
Village |
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REGULAR COUNCIL MEETING OCTOBER 16, 2007 1. CALL TO ORDER: Mayor Robin S .Border called the regular meeting of the City of Hilshire Village to order at 7:00 P M at 8301 Westview, Houston, Texas 77055. The first public hearing for the increase in tax rate was held at 6:30 previously. Invocation was given by Zandra Anderson. 1.2. Present were Council members Brian Henault, Zandra Anderson, John Denninger, Shannon Whiting and Mayor Pro-tem Connie Castro. Also present were Mario Dell”Osso of Olson and Olson, Attorneys for the City and Harry Walker of Claunch & Miller, Inc. (CMI) Engineers for the City. 1.3. Approval of Minutes of Regular Meeting of September 18, 2007. It was moved by Castro, seconded by Anderson that these minutes be approved as presented, and motion carried unanimously. Approval of Minutes of October 2, 2007: Castro wished to add in paragraph 2.2. regarding “temporary sales” that estate sale at 1011 Ridgeley “would have 40 to 50 buyers and last three to four days”. It was moved by Henault, seconded by Whiting that minutes be approved with addition, and motion carried unanimously. 2. CITIZENS COMMENTS/PUBLIC FORUM: Mayor Border introduced Scott Doyle of Centerpoint Energy. Mr. Doyle was accompanied by Ron Britt, Brad Tutujian and Wes Boettcher from Centerpoint Spring Branch area. Doyle distributed brochures of tree trimming practices. He said tree trimming in HilshireVillage was last done in 2001, and frequent power outages from falling branches, dead trees, etc. indicated it was time to trim again. The contractor is to do “directional pruning”, i.e. seven feet outside of conductors, and 15 feet below. Pruning was stopped because of the complaints from citizens. ABC Company is the contractor doing the pruning. Frank Anderson (1003 Ridgeley) said he had a cottonwood leaning over his house and another tree that might fall on Wirt Road. He was disappointed in the City not letting residents know of the trimming. Mayor Border said City was not informed by Centerpoint, and only learned of it when citizens called. Zandra Anderson said she would like to see less aggression. In the future, the Mayor said he would like ample notification so he could inform residents, and requested more supervision of the company doing the cutting. Richard Fink (1134 Glourie) said he is installing a drainage system with a sump pump and a back-up generator, as well as a “gravity ditch”. In addition he had asked CMI (Engineers for the City) for the depth of the swale that will be placed on the property. Grady Farris (1138 Glourie) presented a laminate of drainage plan that had been approved by CMI. He had been concerned that his house might flood again but felt that back-up generator for the sump pump and a ditch might solve problem. 3. REPORTS TO COUNCIL 3.1. Police: Detective Gary Finkelman distributed his written report to Council and citizens. Total calls for service numbered 59, including 11 alarm calls. There were six traffic tickets issued, and one warrant. There was one burglary of a motor vehicle at School of the Woods. The car was left with a child inside, then the car window was broken and a purse taken. The mother was not aware until that anything was amiss even though child kept saying “broke- broke-broke.” 3.2. Fire Commissioner: Tom Archer, Fire Commissioner, gave his oral report. Fire Commission had met the previous Monday night. The main topic of discussion was software development upgrade. They had been reviewing other programs as they had a complicated payroll. The decision was to keep the same software, but upgrade. Vehicle maintenance totaled $3,000 this past month. The Mayor asked Archer if Chief Calagna had set a retirement date, and apparently he has not at this time. 3.3. Treasurer: Trish Fowler, Treasurer, had added the anticipation note income to the Utility Fund balance sheet. The Utility Fund proper has assets of $154,518.25 as of September 30. By adding the other income, revised assets total $1,130,647.62. The General Fund actual revenues to date were $756,744.76 with expenses of $886,068.07. 3.4. Engineers: Harry Walker of CMI discussed his previously distributed report. The 1209 Pine Chase Drive Drainage improvement project had been completed, inspected, and he recommends payment to contractor. (See Item 4.3.)CMI re-packaged Ridgeley Drive Reconstruction project into three projects: (1) Sanitary sewer rehabilitation (2) Lift station, force main and water lines and (3) pavement and drainage. (See Item 4.1 and 4.2 of agenda). 