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Min CC 02/09/1999 MINUTES OF CITY COUNCIL MEETING THE CITY COUNCIL OF CIBOLO CONDUCTED A REGULARLY SCHEDULED MEETING ON TUESDAY, FEBRUARY 9,1999 AT 6:00 P.M.AT THE MUNICIPAL BUILDING,109 SOUTH MAIN STREET,CIBOLO, TEXAS. THE FOLLOWING WAS THE ORDER OF BUSINESS: 1. CALL TO ORDER. The meeting was called to order at 6:00 PM 2. ROLL CALL. All Councilmembers were present except Bob Glisar,who arrived late. Staff represented by Ron Flake,Mark Riffe, Keith Gilbreath&Claudia Schneider 3. INVOCATION. A moment of silence was observed 4. PLEDGE OF ALLEGIANCE. Mayor Sam Bauder led the pledge 5. CITIZENS TO BE HEARD. (LIMIT 3 MINUTES EACH) None 6. CONSENSUS ITEMS: A. APPROVAL OF MINUTES OF JANUARY 26,1999 Motion to approve by Jeff Miller,seconded by Paul Buell,approved B. APPROVAL OF MINUTES OF FEBRUARY 1,1999 Motion to approve by Jeff Miller,seconded by Paul Buell,approved C. GVEC PRESENTATION OF 1998 FRANCHISE TAX PAYMENT BY MR.MARCUS PRIDGEON Mr.Marcus Pridgeon presented the city with a check for the 1998 franchise. He also advised that the new GVEC building in Schertz is scheduled to open early March D. INTRODUCTION OF NEW POLICE OFFICER BRAD MATHIS New Patrol Officer Mr.Michael Brad Mathis was introduced to the council 7. DISCUSSION/ACTION ON 1998 ANNUAL AUDIT FROM GORDON ARMSTRONG Mr. Gordon Armstrong thanked the staff for their assistance in preparing this audit. He gave the council a brief overview of prepared audit for council. Audit shows that in General Funds,there was$114,000 more received than budgeted in revenues and underspent by$127,000. He advised council that there was 9-10 months operating funds on hand. The water dept is doing very well. He was pleased with the overall health of the city. Some of the other comments he had were the control of due to-due from is better,the number of CDs has reduced,receiving more interest from Tex Pool is easier to track. The personnel folders need attention,copies of W-4's,no authorization for deduction from pay,and Record of salary need to be included in each employee's folder. The inventory of fixed assets need to be limited to value of a minimum of$200-$500. A policy by city needs to be set. State law requires that the Investment Officer have 10 hours of training every two years. This has not been done. There is is record of retired councilmembers on file to sign checks at the bank. Need to be taken off. Every year the Investment Policy needs to be re-approved annually. Gail Douglas asked if approval could be held till next council meeting. She would like more time to look at audit,put on next agenda. 8. DISCUSSION/ACTION ON JOINT ELECTION AGREEMENT WITH GUADALUPE COUNTY, CITY OF SCHERTZ AND SCUCISD Gail Douglas made motion to approve, seconded by Chuck Ridge,approved 9. ISSUANCE OF ORDER OF ELECTION FOR MAY 1, 1999 BY MAYOR SAM BAUDER Mayor Sam Bauder signed and issued the Order of Election .T 10. DISCUSSION/ACTION ON NIEMIETZ PARK PROJECT A quite lengthy discussion took place on the subject. Keith Gilbreath presented a letter from Ed Ford Engineering regarding certain proposals. The letters were dated January 5, 1999 and another one dated February 2, 1999. The conflict of noted items from 1/5 to 2/2 letters where one letter might state no objection and next would state not needed. Mr.Larry Dublin of Ford Engineering stated that the summary in February was their best interpretation of the contract. He reminded council that the engineer does not approve change orders,they merely recommend. Ron Flake asked for clarification of each proposal. Proposal 1:no objection. Proposal 2:not needed. Sheet rock and SRP in cooker room is an additional item,$759 needs to be added. Proposal 4 should not be at an extra cost. Ford stated it was on plans. Proposal 6&7 agreed one exit light needed. Proposal 10 no objection. Proposal 11 was for installing service from transformer to building when actually power goes to pole first. What is needed is specs.to get power from pole to building. Ford Engineering states that this problem was never brought up before the bid. Ed Ford stated that there is the contract document that he is going by. The contractor started feeding information back to Keith,contrary to the contract document. All of these items are covered by this document. Ford has sat down with the contractor and gone through every bit of this. He stated that he is here trying to inforce a contract and somebody here is on the payroll of the contractor trying to get more money for the contractor. Ron Flake asked why the bid did not include getting power from the transformer to the building. Ed Ford stated it is on plans,that he has sat down the contractor and electrical contractor. There is one change order and is that GVEC will change out the transformer to a larger transformer and will need to be re- wired from the transformer to the gutter. That is the only change order Ford is recommending. The one for the$8,000 is not recommended. Ford was questioned as to his statement of somebody on payroll of contractor. Ed Ford stated that he had no knowledge of all the change orders that had taken place,that the change orders were being sent to Keith and that Keith had presented them to council for approval. Ford said he and Sia had gone over these change orders item by item and all had been addressed in the plans and contract documents. Keith said he had asked Ford to tell him what is going on. He talked to electrical contractor and asked what is needed to finish. Larry Dublin stated that the contract is very specific on how change order are handled,all change orders go to the engineer. The discussion ended in that Ed Ford will handle enforcing the contract documents and council should not consider approving the additional charges. Everything will go through the engineer. Ed Ford will write up change orders as needed. Again,the question of the certificed payroll was asked. It is needed and required. It will be submitted through Keith Gilbreath and that no payments are to be made until all certified payroll is received. Council asked Ed Ford to be present at next meeting for update. 11. COMMENTS BY STAFF None 12. COMMENTS BY COUNCIL MEMBERS None 13. COMMENTS BY MAYOR None 14. ADJOURNMENT Meeting adjourned at 7:05 PM APPROVED AND ADOPTED ON THE 9 DAY OF QJv 11999. SAM BAUDER,MAYOR ATTEST: CLAUDIA SCHNEIDER/ASST. CITY SECT'Y