| The City of |
| Hilshire
Village |
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COUNCIL MEETING May 20, 2008
1. CALL TO ORDER: Mayor Robin S. Border called the regular meeting of the City of Hilshire Village to order at 7:00 PM at 8301 Westview, Houston, Texas 77055. Invocation was given by Council Member Anderson.
1.2. Present were Council Members Zandra Anderson, Shannon Whiting and Mayor Pro-tem Connie Castro. Council Members Brian Henault and John Denninger were absent. Also present were Harry Walker, P.E., of Claunch & Millers, Inc., (CMI) Engineer for the City and David Olson of Olson and Olson, Attorney for the City.
1.3. Canvass of Election: It was moved by Council Member Castro and seconded by Council Member Anderson to accept the election results of Robin Border as Mayor, Connie Castro for Council Member Position One (1) and Cheryl Wolfe as Council Member Position Two (2). Mayor Border read the votes as the following:
Position Name Number of Votes Mayor Robin Border 146 Council Member Position 1 Connie Castro 145 Council Member Position 2 Cheryl Wolfe 118 Brian Henault 84 Bill Bristow 6
A vote was taken to approve the Canvass of Election. The vote was passed unanimously. City Secretary, Susan Blevins, swore in Mayor Robin Border. Mayor Border swore in Council Members Connie Castro and Cheryl Wolfe.
1.4. Approval of minutes of Regular Meeting of April 15, 2008: It was moved by Council Member Anderson, seconded by Council Member Whiting that the minutes be approved with the change to page 3, last paragraph, “Incumbencies” should be “encumbrances” as noted by Council Member Whiting. A vote was taken to approve the minutes with the above change. The vote passed unanimously.
2. CITIZENS COMMENTS: Bob Sommer, 1114 Guinea Drive, said that he strongly urged Council to authorize the Mayor to hire someone as clerk on a part time basis.
3. REPORTS TO COUNCIL:
3.1. Police: Detective Loyd Evans discussed his written report to Council and citizens. Total calls for service numbered 69 in which there was one minor accident where an unknown vehicle struck a parked vehicle on Friar Creek and left the scene without leaving the required information. There was an arrest for public intoxication in the 1300 block of Ridgeley. As a response to citizens complaints, patrol and traffic enforcement will be increased on Glourie.
Out of Order: Mayor Border presented Detective Loyd Evans a proclamation honoring him for being instrumental in solving a multiple burglary case in the City in a most expeditious and thorough manner.
3.2. Fire Commissioner: Alternate Fire Commissioner David Labbe’ reported at the April 21, 2008, meeting that there were two (2) calls in the month of March. The intra budgetary transfers were discussed and approved. They discussed increasing the contingency line item budget to include additional funds for upgrading the VFD building. Maintenance on the trucks was extensive totaling, over $7,400.00. The reimbursement to the Cities for ambulance collection has been mailed. Hilshire Village collected $1,589.19 (3% of the total). Alternate Fire Commissioner David Labbe’ reported on May 19, 2008, that there were two ambulance calls, one fire call, one automatic alarm call and two service calls. The financial report shows that the expenditures were 1.9% of the budget, year to date. The Mayor’s workshop was held and the main issue was concerning the Texas Municipal Retirement System. The Mayors seemed to like the idea of some type of capital contingency. They produced their third draft of the budget for 2009 and it will be delivered to the City next week. The entire budget total is $5,123,100 with the largest amount being personnel expenses. The capital contingency line item was added for $40,000.00.
Chief Calagna commented that the fire hydrant at #8 Hilshire Oaks needs to be moved. He was not sure how the fire hydrant ended up in the middle of the resident’s yard. Mayor Border stated that the hydrant was right on top of the main. If the Fire Department did not use the fire hydrant they would then have to shut down Wirt to lay a line across. Mayor Border asked the Fire Chief to discuss the tree trimming on Ridgeley. The Fire Chief said that the City adopted the fire code which states 13 feet six inches of height clearance. The Fire Chief and the City Engineer took a fire truck down Ridgeley in order to determine if the clearance was sufficient and they determined that the radius of the height was not sufficient.