3.5. Building Official: Ted Lazarides distributed his written report . A list of permits and inspections for month of September were attached. He said he continued to receive certified letters from Grady Farris regarding drainage problems, and “had a one-hour cell phone conversation with Farris on September 12th. Re: Pre-construction drainage. Per conversation with Mayor Border and Harry Walker (CMI) instead of a new ordinance Lazarides “ will add this requirement to the checklist for permitting”. Castro asked about resolution of letter from Gary Kirby regarding the ditch drainage. The culvert may be too small. The engineer and Mr. Lazarides will investigate and report back. 3.6. Mayor and Council: Mayor Border said Harris County Flood Control had received funding request and will contact him in next few months. Ordinarily, the “Villages” must supply matching funds for projects, and this might apply to request. Frank Wilson of MTA just signed off on check for Ridgeley Drive ($2,336,000) and will send it to County by the end of the week. Metro has requested that signage be included on project sign showing Metro funds used. Whiting reported that seven homeowners on Bridle Spur have signed their dedications. The survey originally was $1400 because the company took the old survey of 1951 and was just going to use it, but a new one had to be done for about $4500 to show utility easements. The easement would be 30 foot right-of-way plus a ten foot utility easement on each side of road. The $4500 amount appeared reasonable. Anderson had contacted Royal Trash Company and requested written confirmation of $14.96 per customer and is awaiting this agreement. Henault: A letter to Mrs. Constance Hoffacker denying approval of an “estate sale” had been sent, informing her that it could not be approved, as all “temporary sales” are prohibited within the City limits. He wished her the best of luck and hoped she found another solution to her dilemma. 3.7. HVCEFFC: Bank balance is $54,828.94 as of September 30, 2007. 3.8. City Secretary: A written report was distributed previously, listing citizens concerns. August and September billings were mailed using the new water rates. From 0 to 10000 gallons, the minimum bill would be $109.37, using the water rate of $3.507per 1000 gals. After 10,000 gallons, water rate would be $3.51 per 1000 gals. Invoices are being sent to homeowner who have requested additional water meters (for sprinkler systems). Bid openings were held. (See Item 4.1 and 4.2 below) Notices about budget and tax rate hearing are posted on the website and advertised in paper. There were two new move-ins. One on Hilshire Green and one on Bridle Spur. 4. CONSIDERATION AND POSSIBLE ACTION ON: 4.1. Awarding the bid for Ridgeley Drive Sanitary Sewer Improvements (CMI); Six bids were received on October 11, 2007. The following is a list of contractors & base bids: PM Construction $199,990.00 Troy Construction, L.L.C. $200,530.00 Reliance Construction $212,676.76 Underground Technol ogies $229,970.00 Horseshoe Construction $345,955.00 Metro City Construction $376,620.39 The CMI estimate for this project was $225,000. It is the recommendation of CMI that the City award PM Construction for the total bid of $199,990.00. A qualification statement has been provided as well as a financial statement of this company and references. CMI is familiar with this bidder and has had good results working with them in the past. It was moved by Henault, seconded by Whiting that this company (PM Construction) be awarded the sanitary sewer improvements project. Vote was taken and Castro, Henault, Denninger and Whiting voted for, and Anderson voted against award. Motion carried, 4-1. 4.2. Awarding bid for Ridgeley Drive Utility Improvements (Lift station replacement) (CMI): Two bids were received on October 11, 2007, as follows Metro City Construction $614,339.01 D. L. Elliott Enterprises $936,610.00 Various references were contacted by telephone and were asked to respond to a series of questions. Generally, they were impressed with Metro City and would use them again. A qualification statement and a financial statement have been provided . Metro City Construction appears to be a reasonable firm capable of performing the specified work in a satisfactory manner, and CMI recommends that the project be awarded to Metro City Construction. CMI’s estimate was $606,000. Anderson asked if there were an engineering fee charged for these re-bids, and Harry Walker said “no”. Work will commence 30 days after award of contract and will ask for detailed construction schedule. It was moved by Henault, seconded by Whiting that Metro City Construction be awarded this project, Castro, Henault, Denninger and Whiting voted “yes”. Anderson voted against. Motion carried 4-1. 4.3. Approving payment to Vaca Underground Company (formerly J & V Utilities) for 1209 Pine Chase Drive outfall Improvements. (CMI): Harry Walker of CMI furnished the City with agreement for final payment and contractor’s sworn release form from Vaca Underground Company, as well as contractor’s letter of completion. The first and final payment is for $10,400.00. This represents 100% of the contract amount, and CMI recommends payment be made. It was moved by Henault, seconded by Castro that payment be made, motion carried unanimously. 4.4. Authorizing professional services in connection with drainage in the 1100 block of Glourie (re: new construction at 1134Glourie and letters directed to Building Official: Grady Farris (1138 Glourie) and Richard Fink (1134 Glourie) had made presentations to Council previously. Border asked Dell’Osso to answer concerns of Fink and Farris. Dell’Osso asked “what is the City’s direction?” There were three changes in the drainage plan. The first plan submitted was for residence only. The next one was for swimming pool. The third one was for drainage and sprinkler systems. The third plan has been approved by CMI and Lazarides, showing “gravity” flow, and sump pump with a back-up generator. There have been letters to the building official asking engineering questions. The natural flow has been changed over the years, and