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2011-10-18 CC Minutes City of Farmers Branch City Council Meeting Minutes City Council Chambers 13000 William Dodson Parkway Farmers Branch, Texas Tuesday, October 18, 2011 Regular Meeting 6:00 P.M. City Council Chambers The following members of the Council were present: Mayor William P. Glancy Mayor Pro Tem. David Koch Deputy Mayor Pro Tem. Michelle Holmes Council members Harold Froehlich Ben Robinson The following member of the City Council was absent: Council member Tim Scott The following members of the Administration were present: City Manager Gary Greer Assistant City Manager Shanna Sims-Bradish Assistant City Manager Matt Benoit City Secretary Cindee Peters City Attorney Pete Smith Finance Director Charles Cox Director of Parks and Rec. Jeff Harting Director of Public Works Mark Pavageaux Director of Communications Tom Bryson Fire Chief Steve Parker Police Chief Sid Fuller Director of Equipment Services Kevin Muenchow Volume 105, page 8 B.1 INVOCATION AND PLEDGE OF ALLEGIANCE. Councilman Ben Robinson gave the invocation and Councilwoman Michelle Holmes led the pledge of allegiance. B.2 CONSIDER BOARD AND COMMISSION APPOINTMENTS AND TAKE APPROPRIATE ACTION. This item gives applicants an opportunity to present board applications to the City Council and the City Council to make appointments to vacancies on boards and commissions. A motion by Mayor Pro Tem. Koch, a second by Councilwoman Holmes, all voting "aye", reappointed Robert Davis, Clay Russell, Roy Morales and Jim Barrett to the Parks and Recreation Board. B.3 REPORT ON STUDY SESSION ITEMS. The City Council gave a brief overview of items discussed in Study Session. B.4 Report on items of Community Interest. Pursuant to Section 551.0415 of the Texas Government Code the City Council may report on the following items: 1.) expression of thanks, congratulations or condolences, 2.) information about holiday schedules, 3.) recognition of individuals, 4.) reminders about upcoming city events, 5.) information about community events and 6.) announcements involving an imminent threat to public health and safety. Mayor Glancy presented honorary citizenship to students visiting from Garbsen, Germany. Mayor Pro Tem. Koch reported on the great success of the Bloomin' Bluegrass festival held last weekend. Councilwoman Holmes thanks all of the host families for housing the students from Garbsen, Germany. Councilwoman Holmes reported that Charles Cox has been nominated as the Chief Financial Officer of the Year and that LBJ Express is holding between 3 or 4 meetings a week in difference cities to update citizens on the project, and how they support local businesses and minority owned businesses. Councilwoman Michelle Holmes stated that on November 8, 2011 at 11 a.m. at the Senior Center, that former Director of Parks and Recreation would be honored. City Manager Gary Greer gave the City Manager's report. C. CONSENT ITEMS. Volume 105, page 9 A motion by Mayor Pro Tem Koch, a second by Councilwoman Holmes, all voting "aye", approved the consent agenda. C.1 APPROVED MINUTES OF CITY COUNCIL MEETING OF OCTOBER 3, 2011. C.2 ADOPTED THE FOLLOWING CAPTIONED ORDINANCE NO. 3162 AMENDING SECTION 46-62, OF THE CODE OF ORDINANCES BY AMENDING THE DEFINITION OF "ILLEGAL SMOKING PRODUCT" TO REMOVE THE CHEMICALS NOW CONTAINED IN THE FEDERAL AND TEXAS SCHEDULES OF CONTROLLED SUBSTANCES. ORDINANCE NO. 3162 AN ORDINANCE OF THE CITY OF FARMERS BRANCH, TEXAS AMENDING SECTION 46-62, DEFINITIONS, OF THE CODE OF ORDINANCES BY AMENDING THE DEFINITION OF "ILLEGAL SMOKING PRODUCT" TO REMOVE THE CHEMICALS NOW CONTAINED IN THE FEDERAL AND TEXAS SCHEDULES OF CONTROLLED SUBSTANCES; PROVIDING A REPEALING CLAUSE; PROVIDING A SAVINGS CLAUSE; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR PENALTY OF A FINE NOT TO EXCEED TWO THOUSAND DOLLARS ($2,000.00); AND PROVIDING FOR AN EFFECTIVE DATE. C.3 APPOINTED FAYE MOSES WILKINS TO DART BOARD OF DIRECTORS. E.1 CONSIDER OPTIONS FOR HOLDING THE 2012 CITY COUNCIL ELECTIONS AND TAKE APPROPRIATE ACTION. Pete Smith, City Attorney, gave a brief PowerPoint explaining the 2011 Legislative Session resulted in the passage of Senate Bill 100 that impacts