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HomeMy WebLinkAboutCity Council-Minutes-02/06/2018 City of Colleyville Page 1 City of Colleyville City Council Agenda City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Tuesday, February 6, 2018 WORKSESSION 5:00 PM EXECUTIVE CONFERENCE ROOM THIRD FLOOR CALL TO ORDER WS-1 Discussion of the Fiscal Year 2019 budget calendar WS-2 Update on the Village Plaza design process WS-3 Discussion of a SH26 Southern Gateway corridor study WS-4 Update on Q1P and discussion of Q2P programs WS-5 Update on the Local Street Maintenance program - 2018 projects WS-6 Discussion of the Architectural Review Commission purpose and status WS-7 Discussion of dates for a follow-up worksession for review of Land Development Code amendments WS-8 Discussion of the February 6, 2018, City Council regular agenda items 1. EXECUTIVE SESSION - In accordance with Texas Government Code, Chapter 551, Subchapter D Section 551.071 - Legal - Consultation with attorney on legal issues raised by items on the agenda Section 551.071 - Legal - Consultation with attorney regarding contemplated and/or pending litigation, including: • Glade Road eminent domain cases for Parcels 150 and 159 Section 551.072 - Real Estate - Deliberate the purchase, exchange, lease, or value of real property - Discuss the acquisition of certain real property along and adjacent to the City’s incorporated limits and within the City’s ETJ City Council Agenda February 6, 2018 City of Colleyville Page 2 Section 551.072 - Real Estate - Deliberate the purchase, exchange, lease, or value of real property for City facilities, including: • Glade Road Project Phases 1B and 2 Section 551.074 - Personnel – Discussion of the Police Chief selection process Section 551.087 – Economic Development - Discuss or deliberate regarding commercial or financial information that the City has received from business prospects that the City seeks to have locate, stay, or expand in the City and with which the City is conducting economic development negotiations; deliberate the offer of a financial or other incentive to a business prospect REGULAR MEETING 7:30 P.M. CITY COUNCIL CHAMBERS INVOCATION: Pastor Lee Johnson, Bear Valley Church PLEDGE OF ALLEGIANCE: City Attorney Whitt Wyatt 2. EXECUTIVE SESSION READING AND PUBLIC HEARING: CONSIDER AND TAKE ANY ACTION(S) NECESSARY RELATIVE TO ITEMS DISCUSSED IN EXECUTIVE SESSION - RESOLUTION R-18-4227 3. MAYOR FOR A DAY OATH OF OFFICE Mayor for a Day Sydney Ellis will take the oath of office 4. ANNOUNCEMENTS, PROCLAMATIONS, AND PRESENTATIONS Announcements of civic and charitable events Presentation of calendar events and updates Announcements of awards and recognition Recognition of Mayor for a Day Sydney Ellis - Mayor Richard Newton Proclamation in recognition of Thank a Teacher Day at Colleyville Heritage Elementary School - Mayor for a Day Sydney Ellis and Mayor Richard Newton In recognition of the Water and Wastewater Rate Advisory Committee members City Council Agenda February 6, 2018 City of Colleyville Page 3 5. CONSENT: READING AND PUBLIC HEARING- RESOLUTION R-18-4228 5a Approval of the minutes of the regular City Council meeting of January 16, 2018 5b Approval to purchase a replacement vacuum street sweeper in the amount of $255,925.00, from Johnston North America, an approved vendor through the Houston-Galveston Area Council Cooperative Purchasing Program; approving the disposal of the unit being replaced, and authorizing the city manager to execute the purchase and disposal agreements upon receipt and acceptance of the vehicle 5c Approval of a construction contract with GRA-TEX Utilities, Inc. for the Manning Drive Wastewater Project 3 and Paving Improvements Project in an amount not to exceed $653,891.50, which includes a $30,000 contingency, and authorizing the city manager to execute the contract and any associated change orders 5d Approval of a professional services agreement with Freese and Nichols to develop three conceptual design options and a final conceptual design for the Village Plaza project in an amount not to exceed $42,947 and authorizing the city manager to execute the agreement 6. ITEMS FOR CITY COUNCIL AND PUBLIC DISCUSSION - NOT A PUBLIC HEARING 6a Update on the State Highway 26 (SH26) reconstruction project 6b Regional Transportation Council (RTC) update by Colleyville representative and discussion of City policy on regional transportation funding 7. RESOLUTION(S): READING AND PUBLIC HEARING 7a Resolution R-18-4229 Consideration of appointments to the Architectural Review Commission 7b Resolution R-18-4230 Consideration of appointments to the Colleyville Center Advisory Committee 7c Resolution R-18-4231 Consideration of appointments to the Parks and Recreation Advisory Board 7d Resolution R-18-4232 Consideration of appointments to the Zoning Board of Adjustment City Council Agenda February 6, 2018 City of Colleyville Page 4 7e Resolution R-17-4233 Consideration of an appointment to the Colleyville Community Garden Advisory Committee 7f Resolution R-18-4234 Consideration of an appointment to the Historical Preservation Committee 8. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA 9. ACTION/RESOLUTION: DISCUSSION AND CONSIDERATION OF A RESOLUTION RATIFYING COUNCIL AGENDA ACTION FOR FEBRUARY 6, 2018 - READING AND PUBLIC HEARING - RESOLUTION R-18-4235 10. