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Min 12/15/1981 i 209 Wichita Falls , Texas Memorial Auditorium Building December 15, 1981 Items 1 & 2 The Board of Aldermen of the City of Wichita Falls, Texas , met in regular session on the above date in the Council Room of the Memorial Auditorium Building at 8:30 o'clock A.M. , with the following members present. Kenneth Hill Mayor Gene Shearman John W. Hampton, Jr. Carol G. Russelli Aldermen Curtis W. Smith James B. Thomas Horace 0. Boston Stuart Bach City Manager H. P. Hodge, Jr. City Attorney Wilma J. Thomas City Clerk Fred Werner Chief Accounting Officer i The invocation was given by Gifford Long, St. Mark's United Methodist Church. Mayor Hill wished all a Merry Christmas and a Happy New Year from the Board of Aldermen. Item 3 Moved by Alderman Thomas that minutes of the meeting held December 1, 1981, be approved. Motion seconded by Alderman Shearman, and carried unanimously. Items 4a-8d Item 5c was moved to the regular agenda. Moved by Alderman Russell that the remaining items on the consent agenda be approved. Motion seconded by Alderman Hampton. Item 4a ORDINANCE NO. 3855 ORDINANCE REPEALING SECTION 12-8 OF THE CODE OF ORDINANCES TO ELIMINATE BONDING REQUIREMENTS FOR THE MUNICIPAL COURT CLERK AND DEPUTIES. Ayes : Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays : None Item 4b A proposed ordinance was presented appropriating water and sewer bond fund interest earnings. v ORDINANCE NO. 3856 AN ORDINANCE MAKING AN APPROPRIATION FROM TFIE WATER/SEWER BOND FUND TO ACCOUNT NUMBERS LISTED i BELOW, AND DECLARING AN EMERGENCY. r 210 Item 4b, cont'd. Ayes: Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays: None Item 5a RESOLUTION NO. 2935 RESOLUTION APPROVING CONTRACT WITH CHESTER WILLIAMS TO FURNISH MEALS FOR PERSONS CONFINED IN CITY JAIL. BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF WICHITA FALLS, TEXAS, THAT: That certain contract, a copy of which is attached hereto, between the CITY OF WICHITA FALLS and CHESTER WILLIAMS, to furnish and deliver meals for persons confined in City Jail , is hereby approved, and the City Manager is authorized to execute the same for the City of Wichita Falls. Ayes: Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays : None Item 5b The bid for a greensmower for the Weeks Park Golf Course was awarded to Goldthwaites of Texas, in the amount of $6,395. Ayes: Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays : None Item 5d RESOLUTION NO. 2936 RESOLUTION AWARDING CONTRACT FOR THE CONSTRUCTION OF A FENCE AT THE SANITARY LANDFILL. WHEREAS, the City of Wichita Falls had advertised for bids for the construction of fencing at the sanitary landfill ; and, WHEREAS, two bids were received, and it is found that the bid of Ace Fence Company of Wichita Falls, Texas, in the amount of $17,947 is the lowest responsible bid. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF WICHITA FALLS, TEXAS, THAT: Said bid of Ace Fence Company in the amount of $17,947 is hereby accepted, and the City Manager is authorized to execute a contract with Ace Fence Company for the construction of such improvement. Ayes: Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays: None Item 6a ,11 RESOLUTION NO. 2937 RESOLUTION APPROVING CHANGE ORDER NO. 1 TO THE CONTRACT WITH TIMMINS-ANDERSON CORPORATION TO REHABILITATE PORTIONS OF TERMINAL APRON, PROJECT NO. 6-48-0227-06. BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF WICHITA FALLS, TEXAS, THAT: That certain Change Order No. One (1) , a copy of which is attached hereto, to the contract with Timmins-Anderson Corporation, for rehabilitation of portions of 211 Item 6a, cont'd. the Terminal Apron is hereby approved, and the City Manager is authorized to execute same for the City of Wichita Falls. Ayes: Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays: None Item 6b RESOLUTION NO. 2938 RESOLUTION APPROVING CONSTRUCTION AND AUTHORIZING FINAL PAYMENT TO THE CONTRACTOR ON THE LINCOLN HEIGHTS DRAINAGE PROJECT. WHEREAS, the contractor has completed work on the Lincoln Heights Drainage Project in accordance with the plans and specifications; and, WHEREAS, the contract for such work was based on unit prices for estimated quantities; on this basis, it was originally estimated that the total cost of the contract would be $206,835.70; and, WHEREAS, the actual quantities used in the project was less than the quantities which were originally estimated; therefore, the total amount of the contract based on the unit prices applied to the actual quantities is $178,136.06. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF WICHITA FALLS , TEXAS, THAT: Such project is hereby accepted by the City of Wichita Falls. The total amount due such contractor on the Lincoln Heights Drainage Project is $19,137.24, and the City Manager is authorized to make final payment to such contractor based on this amount. Ayes: Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays: None Item 6c RESOLUTION NO. 2939 RESOLUTION APPROVING CHANGE ORDER NUMBER ONE ON THE RENOVATION OF THE CITY HALL ANNEX. WHEREAS, the City of Wichita Falls and Poteet & Oliver, Inc. entered into a contract dated July 31, 1981 for the renovation of the City Hall Annex located at Bluff and Seventh Streets in Wichita Falls ; and, WHEREAS, it has been determined that certain adjustments should be made in the scope of the work, which will increase the contract price by $1,100. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF WICHITA FALLS, TEXAS , THAT: Change Order Number One to such contract with Poteet & Oliver, Inc. , which provides for such adjustments in the scope of the work, is hereby approved, and the City Manager is authorized to execute the same for the City of Wichita Falls. Ayes : Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays: None Item 7a Authority was granted to advertise for bids for the 1982 Community Development utility line replacements. Ayes: Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays : None 212 Item 7b Authority was granted to advertise for bids for the 1982 water line replacements on Piedmont and Harlan Lane. Ayes: Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays: None Item 7c v Authority was granted to advertise for bids on the 1982 Community Development paving program. Ayes: Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays : None Item 8 Minutes of the meetings of the following boards and commissions were received. a. Board of Electrical Examiners - November 12 and 23, 1981 b. Design Review Commission - November 19, 1981 c. Park Board - November 24, 1981 Ayes : Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays: None Item 5c Bids were considered on annual vehicle replacements. Alderman Thomas inquired if we have new policemen hired and trained who will be using these new police cars on the two additional beats approved this year? Sergeant Pilcher stated that they have the people to start a class at the beginning of the year. Delivery date of the cars will not be before 60-90 days. The City Manager noted that our down time has been reduced because of preventive maintenance. Moved by Alderman Thomas that bids be awarded as follows . a. Baggett Bridwell Motors , $29,115 for 5 subcompact 1982 Plymouth Horizons. b. Ralph Morgan Dodge, $6,812.92 for 1 compact 1982 Dodge Aries. c. Ralph Morgan Dodge, $7,742.24 for 1 Fire intermediate 1982 Diplomat. d. Ralph Morgan Dodge, $193,556 for 25 Police intermediate 1982 Diplomat. e. Ralph Morgan Dodge, $12,745.30 for two 2-ton pickups. f. Kidwell GMC, $24,085.56 for four 2-ton pickups. g. Ralph Morgan Dodge, $14,316.80 for two 3/4-ton pickups. h. Ralph Morgan Dodge, $8,159.05 for one 1-ton pickup. i . Kidwell GMC, $45,537.90 for six 23,000 GVW trucks. j. Butler Ford, $11,090 for one 15,000 GVW truck. k. Kidwell GMC, $144,151.20 for nine 23,000 GVW trucks. Motion seconded by Alderman Shearman, and carried unanimously. Item 9a Discussion was held on a proposed ordinance establishing a revised rate schedule for Lone Star Gas Company. City Manager Stuart Bach stated that a meeting was held, subsequent to our last Council meeting, with Lone Star Gas representatives and our consultant. He is recommending what is outlined in his memorandum, with the revised winter rates of 3.0181 for residential and commercial , and summer rates of 2.7681 for residential and commercial . 213 Item 9a, cont'd. Mr. Bach noted that one outstanding issue remained following the meeting, concerning the fact that cost-savings associated with the recovery of lost or unaccounted-for gas had been brought forward from the 1980 test year into the first six months of 1981, while the added expense to Lone Star Gas Company of conducting a more aggressive leak detection program had not. From the City's perspective, we feel it is reasonable to move both cost- savings and the expense incurred to generate those savings forward concurrently, even though Railroad Commission regulations permit the former action to be unaccompanied by the latter. Joe Nall recommended that the Council not accept the Company's request for additional increase due to the unusual leak detection and repair expense. The $89,586 difference in cost of lost and unaccounted-for gas from the test year end December 31, 1980 to the most recent June 30 period for which data is available certainly would not justify paying out $153,706. David Liles, Regional Manager for Lone Star Gas Company, stated that several of the differences were resolved, but one difference was not resolved. He discussed the loss of gas due to leak detection and repair expenses . At the time of filing of their request, the most recent date was June 30, 1980. At the time the consultant looked at it, the most recent date was June 30, 1981. The consultant asked for, and was furnished this information. The leak inspection program was improved by special training. More sophisticated equipment was also purchased. Repairs are made from immediately to 90 days, according to the grade of the leak. A system for monitoring repaired leakages was also initiated. The increased cost was $150,000. Records clearly document increased expenses associated with the program. Reduced cost would not have been possible without the institution of this program. He suggested that if one part of the Commission's ruling on lost gas is going to be used, then all of it should be employed, and that 4.19 cents be added to the rate in front of them now. Alderman Thomas asked if this is an on-going program, why have their costs dropped back in the past six months to what they were in the past? Mr. Liles stated that there are several reasons why maintenance costs will fluctuate. When they started, they had a backlog of unrepaired leaks. When a leak is determined, they follow it with a leak repair crew. If it can be repaired right then with clamps, they do so. They then come back with a maintenance expense. If a pipe has to be replaced, it will be a capital expense. It also depends on what area of town they are working on the level of expenses. There is a $20,000 difference between the first ten months of 1981, compared to the first ten months of 1980. A compromise figure of $128,172, and increase it 4. 