municipal election dates. This bill was passed with the intent to make the voting process easier and faster for military and overseas voters. Absentee ballots must be transmitted no later than 45 days before an election. After a brief discussion, Mayor Pro Tem Koch made a motion, a second by Councilman Robinson, all voting "aye", approved holding City elections with Dallas County in May with 39 voting locations. E.2 PRESENTATION ON THE DALLAS COUNTY BROOKHAVEN TRAIL PROJECT. Volume 105, page 10 Mark Pavageaux, Director of Public Works, explained the Town of Addison has obtained a Sustainable Development grant through the North Central Texas Council of Governments (NCTCOG) to construct a bicycle and pedestrian trail through the Brookhaven College campus. The project is being administered and designed by Dallas County. The current budget is approximately $1.2 million, and will be funded by the Sustainable Development grant and local match contributions by the Town of Addison and Dallas County. No City of Farmers Branch funds will be utilized on the project. The trail will connect the Brookhaven College campus with Addison's Vitruvian development and other trail networks to the north. The trail will wind around the west side of the college campus, and connect to the sidewalk along Valley View Lane to the south. The trail generally fits with the City's Comprehensive Trail Plan adopted by the City Council in October of 2010. On a regional basis the trail will connect to the Cotton Belt Trail and Northaven Trail which are both on the Dallas County Trail Network Plan as well as the Council of Government's Regional Veloweb (Bike Network). Dallas County will be responsible for the design and construction of the trail. The City will need to accept an easement from the Dallas County Community College District at a later date. The City may also need to enter into a Project Specific Agreement with the County after the easement has been accepted. No action is necessary at this time. E.3 CONSIDER ADOPTING RESOLUTION NO. 2011-067 AUTHORIZING THE CITY MANAGER TO APPROVE THE PURCHASE OF A REPLACEMENT CITY-WIDE VOICE-OVER IP TELEPHONE SYSTEM IN AN AMOUNT NOT TO EXCEED $235,000 AND TAKE APPROPRIATE ACTION. Charles Cox, Director of Finance, explained for the past 20 years, the City has primarily used a Nortel telephone system for telecommunication services at city facilities. Nortel filed for bankruptcy in 2009 and subsequently ceased business. Additionally, it has become increasingly difficult to obtain parts and service for the current system and the City has seen increasing costs for repair and maintenance of the phone system currently in place. This resolution provides for the purchase of a voice-over internet protocol (VOIP) telephone system for all city facilities. The City of Farmers Branch advertised a request for proposal for a new VOIP phone system in July 2010 and ultimately received written proposals from five qualified telephone system distributors, Affiliated Communications, Inc., AT&T Corporation, Co- Nexus Communication Systems, Lantana Communications and Mercury Communications Services, Inc. The primary goal of the city was to select an affordable, reliable, and technologically advanced system that is easy to maintain by city staff. Annual maintenance costs were an especially important factor as the city desired to reduce it current maintenance costs which have been averaging $34,000 per year. Volume 105, page 11 A voice-over internet protocol telephone system utilizes the city's internal local area network for voice and data transmission rather than standard phone lines. This technology allows the city to fully integrate telephone and computer technologies into a unified communication system. This type of system combines voicemail, email, and faxes into a user's inbox which can be readily accessed on or off site by computer, tablet or smart phone. Phone calls can be made either with a traditional phone or Bluetooth headset or directly from a computer. The unified communication approach provides staff. with excellent tools necessary to communicate effectively with their customers. City staff, with the assistance of a telephone consultant, Ben Sanford & Associates, Inc. evaluated all proposals, attended demonstrations, contacted references and identified Affiliated Communications' Shortel telephone system as the system best meeting the city's goals. From a life-cycle cost standpoint, the Shortel system seven-year cost of $298,446 was only slightly higher than the lowest life-cycle cost proposal. Shortel is considered the third largest VOIP telephone system provider in the United States. The initial purchase cost is $227,598 based upon request for proposal specifications. Final costs may be slightly higher depending on ultimate features and functionality desired by users during installation and programming. The 2011-12 adopted Fixed Asset and Fire Station Bond budgets include a total of $235,000 for the replacement of the City's current telephone system. Mr. Ron Aieroli, with Mercury, suggested the Council take a more in depth look at the winning bid, especially the maintenance costs over the next few years. There followed a brief discussion on the new telephone system and maintenance cost projections over the next few years. A motion by Mayor Pro Tem Koch, a second by Councilman Robinson, all voting "aye", approved Resolution 2011-0067 authorizing the City Manager to approve the purchase of a city-wide voice-over IP telephone system. EA CONSIDER ADOPTING RESOLUTION NO. 2011-071 AUTHORIZING THE CITY MANAGER TO PURCHASE POWER OVER ETHERNET NETWORK SWITCHES UTILIZING THE STATE OF TEXAS DEPARTMENT OF INFORMATION RESOURCES CONTRACT PRICING FOR AUTOMATED INFORMATION SYSTEMS AND TAKE APPROPRIATE ACTION. Charles Cox, Director of Finance, explained the City's Wide Area Network (WAN) relies upon a series of network switches as a foundation to connect computers, printers and telephones together. For the network to function effectively, these switches need to be replaced and updated on a periodic basis due to technological advances and increases in processing and network speeds. The City's normal replacement schedule for this equipment is every four years or as needed due to systems failure. The City last replaced network switches over 4 years ago in 2006. This resolution provides for the purchase of twenty-three new Cisco Catalyst Power Over Ethernet (POE) network replacement switches. Volume 105, page 12 The State of Texas Building and Procurement Commission (TBPC) Catalog Information Systems Vendor (CISV) program was authorized by the State Legislature and approved by the State of Texas Department of Information Resources (DIR) to receive competitive catalog quotes from manufacturers and vendors of automated information systems. This procedure allows the State to certify an entire catalog as meeting quote requirements. Over 3,300 companies have provided catalog prices to the State. Purchasing efficiencies result from not having to individually quote or bid out the tremendous variety of automated information systems offered for sale. This catalog purchasing procedure is available to local government members of the TBPC; the City of Farmers Branch is a member. Local governments can therefore take advantage of the volume discounts associated with large contracts. Quotes were requested from five vendors for computer hardware purchases. Three responses were received. Two quotes met or exceeded the City's minimum configuration and reliability standards for network equipment and one quote did not meet specification due to the use of reconditioned equipment and was not certified by the State of Texas Department of Information Resources contract. CDW-G, a DIR certified vendor, submitted the lowest quote for the twenty-three Cisco Catalyst POE network switches in the amount of $84,876.09. The 2011-12 adopted budget includes $85,000 for information technology purchases of new and replacement equipment. A motion by Councilman Robinson, a second by Councilman Froehlich, all voting "aye approved Resolution No. 2011-071 authorizing the City Manager to purchase the information technology equipment. G.1 ADJOURNMENT. A motion by Mayor Pro Tem Koch, a second by Councilwoman Holmes, all voting "aye", adjourned the City Council meeting of October 18, 2011 at 7:23 p.m. William P. Gla y, Mayor Cindee Peters, City Secretary Volume 105, page 13