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, February 2, 2018 by 5:00 p.m. Christine Loven, TRMC City Secretary A quorum of any Colleyville board, commission, or committee may be present at this meeting. Any matter on this agenda may, at the discretion of the governing body, be opened for public comment and discussion. If you plan to attend this public meeting and have a disability that requires special accommodations, please advise the City Secretary at least 48 hours in advance at 817.503.1133, and reasonable accommodations will be made to assist you. City of Colleyville Page 1 City of Colleyville City Council Minutes City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Tuesday, February 6, 2018 City Council Chambers Mayor Richard Newton called the Colleyville City Council Worksession to order on Tuesday, February 6, 2018, at 5:00 p.m. ROLL CALL: Mayor Richard Newton, Mayor Pro Tem Bobby Lindamood, and Councilmembers Tammy Nakamura, Kathy Wheat, George Dodson, Nancy Coplen Mike Taylor and Mayor for a Day Sydney Ellis. ALSO PRESENT: City Manager Jerry Ducay, Assistant City Manager Mark Wood, Assistant City Manager Adrienne Lothery, Fire Chief Brian Riley, Public Works Director Jeremy Hutt, City Engineer Cheryl Taylor, Community Development Director Ben Bryner, Marketing Coordinator Dustin Dangli, Information Services Manager Chris Pena, City Attorney Whitt Wyatt, and City Secretary Christine Loven. WS-1 Discussion of the Fiscal Year 2019 budget calendar Assistant City Manager Adrienne Lothery presented this item and briefed the City Council. Mayor Newton asked if the preliminary numbers will be reviewed in June. Manager Lothery agreed and reviewed the other dates. Mayor Newton requested an additional date for budget worksessions. City Manager Jerry Ducay stated a July meeting could be conducted to review expenses. A revised calendar with date changes will be presented to the City Council. WS-2 Update on the Village Plaza design process Mayor Newton stated he would prefer the project be referred to as City Plaza. City Manager Adrienne Lothery presented this item and provided an update on the process, stating there were 12 responders to the request. She further reviewed the criteria used to evaluate the respondents. Councilmember Nakamura asked how references and scoring were verified. Manager Lothery stated there were several verifications such as contacting previous clients, checking references, and asking questions. City Council Minutes February 6, 2018 City of Colleyville Page 2 Mayor Newton asked staff if the contract on the evening’s agenda was for design services only. Manager Lothery stated yes and for the public engagement meetings. Councilmember Taylor stated he liked the logia concept for the public engagement meeting, but noted weather is unpredictable and suggested using the second floor of the library, which looks out over the area. Councilmember Taylor asked staff if the general thought is a flat surface plaza. Manager Lothery replied they have asked for three renderings with other design elements which can be incorporated in the final design. Councilmember Nakamura requested the public engagement meeting be placed on the City’s website. Councilmember Dodson suggested filming the meeting as well and have it available on line. There was general discussion regarding opportunities to save money and what design elements could be affected, and what each phase costs going into design and construction. WS-3 Discussion of a SH26 Southern Gateway corridor study Assistant City Manager Mark Wood presented this item and briefed the City Council. Manager Wood noted the southern gateway is the older section which is ready for redevelopment. Councilmember Coplen asked if we can view the city of Hurst’s redevelopment plan for the area so we may complement the redevelopment. WS-4 Update on Q1P and discussion of Q2P programs Assistant City Manager Mark Wood presented this item and reviewed the program and the results thus far. Councilmember Taylor asked what those who have received the stipend are doing to advertise. Manager Wood stated a variety to include: banner, direct mail, social media, and print. Councilmember Wheat asked when consumers are directed to the website, will there be a button directing them directly to the information. Manager Wood agreed this would be a good idea. Manager Wood reviewed ideas for the Q2P which would involve schools. There was discussion of the timeline, spring break, and end of school term. City Council Minutes February 6, 2018 City of Colleyville Page 3 Councilmember Coplen suggested using Snap Chat to promote the school program. Manager Wood stated they are receiving questions regarding temporary signage in the construction corridor and asked City Council to be prepared to discuss and provide direction at a later date. WS-5 Update on the Local Street Maintenance program - 2018 projects Public Works Director Jeremy Hutt presented this item and briefed the City Council. Director Hutt noted the City is working with Tarrant County and he anticipates having a contract ready for City Council to review in March. Mayor Pro Tem Lindamood asked if Bluebonnet Drive could be widened by two feet by moving the mailboxes back. Councilmember Taylor concurred and Director Hutt stated he will look into the request. Councilmember Dodson stated there were several complaints last year regarding micro-resurfacing and asked staff if the