19 cents was suggested as a possibility. Alderman Shearman asked Mr. Liles if he had more sales, would it increase his revenue, yet keep his expenses about the same? Mr. Liles stated that it would. They try to set rates on a more normal year. Alderman Shearman asked if we conserve energy, what is going to keep him from coming back and asking for a rate hike? The Council agreed that nothing will prevent it. The City Manager further clarified what he had asked Joe Nall to do in this study regarding gas detection loss. Alderman Thomas asked Mr. Nall his recommendation on using the figure of $128,172 and increasing the revised rate by 4.19 cents. Mr. Nall stated that the most he could recommend would be three cents. Mr. Liles did not rule out an appeal to the Commission, but stated they would not want to appeal . ORDINANCE NO. 3857 AN ORDINANCE FIXING AND DETERMINING THE GENERAL SERVICE RATE TO BE CHARGED FOR SALES OF NATURAL GAS TO RESIDENTIAL AND COMMERCIAL CONSUMERS IN THE CITY OF WICHITA FALLS, WICHITA COUNTY, TEXAS; PROVIDING FOR THE MANNER IN WHICH SUCH RATE MAY BE CHANGED, ADJUSTED, AND AMENDED, PROVIDING FOR SURCHARGE; AND PROVIDING FOR A SCHEDULE OF SERVICE CHARGES. 214 Item 9a, cont'd. Moved by Alderman Thomas that Ordinance No. 3857 be passed, approving the revised recommended rates plus three cents. Motion seconded by Alderman Smith, and carried by the following vote. Ayes: Mayor Hill , Aldermen Hampton, Russell , Smith, Thomas and Boston Nays : Alderman Shearman Item 10a A proposed resolution was presented authorizing a new contract with the Wichita County Humane Society. RESOLUTION NO. 2940 RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH THE HUMANE SOCIETY OF WICHITA COUNTY, TEXAS TO FURNISH PUBLIC POUND SERVICES. BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF WICHITA FALLS, TEXAS, THAT: That certain contract, a copy of which is attached hereto, between the City of Wichita Falls and the Humane Society of Wichita County, Texas, for the furnishing of public pound services, is hereby approved, and the City Manager is authorized to execute the same for the City of Wichita Falls. Moved by Alderman Thomas that Resolution No. 2940 be passed. Motion seconded by Alderman Russell , and carried by the following vote. Ayes : Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays: None Item 10b — — — — — — — — A proposed resolution was presented authorizing a contract with CAC for administration of the Section 8 Housing Assistance Payments program. RESOLUTION NO. 2941 A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH THE COMMUNITY ACTION CORPORATION OF WICHITA FALLS AND NORTH TEXAS AREA FOR ADMINISTRATION OF THE SECTION 8 HOUSING ASSISTANCE PAYMENTS PROGRAM FOR EXISTING HOUSING. WHEREAS, the 1981 Housing Assistance Plan, prepared as part of the 1981-82 Community Development Block Grant application, stated that over 3500 families in Wichita Falls need housing assistance; and, WHEREAS, the Board of Aldermen authorized the City Manager to execute Annual Contributions Contracts with the Department of Housing and Urban Development for Section 8 - Housing Assistance Payments Program for Existing Housing; and, WHEREAS, on December 7, 1976, the Board of Aldermen approved the resolution awarding the contract for the administration of the Section 8 program to the Community Action Corporation; and, WHEREAS, the Community Action Corporation has executed that contract during the past five years; and, WHEREAS, the City of Wichita Falls will assume administration and operational responsibility for the Section 8 Existing Housing Program on July 1 , 1982; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF WICHITA FALLS, TEXAS, THAT: 215 Item 10b, cont'd. Stuart A. Bach, City Manager, is authorized to execute a six months contract terminating June 30, 1982, with the Community Action Corporation of Wichita Falls and North Texas area for the administration of the Section 8 Housing Assistance Payments Program for Existing Housing; a copy of such contract is attached. Moved by Alderman Thomas that Resolution No. 2941 be passed. Motion seconded by Alderman Boston, and carried by the following vote. Ayes: Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays: None Item l0c A proposed resolution was presented authorizing the City Manager to execute amendments to various water supply contracts. A motion was made by Alderman Hampton, and seconded by Alderman Thomas to approve the resolution authorizing the amendments. James Cook appeared as Mayor of the City of Holliday, stating that the adjustment is being made in violation of the contract. He stated that modifications are subject to review at the end of every five-year period. He stated that the contract was entered into in 1968, and would not be subject to review until 1983. He also mentioned increased capitalization of the City's system. He would like to know how we have an increased cost. He stated there is no room in their budget for a 250 percent increase. This is not a five--year anniversary date, and he does not believe they can do this under the contract