3.3. Treasurer: There was no Report from Treasurer. The mayor stated that he still wants to work on how the financials look and that separating the restricted funds would be beneficial.
3.4. Engineers: Harry Walker of CMI gave his report on Ridgeley Drive Reconstruction Projects. Walker stated that on the Utility Improvement (Package 2) Project, Metro City has received the pump station equipment and has started the lift station bypass pumping operations. It should take Metro City approximately two weeks to put equipment in place. It should be mid June when it is in service. On the Paving and Drainage Improvements (Package 3) AAA Asphalt Paving has completed the sub-grade and base coarse work on the Ridgeley Drive south/east bound lane from Wirt Road to Burkhart Road. They have regraded the ditches and restored the residential driveways on the south and west sides of Ridgeley Drive from Wirt Road to Burkhart Road. The Mayor displayed concern on how long the Ridgeley Drive residents were unable to get into their driveways. Walker assured him that they have addressed that with AAA and that more man power has been put on the task for the future. Council Member Whiting asked why the road was being dropped at the entrance at Wirt and Ridgeley. Walker stated that when Wirt was rebuilt it was lowered so AAA was taking the hump out of the street and the reason the road was lowered was to change the road from being a dam for rain water.
Walker stated that CMI was recommending payment to AAA Asphalt for application No. 3 in the amount of $152,333.78. Walker stated that there was a drainage issue at 1240 Archley Drive and should be addressed the next time the City cleans the ditches.
Walker announced that Claunch and Miller had joined HDR Engineering and they will have more resources and are very excited about the change.
3.5: Building Official: Ted Lazarides, Building Official, had previously distributed his written report. Lazarides stated that there is one major remodeling project and he rejected the plans for changes. The resolution for the 8108 Bromley parking pad was resolved at the last Council meeting. A Certificate of Occupancy was issued on April 24th for 8116 Bromley to the Doyles. Also, a letter was prepared to be signed by all contractors prior to the issuance of a new construction permit stating that no furniture may be moved in prior to the final inspection.
3.6. Mayor and Council: Mayor Border stated that he has been in several sessions with Harris County Flood Control. He met with Mike Talbot, the director and his deputy, Fred Garcia, in regards to the City’s culverts. The estimated cost is $200,000. The mayor has a verbal commitment from them to try and fund the City approximately 50% of this cost. Mayor Border stated that he has worked hard and does expect for the funding to come through with our existing design.
Mayor Border thanked Brian Henault for his contributions to the City and to the Hilshire Village Cultural Education Facilities Finance Corporation. Brian was instrumental in raising over $50,000 for capital projects in Hilshire Village. He almost single handedly computerized the City’s office and donated much of the equipment. He designed, purchased and installed the sound system in the Council Chamber at a cost well under budget. He helped and assisted the Mayor with the budget preparation and analysis. He aided concerned citizens with their struggles with City government issues. He assisted with the anticipation note as well as worked with the Business Committee and the staff at City Hall. City Council will miss his contributions and the Mayor thanked him for all his work and interest in the City’s well being. Mayor Border welcomed Cheryl Wolfe as a new City Council Member and looks forward to her assistance.
Bridle Spur Update: The Mayor stated that there were four encumbrances on the properties. Some of them are small and have been cleared up. Two are with mortgage companies and he has advised the City Secretary not to spend any time or more money clearing up the matter. The Mayor felt it was the responsibility of the residents of Bridle Spur.
3.7. HVCEFFC (Conduit bonds): The City Secretary reported that the balance was $2,151.15
3.8. City Secretary: City Secretary Blevins submitted a list of citizens concerns to Council. There were one new move-in and one move-out. The City Secretary stated there was still an issue with water at 1240 Archley. Mayor Border stated he would talk to the resident because he felt that it might be a water leak causing the water in the ditch. The City Secretary stated there were still water issues regarding billing. The Mayor highly suggests that she get with Vernon Kahanek to help clear the issues. A letter stating that the Public Utility Commission of Texas was increasing the access line rate by 1.46% was received by the City. A check was received from TML on our equity because of our loss ratio and length of membership in the pool. The City Secretary wanted to thank Bob Sommer for all his contributions to the City but the City needs to hire a City Clerk to work while the City Secretary is not in the office and to help out with all the required work.