size of the rock can be changed. Mayor Newton asked staff what technology or variety of technologies and vendors can perform this work because there were complaints regarding the aggregate getting loose, and no one liked that. Director Hutt stated the size of the rock can be changed. Mayor Newton asked if a technology has been chosen for the micro-resurfacing and if staff has reviewed other options and technologies. Director Hutt replied the recommendation if to move forward with micro-resurfacing unless the City Council gave a different direction. Mayor Newton stated he would like staff to provide a report regarding assessment of technologies and vendors for micro-resurfacing to City Council, as they are not convinced this is the system to use. Councilmember Taylor stated he believed the complaints regarding the micro- resurfacing were due to the street receiving the surface over the top of a crack- seal in colder weather, causing bumpiness, but once the lose aggregate was swept up and the warmer weather allowed the micro-resurfacing to settle, it became a good street. Mayor Newton directed staff to reduce L.D. Lockett and John McCain to a maintenance program due to the number of construction and reconstruction projects which are currently on-going in the City. WS-6 Discussion of the Architectural Review Commission purpose and status Mayor Newton gave an overview of the Architectural Review Commission and asked if the commission needed to remain a standing committee. City Council Minutes February 6, 2018 City of Colleyville Page 4 City Manager Ducay suggested the commission’s role may be relevant in the northern gateway. Mayor Newton agreed and noted the City Council will be making appointments to the commission later on the agenda. WS-7 Discussion of dates for a follow-up worksession for review of Land Development Code amendments City Council directed staff to conduct the worksession on March 8, 2018, beginning at 5:00 p.m. WS-8 Discussion of the February 6, 2018, City Council regular agenda items Mayor Newton distributed a worksheet which he used to review proposed appointees to the boards, commissions, and committee. Mayor Newton adjourned the worksession at 6:27 p.m. Mayor Newton called the Executive Session to order at 6:28 p.m. and called the roll. ROLL CALL: Mayor Richard Newton, Mayor Pro Tem Bobby Lindamood, and Councilmembers Tammy Nakamura, Kathy Wheat, George Dodson, Nancy Coplen and Mike Taylor 1. EXECUTIVE SESSION - In accordance with Texas Government Code, Chapter 551, Subchapter D Section 551.071 - Legal - Consultation with attorney on legal issues raised by items on the agenda Section 551.071 - Legal - Consultation with attorney regarding contemplated and/or pending litigation, including: • Glade Road eminent domain cases for Parcels 150 and 159 Section 551.072 - Real Estate - Deliberate the purchase, exchange, lease, or value of real property - Discuss the acquisition of certain real property along and adjacent to the City’s incorporated limits and within the City’s ETJ Section 551.072 - Real Estate - Deliberate the purchase, exchange, lease, or value of real property for City facilities, including: • Glade Road Project Phases 1B and 2 Section 551.074 - Personnel – Discussion of the Police Chief selection process Section 551.087 – Economic Development - Discuss or deliberate regarding commercial or financial information that the City has received from business City Council Minutes February 6, 2018 City of Colleyville Page 5 prospects that the City seeks to have locate, stay, or expand in the City and with which the City is conducting economic development negotiations; deliberate the offer of a financial or other incentive to a business prospect Mayor Newton explained the Executive Session had been called in accordance with the Texas Government Code, Chapter 551, Subchapter D, Section 551.071, Legal, Section 551.072, Real Estate, Section 551.074 - Personnel and Section 551.087, Economic Development. He further explained there would be no decisions made or action taken during this time. Executive Session was adjourned at 7:10 p.m. The regular meeting of the Colleyville City Council was called to order by Mayor Newton at 7:34 p.m. ROLL CALL: Mayor Richard Newton, Mayor for a Day Sydney Ellis, Mayor Pro Tem Bobby Lindamood, and Councilmembers Tammy Nakamura, Kathy Wheat, George Dodson, Nancy Coplen Mike Taylor and Mayor for a Day Sydney Ellis. ALSO PRESENT: City Manager Jerry Ducay, Assistant City Manager Mark Wood, Assistant City Manager Adrienne Lothery, Fire Chief Brian Riley, Public Works Director Jeremy Hutt, City Engineer Cheryl Taylor, Community Development Director Ben Bryner, Marketing Coordinator Dustin Dangli, Information Services Manager Chris Pena, City Attorney Whitt Wyatt, and City Secretary Christine Loven. INVOCATION: Pastor Lee Johnson, Bear Valley Church PLEDGE OF ALLEGIANCE: City Attorney Whitt Wyatt 2. EXECUTIVE SESSION READING AND PUBLIC HEARING: CONSIDER AND TAKE ANY ACTION(S) NECESSARY RELATIVE TO ITEMS DISCUSSED IN EXECUTIVE SESSION - RESOLUTION R-18-4227 Mayor Newton read Resolution R-18-4227 in its entirety. Mayor Newton stated this resolution was for right-of-way in the Glade Road Project. Mayor Newton opened the public hearing at 7:38 p.m. There was no one present wishing to speak and Mayor Newton closed the public hearing at 7:38 p.m. Councilmember Taylor made a motion to approve Resolution R-17-4227, Councilmember Dodson seconded the motion. The motion to approve carried with the following vote: City Council Minutes February 6, 2018 City of Colleyville Page 6 Aye: 7 – Mayor Richard Newton, Mayor Pro Tem Bobby Lindamood and Councilmembers Tammy Nakamura, Kathy Wheat, George Dodson, Nancy Coplen and Mike Taylor 3. MAYOR FOR A DAY OATH OF OFFICE Mayor for a Day Sydney Ellis will take the oath of office Sydney Ellis, Mayor for a Day, took the oath of office. 