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1992-03-30 CITY COUNCIL SPECIAL MEETING MINUTES26 MINUTES OF A SPECIAL MEETING OF THE CITY COUNCIL OF THE CITY OF PEAR - LAND, TEXAS, HELD ON MARCH 30, 1992 AT 7:00 P. M. IN THE COUNCIL CHAMBERS, CITY HALL, 3519 LIBERTY DRIVE, PEARLAND, TEXAS The meeting was called to order with the following present: Mayor Mayor Pro Tem/Councilmember Councilmember Councilmember Councilmember Councilmember Interim City Manager City Attorney City Secretary C. V. Coppinger D. A. Miller Benny Frank Randy Weber Joy Colson William Wolff Glen Erwin Lester Rorick Pat Jones Mayor Coppinger asked the concurrence of Council to allow Mrs. Frances Jamison to address the elected body and this was granted. CITIZENS 1. Frances Jamison, 2417 E. Broadway. right-of-way. NEW BUSINESS AWARD OF BID NO. B92-4, SWIMMING POOL BID Council considered the following bid: Mrs. Jamison spoke about VENDOR TOTAL BID BID BOND ALTERNATE BID LESS WADING POOL SURBER POOL $78,805.00 YES $62,590.00 (-$16,215.00) City Manager Glen Erwin informed that this is the third time this item has been bid. The one bid received is more than the $58,000.00 budg- eted and, perhaps, we have underjudged the total cost of this project, Mr. Erwin stated. Because of the time frame involved and the ap- proaching date of the yearly pool opening, City Manager Erwin recom- mended award of this bid. There followed a discussion regarding bonding requirements and the method to be followed to complete this work. The specifications require the contractor to furnish water to fill the pool and to pay for the electricity needed to complete the job. Council discussed whether it is feasible for the contractor to furnish these two items. After much discussion, it was the consensus of Council that action on this item be delayed until these technicalities could be worked out by the City Manager, and, possibly, action can be taken at the special meeting of April 6th. 27 AWARD OF BID NO. B92-5, RIDING MOWER FOR PARKS DEPARTMENT Council considered the following bids: VENDOR MAKE PRICE DELIVERY DATE GOLDWAITE'S OF TEXAS TORO GROUND MASTER 325-D $ 8,644.00 20 DAYS LANSDOWNE-MOODY KUBOTA F2100 -E $10,105.00 10-90 DAYS LANSDOWNE-MOODY FORD CM -222 $10,500.00 IN STOCK ALVIN EQUIPMENT COMPANY KUBOTA F2100 -E $10,214.00 2 DAYS BROOKSIDE EQUIPMENT COMPANY JOHN DEERE F-935 $ 9,685.00 10-30 DAYS BILL'S LAWN & EQUIPMENT EX -MARK TR-20KO $ 5,151.00 2 DAYS GULF COAST GRAVELY PRO -MASTER 30-H $13,086.00 25 DAYS City Manager Erwin stated that five of the bidders have met specs and Staff is recommending the bid be awarded to Brookside Equipment Compa- ny. It was moved by Councilmember Wolff, seconded by Councilmember Colson, that Bid No. B92-5 be awarded to Brookside Equipment Company in the amount of $9,685.00 for a John Deere F-935 riding mower. Motion passed 5 to 0. FINAL DECISION OF CITY COUNCIL ON THE PROPOSAL OF PEARLAND INDEPENDENT SCHOOL DISTRICT FOR THE APPORTIONMENT OF COST INCIDENT OF THE VARIOUS SCHOOL PROJECTS WITH THE DISTRICT Mayor Coppinger called upon City Attorney Lester Rorick to advise the Council whether they could legally opt out of approving the plans and specifications for new construction as well as the remodeling of the old high school site as the School District has requested us to do. There followed a lengthy discussion in which Mr. Rorick stated that there is a way out of the liability incurred, i.e., if the School District has its registered engineer and architect give a sworn affi- davit or their respective seals to the plans and specifications and inspection work. Mr. Rorick advised the Council it would have to decide how it wishes to proceed. Mayor Coppinger asked City Attorney Rorick to advise the Council of the procedure it should follow and Mr. Rorick stated it would have to be determined whether the District's engineer and architect are will- ing to assume this responsibility. The Council discussed that, while quality work is the ultimate goal, with the District hiring a professional engineer and architect, it is not necessary to duplicate this service. It was suggested that the fees and the inspection be waived pending the receipt of a final affidavit from the District's engineer and architect. A certificate of occupancy was discussed and Council considered au- 28 thorizing an in-house plan approval for the new construction and