because it is not an anniversary date. The City of Wichita Falls would also need to show them a demonstrable increase in costs . He believes this increase is in capital costs to the City. Alderman Smith noted that this is treated water that he is receiving. There is a tremendous increase in chemical costs. The City Manager stated that if the contract was changed in 1975, that was not in a five-year period. They believe it can be changed following the end of a five-year period. Capital improvements are being made at the Jasper Street water plant. If these improvements are not made, the City of Wichita Falls will have some problems in furnishing water to any of the cities. Alderman Smith stated that we have asked all the cities to agree to small annual increases to avoid this problem. Mr. Cook stated that the City's costs are to be demonstrably shown. The contract also states that it will be adjusted only at the end of every five-year period -- not during five years. If the City's costs have shown to go up, then they should be increased in 1983. The City Manager asked Mr. Cook if he could imagine the increase in 1983? Mr. Cook stated that they could prepare for it. Alderman Smith stated that we cannot operate on a five-year basis. City Attorney H. P. Hodge stated that the contract is subject to modification at the end of every five-year period. It can be modified anytime after that. It does not have to be modified on the anniversary, but it is subject to modification. Mayor Hill asked why we have waited this long? Joe Smith, Director of Public Utilities, stated that last year there was no recommendation for the outside customers. The City of Holliday did not sign that agreement last year for annual adjustments. Mayor Hill stated that he could not see that Holliday is being hurt. The contract has only been increased once in 13 years. Mr. Cook stated that they do not have the room to absorb this cost in their budget this year. They would be willing to negotiate. 216 Item 10c, cont'd. City Manager Stuart Bach stated that this has been discussed with two officials of the City of Holliday, including their attorney, Gary Southard. Alderman Thomas withdrew his second to the motion, stating that he does not think the citizens of Holliday have a right to have a better rate than any of the other cities, but he feels they should explain it to him and his council members. The motion died for lack of a second. RESOLUTION NO. 2942 RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENTS TO VARIOUS WATER SUPPLY CONTRACTS. WHEREAS, the City of Wichita Falls has contracts for the sale of water to a " number of entities outside of the city, and it is time to make rate adjustments based upon the recently completed rate study. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD -OF ALDERMEN OF THE CITY OF WICHITA FALLS, TEXAS, THAT: The City Manager is hereby authorized to execute amendments to contracts for water sales to the hereinafter named entities which will establish rates for water as set out: 1. The rate charged Dean Dale Water Supply Corporation for transmitted treated water shall be increased from 45 cents per 100 cubic feet to 46.83 cents per 100 cubic feet. 2. The rate charged the Texas Parks and Wildlife Department for raw water shall be increased from 20 cents per 1,000 gallons to 23.95 cents per 1,000 gallons. 3. The rate charged Bridwell Oil Company, Sanford P. Fagadau, and North Central Oil Corporation for raw water shall be increased from 18 cents per 1 ,000 gallons to 23.95 cents per 1,000 gallons. 4. The rate charged M. 0. Rife, Jr. for raw water shall be increased from 5 cents per 1,000 gallons to 23.95 cents per 1,000 gallons. 5. 'The rate charged M. 0. Rife, Jr. and Strawn Drilling Company for raw water shall be increased from 15 cents per 1,000 gallons to 23.95 cents per 1,000 gallons. Such rates shall become effective for all water delivered after January 1, 1982. Moved by Alderman Smith that Resolution No. 2942 be passed, approving the recommendations with the exception of Holliday, and that this matter be brought back in January. Motion seconded by Alderman Shearman. Alderman Thomas asked if we are providing these oil companies with fresh water for water flooding? Joe Smith stated that we are. North Central Oil Corporation is using a small amount of water. It is cheaper to provide the fresh water for these wells located in the lake than to furnish them salt water. The motion was carried by the following vote. Ayes: Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays: None 217 Item lla A proposed resolution was presented approving a change order to the Holliday Creek cleaning project. Alderman Smith stated that he would like to continue on to the mouth of the Wichita River. RESOLUTION NO. 2943 RESOLUTION APPROVING CHANGE ORDER NO. 1 TO THE HOLLIDAY CREEK CLEARING AND CLEANING PROJECT. WHEREAS, the City of Wichita Falls and Zack Burkett Company, as contractor, entered into a contract dated October 20, 1981, for the cleaning and clearing of Holliday Creek; and, WHEREAS, Change Order No. 1 in the amount of $18,000.00 will increase the estimated contract price to a final value of $54,000.00. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF WICHITA FALLS, TEXAS, THAT: Change Order No. 1 to the contract dated October 20, 1981, with Zack Burkett Company, a copy of which Change Order No. 1 is attached hereto, is hereby approved and the City Manager is authorized to execute the same for the City of Wichita Falls. Moved by Alderman Shearman that Resolution No. 2943 be passed. Motion seconded by Alderman Thomas, and carried by the following vote. Ayes: Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays: None Item llb A proposed resolution was presented approving a change order for water distribution improvements project. RESOLUTION NO. 2944 RESOLUTION APPROVING CHANGE ORDER NO. 2 TO CONTRACT FOR CONSTRUCTION OF WATER DISTRIBUTION IMPROVEMENTS FROM FAIRWAY BLVD. TO LAWRENCE ROAD. WHEREAS, the City of Wichita Falls and Crookham & Vessels, Inc. , as contractor, entered into a contract dated May 26, 1981, for the construction of Water Distribution Improvements from Fairway Blvd. to Lawrence Road; and, WHEREAS, the Texas Department of Highways and Public Transportation has realigned a future "on ramp" to the proposed Kell Blvd. , and in so doing, has caused the increasing the 92 L.F. of 30" casing in order to complete the encasement of our 20" water pipe under the "on ramp" ; and, WHEREAS, after final location of underground utilities in Fairway Blvd. right of way was determined, it was found that by adding 27 L.F. of boring for 30" casing at that location, we can install the 20" main without having disturbed the existing underground utilities; and, WHEREAS, the Engineer has submitted Change Order No. 2 which will increase the contract amount by $4,652.30. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF WICHITA FALLS, TEXAS, THAT: Change Order No. 2 to the contract dated May 26, 1981, with Crookham & Vessels, Inc. , is hereby approved and the City Manager is authorized to execute the same for the City of Wichita Falls. 218 Item 11b, cont'd. Moved by Alderman Thomas that Resolution No. 2944 be passed. Motion seconded by Alderman Smith, and carried by the following vote. Ayes: Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays: None Item 12a A proposed resolution was presented awarding the bid for demolition of the San Jacinto School building. RESOLUTION NO. 2945 RESOLUTION AWARDING CONTRACT FOR THE DEMOLITION OF THE SAN JACINTO SCHOOL BUILDING. WHEREAS, the City of Wichita Falls had advertised for bids for the demolition of the San Jacinto School Building; and, WHEREAS, six bids were received, and it is found that the bid of Burly's Construction Company of Denton, Texas, in the amount of $11,900.00 is the lowest responsible bid. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF WICHITA FALLS, TEXAS, THAT: Said bid of Burly's Construction Company in the amount of $11,900.00 is hereby accepted, and the City Manager is authorized to execute a contract with Burly's Construction Company for the construction of such improvement. Moved by Alderman Smith that Resolution No. 2945 be passed. Motion seconded by Alderman Thomas, and carried by the following vote. Ayes: Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays : None Item 13a City Manager Stuart Bach explained that the contract for construction for the transfer station was awarded quite some time ago. The contractor is wanting us to make some kind of decision on it. He stated that certain options are available, as follows: (1) Cancel the contract. (2) Delay all activities until after the January 16 election, or (3) Authorize purchase of materials at this time, but not authorize construction until after January 16. Alderman Thomas noted that if materials were ordered now, they would not be ready prior to January 16. The City Manager stated that some materials will be stored. Mayor Hill felt that we should go with the first option. We might get a better bid after January 1. Alderman Shearman asked if we could just take no action until after January 16? " Alderman Thomas agreed with this suggestion. He feels these people would not want to lose a contract. City Attorney H. P. Hodge, Jr. stated that they could sit and wait until January 16. The company could also tell us they had suffered damages. This is a very unusual situation. We have not actually signed the contract. This is an area that he does not know exactly what to do. Moved by Alderman Shearman that this matter be tabled until the second meeting in January. Motion seconded by Alderman Thomas, and carried unanimously. 219 Items 13b & c The Board of Aldermen went into executive session at 10:25 A.M. to discuss board appointments and pending or contemplated litigation. The meeting resumed at 11:05 A.M. . Moved by Alderman Thomas that Dr. Richard Sutton be reappointed to the Museum and Art Center Board of Trustees for a two-year term to expire September 30, 1983. Motion seconded by Alderman Shearman, and carried unanimously. Moved by Alderman Thomas that Bob Haley, Lt. Col . Glenn Coleman, and Kay Yeager be reappointed to the Aviation Advisory Board for three-year terms to expire December 31, 1984, and that George Ross, Jr. be appointed for the same three-year term (replacing Virginia Holmes) . Motion seconded by Alderman Hampton, and carried unanimously. Moved by Alderman Thomas that Jay Cantrell , Wanda Davis, and Ken Wampler be reappointed to the Traffic Commission for three terms to expire December 31, 1984, and that Major Joel A. Carrol be appointed for the same three-year term (replacing Major Jim Wetzel ) . Motion seconded by Alderman Shearman, and carried unanimously. RESOLUTION NO. 2946 RESOLUTION SHARING IN THE APPOINTMENT OF A MEMBER TO THE WICHITA COUNTY APPRAISAL