4. ANNOUNCEMENTS, PROCLAMATIONS, AND PRESENTATIONS Announcements of civic and charitable events Presentation of calendar events and updates Announcements of awards and recognition Mayor Newton extended Happy Birthday wishes to Councilmember Tammy Nakamura. Mayor Newton recognized the passing of former Councilmember Don Butler on February 1, 2018, and extended the condolences of the City. Mayor Newton congratulated City Secretary Christine Loven for graduating from the Texas Registered Municipal Clerk Certification Program. Mayor Newton thanked City staff for all to beautification work occurring in the City. City Manager Jerry Ducay highlighted the work at the Nature Center, Hall-Johnson Road median, and L.D. Lockett and noted staff’s willingness to take on these projects has saved over $75,000 in anticipated contracting fees. Mayor Pro Tem Lindamood announced the public meeting regarding road construction on February 8, at Colleyville Center. Mayor Pro Tem Lindamood announced the Colleyville Citizens Police Academy is accepting applicants through February 12 for the academy which will begin February 22. Councilmember Dodson advised of the closing of John McCain Road for railroad crossing work. Councilmember Taylor reminded everyone of the deadline to file for a place on the ballot and encouraged the public to run. City Council Minutes February 6, 2018 City of Colleyville Page 7 Recognition of Mayor for a Day Sydney Ellis - Mayor Richard Newton Mayor Newton recognized Mayor for a Day Sydney Ellis and highlighted her winning essay before presenting her with a proclamation and the Key to the City. Mayor Ellis thanked Mayor Newton and recapped her day. Mayor Ellis enjoyed all the departments, but was especially pleased to operate a back hoe and to make a road sign with her name on it. Proclamation in recognition of Thank a Teacher Day at Colleyville Heritage Elementary School - Mayor for a Day Sydney Ellis and Mayor Richard Newton Mayor Ellis presented Colleyville Heritage Elementary School Principal Jill Hemme, with a proclamation in recognition of Thank a Teacher Day at the school, February 9. In recognition of the Water and Wastewater Rate Advisory Committee members Mayor Newton, Mayor for a Day Ellis, and Councilmember Dodson presented plaques to the members of the Water and Wastewater Rate Advisory Committee in recognition of their service and contributions. 5. CONSENT: READING AND PUBLIC HEARING- RESOLUTION R-18-4228 5a Approval of the minutes of the regular City Council meeting of January 16, 2018 5b Approval to purchase a replacement vacuum street sweeper in the amount of $255,925.00, from Johnston North America, an approved vendor through the Houston-Galveston Area Council Cooperative Purchasing Program; approving the disposal of the unit being replaced, and authorizing the city manager to execute the purchase and disposal agreements upon receipt and acceptance of the vehicle 5c Approval of a construction contract with GRA-TEX Utilities, Inc. for the Manning Drive Wastewater Project 3 and Paving Improvements Project in an amount not to exceed $653,891.50, which includes a $30,000 contingency, and authorizing the city manager to execute the contract and any associated change orders 5d Approval of a professional services agreement with Freese and Nichols to develop three conceptual design options and a final conceptual design for City Council Minutes February 6, 2018 City of Colleyville Page 8 the Village Plaza project in an amount not to exceed $42,947 and authorizing the city manager to execute the agreement Mayor for a Day Ellis read Resolution R-18-4228 in its entirety. Public Works Director Jeremy Hutt presented items 5b. and 5c. and answered questions of the City Council. Mayor Pro Tem Lindamood thanked staff for stretching the life on the street sweeper into this year. During discussion of item 5c. Councilmember Taylor asked staff to explain what pipe burst is and why the lowest bidder did not quote on pipe burst and why they are the lowest bidder and recommended contractor. Director Hutt explained when the project was designed, alternative methods were reviewed. With a standard sanitary sewer replacement the most common methods are an open cut or digging a trench. Pipe bursting is the method of replacing the pipe from manhole to manhole without open cutting or trenching. The existing pipe is used as a conduit to lay the new pipe in, actually replacing the pipe from the inside out. Pipe bursting was bid as an alternate in an effort to determine if the method and pricing would be beneficial to this project. The way the pricing came out, it is not cost beneficial and Gra-Tex chose not to bid it, as it was an alternate option, not a requirement of the bid. Councilmember Dodson asked staff if the only advertising was through the local newspaper. Director Hutt stated the State requires the newspaper advertising, but staff also utilized CIVCAST, an