would take a survey to determine the natural flow at present. There was discussion about swales. What is guarantee it won’t flood? City should not approve plans that would cause flooding. Dell’Osso said “What help can we give Ted? Answer or ignore questions? Would have to have money and need permission to study natural flow”. Walker said the City had an obligation to supply proper drainage. It would probably cost about $5000 for a survey and would probably not be undertaken. After more discussion, it was moved by Anderson, seconded by Henault that this item be tabled, and motion carried unanimously. This item tabled at this time. MAYOR ASKED FOR RECESS AT 9:20 P M MEETING RESUMED AT 9:30 P M 4.5. Authorizing telecom expenses and charges submitted by Mayor (Budgeted amount $1500) (See Mayor’s letter September 30, 2007): Mayor Border said he had made several mistakes in showing his AT&T telecom services. It had been on a family plan and he calculated his personal plan was about 10% of cost. He analyzed in detail 14 months of bills ( on file at City office) and refunded the City $297.87 for telecom reimbursements, and another refund for $20.00 whereby he added a tip to a bill that already had a gratuity charge for Mayor’s Luncheon. The total amount ($317.87) was deposited into General Fund on September 28, 2007. After more discussion, it was moved by Anderson, seconded by Whiting that this item be tabled, and motion carried unanimously. 4.6. Accepting Performance Evaluation for Hilshire Village Employees (Henault): Olson and Olson had sent a sample employee evaluation form that could be used as reference in the future. Henault and Whiting felt the evaluations were valuable for making decisions as to quality of work, etc. Anderson believed it was a “waste of time and paper. There only two part-time employees, and they were doing an excellent job”. It was moved by Castro, seconded by Henault that this form be used in evaluating employees. A vote was taken. Castro, Henault and Whiting voted for evaluation of employees and Denninger and Anderson voted against. Motion carried 3-2. 4.7. Confirming approval of Spring Valley Police Contract: At the September 18th regular meeting, the contract was approved, subject to review of the original contract that was being amended. A copy of original contract was not available for review at that time so it was approved, subject to changes. The Council was furnished a copy of original contract and the executed amendment from Spring Valley Village at this time. It was moved by Henault, seconded by Castro that new three-year contract be approved. Castro, Anderson, Denninger and Whiting voted to approve the contract, and Henault opposed. Motion carried 4-1. The 2007-08 payment will be $282,561.00. The 2008-2009 payment will be $295,558.81, and $309,154.51 for the 2009-2010 payment. The monthly payment for 2007-08 will be $23,546.75; 2008-09 payment will be $24,629.90 and the 2009-2010 payment will be $25,762.88. 4.8. (a) Approving procedure for review of expenses and expense report submitted to the City for reimbursement (Denninger) (b) Establishing guidelines setting out the exact nature of expenses which can be reimbursed with City funds (Denninger): After some discussion, it was moved by Anderson, seconded by Denninger that Petty Cash and other reimbursements be reviewed by Mayor and Councilperson before placing on the Consent Agenda., and motion carried unanimously. Denninger submitted a resolution stating that prior to any reimbursement being approved the Mayor and any member of the City Council had to approve, except that no Mayor and no Council member shall review or approve his own request. Council believed that the “rubber stamp” that was being used at present that had signatures for 2 members of Council to give approval was sufficient. It was determined that the Consent Agenda is the vehicle for the procedure of approving reimbursements. It was moved by Henault, seconded by Castro that the practice of approval of reimbursements shall have all back-up documents attached and submitted in detail on the Consent Agenda for reimbursables and Petty Cash replacement, and motion carried unanimously. 4.9 Adopting an expanded Code of Ethics (like that of Spring Valley) which more clearly sets out the ethical responsibilities (Anderson): It was moved by Anderson, seconded by Denninger that this Code be adopted to replace existing Code of Ethics. A vote was taken, and Anderson and Denninger approved, and Shannon, Brian and Castro opposed. Motion failed 3-1. 5. DISCUSSION: None 6. CONSENT AGENDA: It was moved by Henault, seconded by Castro that Consent Agenda be approved. Castro, Henault, Denninger and Whiting approved, with Anderson opposed. Motion carried 4-1. 7. MAYOR AND COUNCIL COMMENTS: None 8. ADDITIONAL CITIZENS COMMENTS: Grady Farris (1138 Glourie) reminded Council that his home had been flooded and he had written Ted Lazarides and did not receive a timely response to his questions. He had never had problems until this new construction started since all NEW construction must drain toward the front. 9. ANNOUNCEMENTS: None 10. ADJOURNMENT: It was moved by Whiting, seconded by Henault that meeting be adjourned. Meeting adjourned at 11:00 P M. ATTEST: _______________________ __________________________ Robin S. Border, Mayor Claudia Bammel, City Secretary |