DISTRICT BOARD OF DIRECTORS. BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF WICHITA FALLS, TEXAS, THAT: Hardy McAlister is hereby appointed to succeed Lee Williamson, who was appointed on a temporary basis, as the member of the Wichita County Appraisal District Board of Directors to represent the City of Wichita Falls subject to the confirmation of the Wichita Falls Independent School District. Such appointment is for a two-year term beginning on January 1, 1982. Moved by Alderman Thomas that Resolution No. 2946 be passed, appointing Hardy McAlister to the Wichita County Appraisal District Board of Directors, (replacing Lee Williamson) . Motion seconded by Alderman Smith, and carried by the following vote. Ayes : Mayor Hill , Aldermen Shearman, Hampton, Russell , Smith, Thomas and Boston Nays: None Moved by Alderman Thomas that Pat Jones be reappointed to the Design Review v Commission for a two-year term to expire December 31, 1983, and that Marilyn Church, Larry Tanner, and Thomas Young be appointed for the same two-year terms (replacing Lana McDonald, Jim Killibrew, and Sid Lambert) . Motion seconded by Alderman Shearman, and carried unanimously. The Board of Aldermen adjourned at 11:08 A.M. PASSED AND APPROVED this day of < 1982. —� Mayor ATTEST: City Clerk A RECEIVED IN CITY CLERK'S OFFICE Date By STATE OF TEXAS COUNTY OF WICHITA This agreement made and entered into this 15th day of December, 1981, by and between the City of Wichita Falls, Texas, hereinafter called "City" , and Chester Williams, hereinafter called "Williams" , WITNESSETH: For and in consideration of the covenants hereinafter contained to be kept and performed by the parties hereto, City and Williams hereby agree as follows: Williams shall furnish and deliver meals for persons confined in the city jail at the Police Station, 610 Holliday Street, for one year, beginning approximately January 1, 1982 . City shall purchase such meals from Williams during this one- year period. Williams shall prepare, deliver and serve such meals in accordance with the specifications and the bid form attached hereto, which are incorporated herein, and- he shall perform all of the other obligations contained in such two documents. City shall pay for such meals in accordance with such two documents, and perform all other obligations contained therein. IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as of the day and year first set out above. CITY OF WICHITA FALLS, TEXAS By: Bach, City Manager ATTEST: City Clerk `�tll Chester Williams r City of Wichita Falls Police Department Confinement deals Specifications Bids are requested to furnish and deliver meals for persons confined in the City jail at the Police Station, 610 Iiolliday Street, according to the following specifications. Approximate annual volume is 24,000 meals. Vendor shall prepare, deliver, and serve three meals per day for each person confined in the City jail. The jailor on duty shall order the number of meals prior to each serving time in accordance with the number . of persons confined in the City jail. The food served shall provide approximately 4,000 calories per day and shall consist of the following: ZL Morning meal: Oatmeal or cream of wheat served with Pet milk and sugar, one donut, a pressed ham sandwich and coffee. Noon and evening meal: Two vegetables, potatoes, greens, beans or spaghetti. one serving of meat to be either stew meat, meatballs, meatloaf, chicken wings, weiners or smoth- ered steak. Fresh bread and coffee. 1. All fried foods shall be prepared in fresh oils or short- ening. o 2. The meat serving at the noon and evening meal shall be varied to the extent that three different meats shall be served during each Sunday-through-Saturday week. The r. four vegetables listed for the noon and evening meal may be served in any combination but all vegetables must be served at least twice during the Sunday-through-Saturday week. Bread served with the noon and evening meal shall be wrapped separately. 3. The confinement supervisor on duty during any period at which meals may be ordered shall at any time inspect and reject any meal that does not meet the specifications under the contract which is awarded. 4. Tile contracting firm. shall be given a reasonable length of time to assemble and deliver such meals after the order is placed, but the morning meal shall be served no later than 8:30 a.m. , the noon meal no later than 12:30 p.m. , and the evening meal no later than 4:45 p.m. City of Wichita Falls Police Department Confinement Meals Specifications, cont. Page 2. 5. The contracting firm shall furnish all equipment necessary in serving meals such as dishes, pots, paper containers, etc. All meals must be served by the contractor. P" The vendor shall state the price per each meal and the vendor will be paid bi-monthly according to the total number of meals served during each bi-monthly period. r- d Page 3 of 3 Pages Agenda Item No. 8.b. Purchaslnq Department CITY OF WICHITA FALLS CITY OfjWHITA FALLS C. Box 1431 REQUEST FOR QUOTATION (Number must appear on ALL correspondenceo Wichita Falls, Texas. 76307 THIS IS NOT AN ORDER t1.�13!nl u;lt1' 3221611 EXT 211 Bid Close 10.00 a.m. ...... Telephone: Area Code 817 Room 113. %9m. Aud. INSTRUCTIONS I Y' 'Ir Mortal lnn tr,ho ln:ide pn !'alll. I'lie second i „r,:c,ui till•. F Y.Quote oil aizernates if unable- Chester Williams W bid on iwms listed. 