online bidding system, which pushes the bids out to plan rooms. We had 60 plan holders, however, there were only four bidders, but there were 60 plan holders which acquired the plan through CIVCAST. Mayor Pro Tem Lindamood stated he will not give his approval for 5c., because have been talking since June about going digital with the bidding process. Mayor Pro Tem Lindamood stated we have promised the public we are going to change our ways on our bidding tactics and here we are going right back to the paper. Being in this business, I know the contractors, I know them very well, and not seeing any of the contractors that I’ve known for 46 years, not on any of the bid lists, or turning a bid in, is like nails on a chalk board for me. I don’t understand why we didn’t take the opportunity since June, I know the one place you did look, we thought they may be charging, but I know as a contractor, those sites are free for those who want to put out those bids, it costs the contractor to look at the bids, and we should have taken advantage of that. I don’t know if there are any steep penalties for this contractor if he’s not finished on time, we can look at Pleasant Run, that’s a great example, we have to have steep penalties because if we don’t, those guys are going to run over us as well. The timeline is great, but how are we going to hold those guys accountable. In my opinion, there are too City Council Minutes February 6, 2018 City of Colleyville Page 9 many unanswered questions. Honestly, in my mind, we just need to push it off a couple weeks or a month, get another bids in, use those bidding services and get a bunch of contractors to bid this project. I think by getting it out there to more contractors, we will actually see a smaller rate on this because right now in this industry, it’s really tight, people are fighting tooth and nail to get these projects, that’s my opinion. Councilmember Nakamura asked Mayor Pro Tem Lindamood if the people who are bidding online still look at the newspaper, or is it an either/or – or do they look at both. Mayor Pro Tem Lindamood stated that’s an outdated way to look at the paper, he does not look at the paper anymore for contracts, that’s why I have said this repeatedly and have made an issue over this. To make sure we are doing some bidding on line and the bid site you did use, I have never heard of, but I am glad we tried at least tried that one, but there are so many others that are so out there for contractors that are easy to bid through and I just think we’re going the wrong avenue using the paper again. Councilmember Nakamura asked staff if there is a reason other websites are not being used, adding this is the first time she has heard of this, but she too, is a bit gun-shy after what has happened on Pleasant Run. In my opinion, if that happens to us again, it’s just horrible, and I am concerned about that also. Director Hutt replied for clarity, we are required to advertise in the newspaper. We can do other types of advertising and push the plans out and make them available via other avenues, but we are required to have that in the paper, so we will always have that, but it does not have to be our primary form of advertising. Councilmember Nakamura asked staff if advertising in the newspaper is a state law. Director Hutt concurred. Councilmember Wheat asked staff for the record, have we done any work with this company before. Director Hutt replied they have done a small drain project for us about five years ago, they do a lot of work in Grand Prairie and Arlington, and we have checked their references with those cities and they did receive good references from both Arlington and Grand Prairie. Councilmember Wheat asked if we know in advance if a company is going to use a sub-contractor or is that something that happens and we are not necessarily informed. Director Hutt stated we do ask and contractors usually submit the information. He went on to say he believes this contractor will do the work themselves except, they will have a sub- contractor for the pavement work. Councilmember Taylor asked staff if we are in any default if we do not accept this bid, as we have already posted and accepted bids. Director Hutt replied the action would be to reject all bids and move forward at that direction. We could either accept this bid as proposed tonight or reject all bids and go through the bidding process again. City Council Minutes February 6, 2018 City of Colleyville Page 10 Councilmember Wheat asked staff what the process is if we go through the bidding process again. Director Hutt replied we will have to repost in the paper and any other avenues we choose, in addition to the paper, which must be in two consecutive Sunday issues which would be an approximate 45 day delay. City Manager Ducay addressed Mayor Newton and stated he does accept there is a desire to see additional information and additional resources, but the one challenge we do have if you reject all bids and reject the bid before us tonight, you run the risk that those contractors do not bid, because their competitive opportunity to bid has been lost because their bid is now a public document. Traditionally, I would reserve rejecting all bids for problematic issues related to qualification concerns and or bidding irregularities beyond the concerns raised here. Mayor Pro Tem Lindamood stated he disagrees, he has had all bids