remodeling with the remodeling, especially, scrutinized to bring it up to Code. It was moved by Councilmember Frank, seconded by Councilmember Wolff, that the City do approve the plans for all construction, both new and remodeling, recovering our costs to us and that the City do no inspec- tion of the sites, both new buildings and facilities that have been remodeled, with the intent that the contractor, engineer, and archi- tect are bound to follow the approved plans. It was suggested that the motion be amended to state that if the City does relinquish the right to inspection, that the necessary certifica- tion documents would be required from the District's professionals hired to do the work with reference made to Section 105.6 of the Southern Standard Building code which requires them to sign -off both before and after, the first sign -off being that the building is de- signed properly and the second sign -off being that it has been con- structed properly. The maker and seconder agreed to so amend the motion. It was suggested that the motion be further amended to state that the City shall not be required (emphasis on "required") to inspect the job site so that an inspection could be done if thought necessary. The maker and seconder agreed to this amendment also. It was clarified that, while the Southern Standard Building Congress had done the plan approval on the new high school site, this had proved costly and this procedure would not be used but would be done in-house. Motion, as amended twice, passed 5 to 0. Councilmember Miller expressed the wish that consulting firms, engi- neering firms, architects, and contractors hired on a professional basis be used by the City in a fair and equitable manner for these! projects. DISCUSSION OF COMMUNICATIONS DEPARTMENT Councilmember Weber stated he had asked for this item to be placed on the agenda. Under the reorganization, the Communications Department was moved to the Police Department and it was felt by some that this was not a good move. It was moved by Councilmember Weber that the Communications Department be moved under the City Manager. A lengthy discussion followed regarding the history of the Communica- tions Department. It was noted that the consultant who recently did a job description survey for City employees did not find fault with this structure. It was suggested that the City Manager look into this department and its purported problems and report back to Council with some recommen- dations. City Manager Erwin was given a time frame of thirty days. Councilmember Weber withdrew his motion. It was moved by Councilmember Colson, seconded by Councilmember Frank, that the City Manager be directed to investigate matters in the Commu-i, nications Department and report to Council within thirty days with some recommendations. "- Motion passed 5 to 0. REQUEST OF JACK NIDAY FOR A COMMITMENT FROM THE CITY OF PEARLAND TO PROVIDE WATER AND SEWER SERVICE TO GREEN TEE TERRACE, SECTION VII Councilmember Colson excused herself from the Chambers at this time. rnow �1 The availability of these services was discussed as well as the histo- ry of this area. City Manager Erwin informed that Mr. Niday is want- ing a letter from the City committing to providing these services. The cost to provide these services as well as the proposed development and its effect on area traffic were discussed. Projected growth and projected need of city services were also discussed. Ways to pay for this growth were considered. It was moved by Councilmember Wolff, seconded by Councilmember Frank, that Council agree to provide water and sewer service to Green Tee Terrace, Section VII. Assurance was given to the citizens in the Green Tee area that, while it cannot be done overnight, development will be done to everyone's benefit. Motion passed 4 to 0, with Councilmember Colson absent from the Cham- bers. Councilmember Colson returned to the Chambers at this time. Before adjournment, Councilmember Frank requested the recently post- poned executive session regarding the filling of the city engineer's position be rescheduled for the April 6th special meeting. Mayor Coppinger reported on the progress of the interviews for the position of city manager. ADJOURN The meeting adjourned at 8:18 P. M. Minutes approved as submitted and/or corrected this f, day of A. D., 1992. --7 ATTEST: City SecretwAy Mayor or