1100 Harding 3. Furnish slYecifications on all Wichita Falls TX items bid. , 4.federal Excise Taxes are ex- empted, also Federal Trans- lxlrtit)on Tax. 5.Slate Sales Taxes arp exPmp- I od. 6. Return thi- Iin u if unable to L quote at once 7. Slav"N TrAde Name or brand 1 In 9);ll'e 11114! Gent omen: ' • Plc;lie quote us on al Iir•les listed I,rl• c. The right is resersed to accept or wjert all or � r i part of your offer, and to accept the 1Aer the Board of Aldermennider considers We rnost ad,antageous W the Cite. Any sul,gestions as to quantity to -i-wre abetter price are / Y �� welcome. I I'ur llllut, : rtjtYt. RETURN BID IN PINK ENVELOPE PROVIDED ' These columns to h,: tilled in by firm quoting. ITEA1 QUANTITY DESCRIPTION -- -- -- 6R4ND UNIT --- — _�„ 'A( -�— `ELfVERY NO. NAME VINU NFI I'RNIE DATE 1 24,000 EA (More or Less ) .,onfi tirmc li , 1�:1-,K for 1 v2r 3 the City jail at the Fo1_ica St'tion 01 necord.Anco with City Spenific co 24,000 x $2.33 = ons attached . 1 I$55,920.00 qwnti is approximate Orly, for a on- year t uFply. If more or less is nonled, 9idder ogroes to sntnrl;; a ordinEl;; and at price Yid. I It. is i.ut9ndi-A that purchaons beEin approximately Januaty 1, UK. In t) e eveA the pIrposal_ herein N ilcC'..'.FLod b': UP City, and the v idor, n,r„-iches fhe contl-act, tin vendor shall he Bahl:, for liquidated damages i-r an imouvt 11 to cn perc nt (109 of the total amount% of the bid. I I F^Z ADDITIC':"tI T Ci;MA11;N. UALL OR WI?I Wichita Falls Police Depar•Lmont 7t. Don Filcher t 0 Pax. 1431 Phone: f'17 02—r6n 1 , Ext 30." I i Each Bid must be sealed in separate envelope, addressed to Purchasing Agent, City of Wichita Falls, and have Bid Number and closing date marked on outside of envelope. Above Prices are F. O. 11. _ Ternl� Prirint: (F. O. 8. Delivered unless otherwise stated) (NET — 10th unless otherwise stated) IF1rm unless otherwise stated( Shipment will be made from Date /1' �.`�.4 19 �j� SIGNEIJ: CONTRACT CHAIIG` ORDER Change Order F I haft' 11t" PII11)E'1 1981 CONTRACT FOR: Phase V . cfllOrlt \l)rOl Of OWNER: City of I,JichiLa Falls — T0: Timmins-Ander son Cnrl�r>r,ll. i _ ConT. or�— ------You are hereby requested to comply foilowiny r_hanges from the contract plans and specification; : DESCRIPTION'+ OF CHANGES DECREASE INCREASE Supplemental flans pecificatir�ns 11tt,:, i.cd) [n l:ont-ract Price In Contract, Price emova econs .ruck iori of -- Pavement 12 Inches in Depth 400 .7 SY (a S34 .13 13,695 .93 Removal & Rec_onstruction of Concrrlte Valley Gutter 6 in Depth 13 SY @ S31 .50 409 .50 �) Removal Y, Reconst.rurl.ion of l;rrncrel.r: Pavement P Inches in Depth 12 SY @ S2; .00 324 .00 1)FAL $ 409 .5O 14 ,019 .93 NET CHANGE IN CO TRACT r'R I CE 1, S 13 ,610 .43 Justification: To add pavement removal in taxiway and t,_) adjust for "As-Built" quantities . the amount or the Contract wiI l rw Increased) Icy thol sl,;n of Thirteen thousand six hundred ten and 4 '"100 I)ollars(S 13 ,610.43) the ,on .r-ac . Total i ncZudin(l h I=onpr()%%ioUss—Fii(iil(l,P r F7 � ri 1 I he : Eighty threo thousand three hundred t;%,,,llr y five F, 2-3%10O Dol lor,,( S 83 ,325 .23) w ,on .rac , erIor �ar�ov ided Tor cn�iil:�T�inn wi e I ncr(':I,,ed a .+ `++ * i 30 Days . This rir�cuiner-T wiTT—Tii����;ue a >ul,ple,rir�nt the _rrnt.r ��� i rlrld III l�cov isions will apply herr'to. Requested : a-t e /-?Recommended : (Ti Weer Date) ( V A(�r.epted " a c�.iTi� Date) 1 THE STATE OF TEXAS COUNTY OF WICHITA 0 AGREEMENT FOR PUBLIC POUND SERVICES This agreement made and entered into as of the lst day of January, 1982, by and between the City Council of Wichita Falls , Wichita County, Texas , as Party of the First Part , hereinafter called "City" and the Humane Society of Wichita County , Texas , in said State, as Party of the Second Part , hereinafter called "Society" . WHEREAS , the Society proposed to operate an Animal Reclaim Center for the purpose of sheltering lost , unwanted, sick, and injured animals until humanely disposed of in accordance with the Wichita Falls Animal Control Ordinance and the humane principles of the said Society; The parties hereto agree to the utilization of the Animal Reclaim Center to be owned and operated by the Society, as the normal place of impoundment of all dogs, cats, livestock (horses, cows, goats, etc . ) , and miscellaneous animals seized in accordance with the provisions of the Wichita Falls Animal Control Ordinance under the following conditions: 1 . The City agrees that it is fully responsible under the provisions of the said Animal Control Ordinance for carrying out all enforcement provisions, and that the Society will not be required to apprehend and seize any animals found running at large . However, the Society agrees to provide emergency service to injured, sick,or distressed animals, and to be fully responsible for all enforcement provisions pertaining to observation and release of animals impounded for bites and rabies observation. 2 . The City agrees that all animals apprehended and seized within the confines of the City of Wichita falls by its duly appointed wardens, shall be delivered to the above described Animal Reclaim Center, there to be impounded under the exclusive control and custody of the Society for periods of time as required by State law and the City Animal Control Ordinance . 3. The City agrees to pay to the Society the following fees for live animals received from within the city limits of the City -2- of Wichita Falls : a. For animals received from wardens of the Citv of Wichita Falls : Dogs : $5. 