rejected on numerous projects, yes you get to see what bids are out there, but it will make people tighten down the screws a little more. We will get what we needed which is to go through other bidding avenues other than the newspaper as the main source and one website. Again, we have been talking about this since June and I have brought this issue up at many worksessions, I have written down website and sent them to everyone, and then we find out this thing is bid through somebody I have never heard of and the newspaper. I feel we did not take the best avenue to bid a $653,000 project with a $30,000 contingency with no penalty for not being done on time, that is a sticking point for me, we need to put penalties in the contract, not $500, something steep that says if you want this job you better step up. Mayor Newton stated based on this discussion he is going to remove this item from consent and move it to an ending resolution. Mayor Pro Tem Lindamood asked if there was a performance bond on this project. Director Hutt said yes. Assistant City Manager Adrienne Lothery presented item 5d and answered questions of the City Council. Councilmember Coplen noted the Council has asked the project be referred to as City Plaza. Councilmember Nakamura thanked Manager Lothery for her presentation and enthusiasm for the project. Mayor for a Day Ellis opened the public hearing at 8:28 p.m. City Council Minutes February 6, 2018 City of Colleyville Page 11 Kathy Hadley, 204 North Timberline spoke in opposition to 5b for the street sweeper. Kathleen Hennessey, 5013 Stonebridge Drive, explained Federal and State law relative to storm drainage and in favor the street sweeper. There were no others wishing to speak and Mayor for a Day Ellis closed the public hearing at 8:31 p.m. Councilmember Taylor made a motion to approve Resolution R-17-4228, striking item 5c, Councilmember Coplen seconded the motion. The motion to approve carried with the following vote: Aye: 8 – Mayor Richard Newton, Mayor for a Day Ellis, Mayor Pro Tem Bobby Lindamood and Councilmembers Tammy Nakamura, Kathy Wheat, George Dodson, Nancy Coplen and Mike Taylor Mayor Newton and the City Council thanked Mayor for a Day Ellis for her service to the City and stated he will be calling on her in the future and excused her from the rest of the meeting. 6. ITEMS FOR CITY COUNCIL AND PUBLIC DISCUSSION - NOT A PUBLIC HEARING 6a Update on the State Highway 26 (SH26) reconstruction project Public Works Director Jeremy Hutt stated TxDOT representatives could not be present for this meeting and went on to provide an update on the SH26 reconstruction project, explain the traffic switch phases, and answered questions of the City Council. City Manager Jerry Ducay asked staff if the construction barrels on the east side of the Hall-Johnson Road intersection will be realigned or removed. Director Hutt stated he would have to defer to TxDOT. Mayor Newton asked if we will have the full use of Hall-Johnson on the west side. Director Hutt stated he will contact TxDOT to answer this question. Mayor Pro Tem Bobby Lindamood asked staff to direct TxDOT to provide additional detour signage, on both sides of the roadway, far in advance of the traffic switch. Mayor Newton reviewed the street closings in the order in which will they will be closed and traffic detoured. City Council Minutes February 6, 2018 City of Colleyville Page 12 Director Hutt stated City staff spoke with TxDOT regarding the transition work occurring at night. The contractor provided a proposal which would shift the day crew to nights, which would not allow for faster completion, and a proposed additional cost estimate of $132,500. Mayor Newton asked staff if the construction would not be completed sooner, was there any advantage to working at night. Director Hutt replied the first day transition went well and night work creates some additional challenges and safety concerns, therefore, he believes there is no reason to consider the night work. There was general discussion regarding the contractor, TxDOT, and the City’s authority over the project. Additionally, the consensus of the City Council is the Mayor should be the only elected official to interact with TxDOT directors in regard to the project and the City’s expectations. Councilmember Nakamura thanked Director Hutt for doing a great job. 6b Regional Transportation Council (RTC) update by Colleyville representative and discussion of City policy on regional transportation funding Councilmember Taylor, as the appointed City representative to the Regional Transportation Council (RTC) provided a historical review and update on the projects of the RTC. The items of most current concern before the RTC include the traffic congestion and the recommendation to the state legislature of being for or against toll roads, based on the input of the member cities. Councilmember Taylor acknowledged his personal views of toll roads do not align with the direction of the City of Colleyville, but assured the Mayor and City Council he represents the City and has advised the City is not in favor of toll roads. 