4. Consent Agenda: A motion was made by Council Member Anderson to approve the consent agenda with the exceptions of Border’s expenses in 4.1, donation to HV Club in 4.4 and donation to 4th of July Independence Festival in 4.5. A Vote was taken to approve the motion to accept the Consent Agenda with the exceptions and was unanimously approved.
4.1 Council Member Anderson requested that Mayor Border place his mileage on a separate column and Council Member Whiting asked how the telephone expenses were allocated between accounts. Mayor Border stated it was an estimate. Council Member Whiting made a motion that Mayor Border’s expenses be paid as presented, seconded by Council Member Castro. A vote was taken to pay Mayor Border for his expenses and was unanimously approved.
4.4 A motion was made by Council Member Whiting to authorize the City to donate $500.00 to the HV Civic Club to fund the Hilshire Village City Parade Float for the 4th of July Independence Festival if a coordinator is found. This expense had been approved in the 2007/2008 budget. It was seconded by Council Member Anderson. Council Member Anderson asked if there had been any effort to request funding from our neighbors to help with the float. Council Member Castro and Whiting explained that the Civic Club was only building the float at the request of the City. Council Member Anderson wanted to know if a sponsor’s name could be on the float. She was told that it could not be on the float. A vote was taken to approve payment to the Civic Club of $500.00 if the Civic Club builds the float. The vote was unanimously approved.
Council Member Denninger arrived at 8:15 P.M.
4.5 A motion was made by Council Member Anderson to authorize the City to donate $750.00 to the Villages Independence Festival, seconded by Council Member Castro. (This expense has been approved in our 2007/2008 budget). A vote was taken to approve payment to Village Independence Festival in the amount of $750.00 and was approved unanimously.
Out of Order:
6.2 A motion was made by Council Member Anderson to authorize a one year extension of the Monarch School’s Specific Use Permit, seconded by Council Member Whiting. Council Member Castro has concerns that they will not be moved in one year. She was assured they would be gone in one year. Mayor Border said that penalties can be placed if they do not move in one year. A vote was taken to extend the Specific Use Permit to Monarch School for one year and the motion passed unanimously.
5. DISCUSSION: 5.1 Mayor Border discussed Council Member Anderson’s email dated April 14, 2008. Mayor Border thanked Council Member Anderson for bringing up the fact that Design and Engineering was left out of the budget. Mayor Border stated that in regards to Ridgeley Drive Construction Update that the engineer’s fee for the paving and culverts were being paid by Metro. The utilities portion of the engineer’s fee will have to be paid from the Anticipation Note. Mayor Border suggests that Council Member Anderson talk to the two home owners that had their garages flooded and the five home owners that are in the flood area. . Council Member Anderson stated that her point regarding the engineer’s fee is that the City did not request the money for engineering from Metro and the fact that Metro is our tax dollars. Council Member Anderson stated that our ravines have not had any issues of flooding and the fact that the City is only in the 500 year flood zone.
5.2 Council Member Whiting discussed possibilities for funding the Ridgeley Drive Committee’s recommendations on planting and aesthetics. She stated that there should be $338,500.00 extra funds and that Council could reconsider Ridgeley Drive committee’s recommendations. Council Member Whiting stated that Harris County would be a good source to go to for plants. Mayor Border said that we need to review the committee’s suggestion. Council Member Wolfe suggested that the citizens get involved.
5.3 Council Member Anderson discussed reconsideration of how the ravine crossings are approached in Ravines A-C regarding the amount of trees destroyed. Council Member Anderson suggested that smaller equipment should be used so that fewer trees are damaged.
