CITY OF HUNTERS CREEK VILLAGE, TEXAS
MINUTES OF A SPECIAL
CITY COUNCIL MEETING
MARCH 31, 2006
The City Council of the City of Hunters Creek Village, Texas convened in special session at 4:30 p.m. on Friday, March 31, 2006, at City Hall, #1 Hunters Creek Place, Hunters Creek Village, Texas.
Present: Mayor Steve Reichek
Mayor Pro Tem George Shannon
Council Members: Michael Cokinos
Peggy Burck
Art Casper
Roger Stark
City Secretary: Deborah Loesch
With a quorum of the Council Members present, Mayor Reichek called the special session to order at 4:45 p.m.
Discussion and possible action to consider changing the design and specifications for paving on the Pifer Road drainage improvement project.
Mayor Reichek opened the discussion with a report from Bobby Deden, City Engineer. Any change in the contract would result in a delay and any delay would be costly. The cost could be about $24,000-$25,000 per week if the project is shut down. Two pricing options were presented by the Contractor for a 26 foot back to back with 2 inch asphalt overlay would cost $732,505 with additional costs for engineering would bring an estimated total to $886,331. This estimate did not include the delay cost. Doug Williams advised Council that these estimates are not a binding bid from the contractor and are not obligated to them. Jay Carlton, a resident, who has been working with City staff presented his estimated cost of $400,000-$500,000 as a responsible range and recognized that there were some differing factors between the two.
Two options would be considered with the first as the standard construction manner whereby the engineer presents the revised plans to the contractor and the contractor gives a firm cost for approval. This process could delay the project at least one month. A second option would be to construct under a design-build concept, whereby the engineer would be designing the project in the field while the contractor is working. It would be hard to know what the exact cost would be in this situation. This process is typically done in the private sector and not the public sector.
Mayor Reichek stated his concern as to where city funds would come from to do Memorial Drive Phases 3 and 4 this year if additional funds are used to add the asphalt overlay. Councilmember Shannon suggested an intermediate short term debt could be secured to fund the additional costs.
Mayor Reichek opened the floor for public comments. Comments were received from the following:
Ken Spalding, regarding asphalt vs. concrete used as paving material.
Patricia Lueders, regarding concrete surface on Creekwood looks like a runway.
Becky Allen, regarding loss of property values with a concrete surface and suggested taking funds from other projects to finish this one.
Don Foster, regarding economics and aesthetics, asphalt is a cheap material for less expensive roads, need to complete an unbiased report to all citizens, and do not delay the project any longer.
A resident on Pifer Way, asphalt is ugly and dirty, we live in a modern society in 2006, we need to do this fast and quick and not waste taxpayers money.
Jeff McLaughlin, residents do not want to pay for an inferior surface.
Sammie Jakla, funds should be appropriated.
Elwin Peacock, opposed to asphalt and spending additional funds
Randy O’Donnell, drainage was not on Pifer, but on adjacent streets affecting other neighborhoods, all they ask is that the street be replaced as it was originally.
A resident on Pifer Road, timing is essential for emergency vehicles, respect the expert’s opinion and use sound judgment when spending public funds.
Bob Vickers never experienced a drainage problem on Pifer Road in 43 years and negotiating costs with the contractor.
Charles Durr, studies have been done that indicate narrower streets are safer.
Trey Strake, survey of residents and decisions made
Homer Peterson opposed to asphalt on top of concrete because of costs, maintenance, and delay is a concern with hurricane season approaching.
John Bower, asphalt must be maintained very 5-10 years and will cost the entire community.
Inga Vickers requested a restatement of the estimated cost.
Ruth Weber, in favor of asphalt over concrete, narrow streets are safer and will reduce speed, Fire Department should look into buying smaller vehicles for the narrower streets.
Ava Jean Mears, need to keep informed on what changes are being made.
June Levy, cost to change the design and relocation of utilities.
Joe Munson, a narrow street is a detriment, asphalt roads become potholes, and this should have been decided before the bids were done, not willing to pay taxes for asphalt.
Sue Flavin, there is flooding on her street (Pama Circle)
Sharon Durr, involvement in the process of circulating the surveys, respects the desires of the residents of the streets.
Leon Davis, give them what they want.
Pat Bratsas, street was originally asphalt.
Clint Binder, new home owner, the fact that the street was being redone was an incentive to buy, new streets add value to the lots improvement to the area, get it done.
Jerry Allen, connecting drainage inlets tied into the existing main system.
Rusty Hyde, reducing the width of the street to be narrower.
Hearing no further comments, public comments were closed. A short recess was taken at 6:30 p.m. The meeting reconvened at 6:45 p.m. It was noted that Councilmember Roger Stark had to leave the meeting.
Staff comments:
Doug Williams advised Council that specific instructions and a design needs to be given to the Contractor to come back with a binding price and scope of work before they can begin restaking the roadway for paving.
Bobby Deden commented that he has done a design build in the private arena, but not for a public entity, which requires hard costs, but before he can move forward he would need authorization from council to do that process in the project.
Jay Carlton stated that design build concepts are very successful for developers with a specific amount of money to spend. He believes that Council should take the fiduciary responsibility with the flexibility to make changes. He also stated his continued involvement in this matter as long as Council wants him to be.
Councilmember Peggy Burck commented that she could not be in favor of spending $400,000-600,000 for improvements for aesthetics purpose by laying a material to darken the color of the road such as asphalt which is not an environmental safe product.
A motion was made by Councilmember Shannon with a second by Councilmember Casper to authorize the City Engineer to notify the contractor to continue working on the project by adding an asphalt overlay on a design-build basis; that the City Engineer be assisted in this process with Jay Carlton; the City Engineer is authorized to spend an additional $500,000 beyond the current contract price to complete this project and obtain any approved change orders as deemed necessary; that any further expenditures beyond the $500,000 must be approved by the City Council; and that design issues raised by the City Engineer must be approved by the Mayor or if unavailable by Councilmember Shannon. The motion carried, with Council voting three (3) for (Shannon, Casper, Cokinos) and one (1) opposed (Burck).
ADJOURN OPEN MEETING
A motion was made by Councilmember Shannon with a second by Councilmember Casper to adjourn the meeting. The motion carried unanimously with Council voting four (4) for and none (0) opposed. The meeting was adjourned at 7:10 p.m.
Respectfully submitted,
Deborah L. Loesch, TRMC
City Secretary
These minutes approved on the 16th day of May , 2006.