7. RESOLUTION(S): READING AND PUBLIC HEARING 7a Resolution R-18-4229 Consideration of appointments to the Architectural Review Commission Mayor Newton read Resolution R-18-4229 in its entirety, recommending the appointment of Kathy Braatz, Sayeda Syed, and Karen Ziober to the Architectural Review Commission for a two year term to December 2019. Mayor Newton opened the public hearing at 9:36 p.m. There was no one present wishing to speak, and Mayor Newton closed the public hearing at 9:37 p.m. Councilmember Dodson made a motion to approve Resolution R-17-4229 as read, Councilmember Coplen seconded the motion. City Council Minutes February 6, 2018 City of Colleyville Page 13 The motion to approve carried with the following vote: Aye: 7 – Mayor Richard Newton, Mayor Pro Tem Bobby Lindamood and Councilmembers Tammy Nakamura, Kathy Wheat, George Dodson, Nancy Coplen and Mike Taylor 7b Resolution R-18-4230 Consideration of appointments to the Colleyville Center Advisory Committee Mayor Newton read Resolution R-18-4230 in its entirety, recommending the appointment of Chase Browning, Earlene Garvey, Judith Goodwin, Mark Johnson, and Fred Mills to At-Large, and Darla Denison to represent the Colleyville Woman’s Club, to the Colleyville Center Advisory Committee for a two year term to December 2019. Mayor Newton opened the public hearing at 9:40 p.m. There was no one present wishing to speak, and Mayor Newton closed the public hearing at 9:40 p.m. Mayor Pro Tem Lindamood made a motion to approve Resolution R-17- 4230 as read, Councilmember Nakamura seconded the motion. The motion to approve carried with the following vote: Aye: 7 – Mayor Richard Newton, Mayor Pro Tem Bobby Lindamood and Councilmembers Tammy Nakamura, Kathy Wheat, George Dodson, Nancy Coplen and Mike Taylor 7c Resolution R-18-4231 Consideration of appointments to the Parks and Recreation Advisory Board Mayor Newton read Resolution R-18-4231 in its entirety, recommending the appointment of Cliff LeBlanc, Place 2; Mitali Mandlekar, Place 4; Ajit Purandare, Place 6; Hillary Schwanbeck, Place 8 to the Parks and Recreation Advisory Board for a two year term to December 2019. Mayor Newton stated there were many well qualified applicants for the Parks and Recreation Advisory Board, 13 applied for four positions, all of the incumbents reapplied expressing a desire to finish the work on the Park Land Master Plan. Mayor Newton stated the Board has done a lot of exceptional work on the Plan and it is for this reason his recommendation was to reappoint the incumbents, but stressed it is his hope the applicants who were not appointed will attend the Parks and Recreation Advisory Board meetings. City Council Minutes February 6, 2018 City of Colleyville Page 14 Mayor Newton opened the public hearing at 9:43 p.m. There was no one present wishing to speak, and Mayor Newton closed the public hearing at 9:43 p.m. Councilmember Wheat made a motion to approve Resolution R-17-4231 as read, Mayor Pro Tem Lindamood seconded the motion. The motion to approve carried with the following vote: Aye: 7 – Mayor Richard Newton, Mayor Pro Tem Bobby Lindamood and Councilmembers Tammy Nakamura, Kathy Wheat, George Dodson, Nancy Coplen and Mike Taylor 7d Resolution R-18-4232 Consideration of appointments to the Zoning Board of Adjustment Mayor Newton read Resolution R-18-4232 in its entirety, recommending Alternate 1 Kim Holt be appointed to Place 5 and Frank Carroll to Place 4; to a two year term to September 2019, and Scott McCombs to Alternate 1, to fill the unexpired term to September 2018, on the Zoning Board of Adjustment. Mayor Newton recognized Dee McNosky who has served Zoning Board of Adjustment for 18 years and expressed his appreciation for her great service. Mayor Newton stated it has been his strategy to involve more citizens and this is the rationale for the appointment thought process. Mayor Newton opened the public hearing at 9:46 p.m. There was no one present wishing to speak, and Mayor Newton closed the public hearing at 9:46 p.m. Councilmember Dodson made a motion to approve Resolution R-17-4232 as read, Councilmember Wheat seconded the motion. The motion to approve carried with the following vote: Aye: 7 – Mayor Richard Newton, Mayor Pro Tem Bobby Lindamood and Councilmembers Tammy Nakamura, Kathy Wheat, George Dodson, Nancy Coplen and Mike Taylor 7e Resolution R-17-4233 Consideration of an appointment to the Colleyville Community Garden Advisory Committee This resolution was not needed. 7f Resolution R-18-4234 Consideration of an appointment to the Historical Preservation Committee City Council Minutes February 6, 2018 City of Colleyville Page 15 Mayor Newton read Resolution R-18-4234 in its entirety, recommending the appointment or Ryan Moore. Mayor Newton opened the public hearing at 9:48 p.m. There was no one present wishing to speak, and Mayor Newton closed the public hearing at 9:48 p.m. Mayor Pro Tem Lindamood made a motion to approve Resolution R-17- 4234 as read, Councilmember Nakamura seconded the motion. The motion to approve carried with the following vote: Aye: 7 – Mayor Richard Newton, Mayor Pro Tem Bobby Lindamood and Councilmembers Tammy Nakamura, Kathy Wheat, George Dodson, Nancy Coplen and Mike Taylor 8. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA Kathleen Hennessey 5013 Stonebridge, spoke regarding storm water drainage and the need to work with schools regarding the road detours and traffic switches. Wayne Maynard, 3004 Edgewood Lane, spoke regarding the Colleyville Citizens Alumni Association and announced applications for the Colleyville Citizens Police Academy, which begins February 22, will be accepted through February 12. Kathy Hadley, 204 North Timberline, spoke regarding the ducks on Riverwalk Drive, and the Turtles on SH26. Mrs. Hadley thanked the Mayor and Council for their work. 9. ACTION/RESOLUTION: DISCUSSION AND CONSIDERATION OF A RESOLUTION RATIFYING COUNCIL AGENDA ACTION FOR FEBRUARY 6, 2018 - READING AND PUBLIC HEARING - RESOLUTION R-18-4235 Mayor Newton read Resolution R-18-4235 in its entirety. Mayor Pro Tem Lindamood stated he had said his piece and believes everyone knows where he stands. Mayor Newton stated for the record, this project is for Manning Drive, which is a utility project with a street mill and overlay; Strafford is a parallel street to the west, which is on our plan to be done this year, this one may start first. Director Hutt stated this project will include Manning Drive with a mill and overlay, in conjunction with the utility replacement project we have included street repairs for Stafford Drive, Manning Drive, Bowman, and Oak Knoll. City Council Minutes February 6, 2018 City of Colleyville Page 16 Director Hutt stated he wished to clarify the department’s use of CIVCAST, the online bidding outlet used in addition to the newspaper for bidding this project. Director Hutt noted CIVCAST had 60 plan holders, and there were of those holders which were other plan rooms. He stated the department will have a system in place, to include the specific request of Mayor Pro Tem Lindamood, and as many online vendors and plans rooms as the Council would like to see utilized, in addition to the newspaper, before the next project is bid. Councilmember Taylor asked staff if there were more bidders out there on the process we used, than what responded and were there only four contractors qualified to bid. Director Hutt replied 21 plan holders who identified themselves as general contracts, but only four bid. Councilmember Taylor noted of those four bids there was a disparity between the lowest and next lowest bid of approximately $53,000 and from there the bids went up to $800,000-$900,000 plus and asked what drives the difference in price. Councilmember Taylor said he didn’t feel the project is out of line and he doesn’t know how we can make everyone respond, we are reaching out. He noted Mayor Pro Tem Lindamood had sent a list of sites but, he had looked at them, but he’s not in that business so he doesn’t know if right now these are the only who want to do business in Colleyville. Mayor Newton asked staff if the project was rebid, what would be the time frame. Director Hutt replied a process would have to be put in place and then 45 days minimum. Mayor Newton asked Mayor Pro Tem Lindamood if this is done as you recommend, what would need to happen to satisfy your requirements. Mayor Pro Tem Lindamood replied you would have to go out for bid utilizing Bidsync, ISquarefoot, Bluebook, Construction Wire, and Building Connected, this is where major contractors in DFW search. I can understand a lot of people’s confusion, because they don’t know how this works, but I do. I think more due diligence will make me feel more comfortable, seeing I don’t know the background of this contractor, I’m not able to compare him, and I’m not seeing any of the other major bidders here. Councilmember Taylor asked Mayor Pro Tem Lindamood what other cities are using his recommendations. Mayor Pro Tem Lindamood stated he bids through Irving, Dallas, Grand Prairie, every surrounding city he knows uses the service he recommends. There was discussion on how the bids are entered, who enters the bids on the sites, and cost and who pays what. City Council Minutes February 6, 2018 City of Colleyville Page 17 Councilmember Coplen asked Mayor Newton if there is policy or requirement as a municipality, which must be used. Director Hutt responded as long as we use the paper advertisement, he believes we can add any other type of advertisement, but his recommendation is a policy be developed, include these tools, so the policy can be consistently applied. Mayor Newton directed staff to move forward with the direction of Mayor Pro Tem Lindamood. There was discussion of costs, policy, and procedures. Mayor Newton opened the public hearing at 10:18 p.m. There was no one present wishing to speak, and Mayor Newton closed the public hearing at 10:18 p.m. Following discussion with the City Attorney, Mayor Newton made a motion to pass over Resolution R-18-4235; direct the City Manager and Director of Public Works to reject all bids submitted for this project, and readvertise the project for bid, utilizing the processes which have been discussed. Councilmember Dodson seconded the motion. Councilmember Taylor stated he felt the bids were issued fairly, and there is no reason to do this, I don’t mind us going forward with this change, people bid in full faith of our credibility, so I cannot vote for this. The motion was approved by the following vote: Aye: 5 – Mayor Richard Newton, Mayor Pro Tem Bobby Lindamood and Councilmembers Tammy Nakamura, Kathy Wheat, George Dodson Nay: 2 – Councilmembers Nancy Coplen and Mike Taylor 10. ADJOURNMENT There being no further business before the City Council, Mayor Newton adjourned the City Council meeting at 10:23 p.m. APPROVED BY A VOTE OF 7 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 20th DAY OF February 2018. City Council Minutes February 6, 2018 City of Colleyville Page 18 Minutes taken and prepared by: Christine Loven, TRMC City Secretary