5.4 City Official Ted Lazarides stated that the swimming pool on the vacant lot at #12 Pine Creek is not a health issue.
5.5 Mayor Border discussed the fact that the fire hydrant at # 8 Hilshire Oaks is on the map for Village Fire Department and should be maintained and used by the Fire Department.
6. ACTION ITEMS (CONSIDERATION AND POSSIBLE ACTION ON): 6.1 A motion was made by Council Member Whiting to authorize the Mayor to accept a $100 gift certificate to the City from a thankful citizen and award the certificate to Susan Blevins our City Secretary and seconded by Council Member Anderson. A vote was taken to award the certificate to Susan Blevins, City Secretary and the Motion carried unanimously.
6.3 A motion was made by Council Member Anderson to authorize payment of invoices submitted by Steve Samuel at 1209 Pine Chase. There was no second made.
6.4 Ethics Code: Council Member Castro objected to the requirement of family members to file the disclosure. Council Member Castro stated that she comes from a large family and this is an impossible requirement. Council Member Whiting stated that she did not understand the rational to mandate this filing over what the state requires. Council Member Anderson said she would rewrite the revised code. A motion was made by Council Member Anderson to table the revised Ethics Code Ordinance and seconded by Council Member Castro.
6.5 A motion was made by Council Member Whiting to take no action on the current role of the City Engineers, Claunch and Miller, in preparing plans and administering the bid process for future projects, seconded by Council Member Castro. A vote was taken to take no action on the process of the City Engineers and the motion passed unanimously.
6.6 A motion was made by Council Member Whiting to approve the request of Glen Morris, 1257 Archley Drive, to install culverts in the ditch on Ridgeley between his existing circular drives, seconded by Council Member Castro. Council stated that it is the City’s decision to have open ditches. Claunch and Miller stated that it would not make a difference in drainage. A vote was taken to approve the installation of a private culvert in the ditch on Ridgeley between Mr. Morris’s existing drives and failed unanimously.
6.7 A motion was made by Council Member Anderson to approve a temporary permit allowing the Hilshire Village 4th of July Festival Float to be parked outside during the construction and tear-down of the float, seconded by Council Member Castro. A vote was taken to approve a permit be issued to allow the 4th of July Float to be parked outside and passed unanimously.
6.8 A motion was made by Council Member Anderson to approve the Village Fire Department’s Intra-budgetary transfers as presented, seconded by Council Member Castro. A vote was taken to approve the Fire Department Intra-budgetary transfers as presented and passed unanimously.
6.9 A motion was made by Council Member Anderson to approve a tree trimming project on Ridgeley drive to ensure adequate clearance for emergency vehicles and tree trimming on Friar Creek spending a maximum of $1600, seconded by Council Member Whiting. A vote was taken to trim the trees on Ridgeley Drive per the Village Fire Departments Ordinances and to trim the tree blocking the light on Friar Creek spending a maximum of $1600.00 and passed unanimously.
6.10 A motion was made by Council Member Castro to authorize the Mayor to hire a part-time clerk with the City’s current Budget constraints, seconded by Council Member Whiting. The Mayor stated that the City Office should be there to help others. The Mayor also stated that regardless of the size of the City the requirements from other Government entities are the same. The City office needs to have someone as a back up when the City Secretary is not here and to assist with the workload. Council Member Anderson suggested that we go back to two part time people. City Secretary Blevins stated that you would then have to go back to one part time City Secretary and one part time Assistant City Secretary and you would have to pay the Assistant City Secretary more than a clerk. A vote was taken to hire a part time clerk within the City’s current Budget constraints and it failed 3-2. Council Member Anderson, Wolfe and Denninger voted against the motion. Council Members Castro and Whiting voted for the motion.
7. MAYOR AND COUNCIL COMMENTS: Council Member Denninger stated his concerns regarding the Mayors telecom charges.
8. ADDITIONAL CITIZENS COMMENTS: None
9. ANNOUNCEMENTS: None
10. ADJOURNMENT: It was moved by Council Member Anderson, seconded by Council Member Wolfe to adjourn.
____________________ Robin S. Border, Mayor ATTEST:
__________________________ Susan Blevins, City Secretary |