00 per animal Cats : $5 . 00 per animal Livestock : $10 . 00 per animal Misc. $5 . 00 per animal b . Rabies observation : $10 . 00 per animal 4 . The Society agrees to pay the City for the following fees : a. For all revenue from the sale of tags : Fee provided by City Ordinance in effect at the time of the sale . b . For impoundment fees : Livestock : $50 . 00 All Other : $25 . 00 C. For all boarding fees collected: $3 . 50 per day per animal d. For all vaccination fees collected: Fee amounts established by Board of Health. 5. It is mutually agreed between the two parties that the City shall receive all fees in paragraph 4 of this contract and shall pay the fees due the Society in paragraph 3 of this contract within fourteen (14) days after receipt of monthly records and reports as required in Section 13. 6 . The City represents to the Society that it has in force an ordinance providing for the vaccination and licensing of dogs, and the vaccination of cats, providing for impounding of dogs running at large, and providing for the condemnation or sale of animals, and that while this contract is in effect , such ordinances will be continued in force . The City agrees that so far as it is concerned, and to the extent that it has power so to provide, every animal not claimed and redeemed by the owner before the expiration of three days from the date of impoundment if untagged; five days if tagged; or during the time required for rabies observation as provided by applicable state law, shall become the sole and exclusive property of the Society, so that neither the City nor any agency, nor agent of the City, nor of the State of Texas, nor any institution, cor- poration , nor individual shall have any claim or right to any animal -3- not claimed and redeemed as provided. And the City agrees that so far as it is concerned, the Society shall have the undisputed right , consistent with the ordinances of the City to humanely dispose of every animal given into its custody in accordance with its principles as follows : a. To place in the home of a new owner . b. To humanely destroy such animals as are not claimed by owners and which are not suitable for placement in new homes . 7. Society agrees that all financial statements , reports , etc . shall be on forms as approved by the City . 8. The Society agrees to accept each and every animal delivered to its Animal Reclaim Center located at Wichita County , Texas, by the wardens of the City and to provide each and every such animal with shelter, food, water, and all other humane treatment of animals coming into its custody and control . 9. The Society agrees that it will keep the Animal Reclaim Center open to the public for not less than 7 hours per day on Monday, Tuesday, Thursday and Friday, and not less than 5 hours per day on Wednesday and Saturday for the purpose of giving owners ample opportunity to redeem their impounded animals . The City shall have the right to deliver animals to the Animal Reclaim Center at anytime. 10. The Society agrees that it will require every owner seeking to redeem an impounded animal to pay the appropriate impoundment fee (livestock - $50; all other - $25) , plus the cost of board at the rate of $3. 50 per day for each day of impoundment after the date of impoundment . Further , the Society will require the owner of every impounded animal to pay all applicable fees including licensing and vaccination fees of an impounded animal which has not been inoculated against rabies and licensed before redeeming such animals . 11 . The Society agrees that in accordance with paragraph 6 of this agreement that , if the owner of an impounded animal shall claim the animal prior to the Society disposing of the animal under (a) or (b) of that paragraph , the Society shall collect from the -4- owner the total impoundment , vaccination , boarding and licensing fees due . 12 . The Society agrees to collect all impounding, vaccination , boarding and licensing fees from animal owners which are payable under this contract and/or existing City ordinances or any amend- ment thereto. And further, that the Society will send to the City a statement of all such fees collected during the preceding month. 13 . The Society agrees to provide to the City the following documents: a. A detailed monthly record to include the following, which pertains only to animals brought to the Animal Reclaim Center by animal control wardens of the City of Wichita Falls: (1) The number of dogs, cats , livestock and miscellaneous animals received by the Society . (2) The number of animals euthanized. (3) The number of animals in rabies observation , to be broken down as to number redeemed by owners and number of days in custody. b . A monthly record of revenue collected from the sale of tags (licensing) , impoundment of livestock and other animals, boarding fees, and vaccination fees at the Animal Reclaim Center. C. A complete , yearly financial statement of the Society' s revenues and disbursements from all sources . Each such financial statement shall be certified as true and correct . The City reserves the right to require a complete audit of the records at any time . 14 . It is mutually agreed that any and all donations, contri- butions, or any other thing of value, given to the Society and its agents as a result of any service performed in carrying out the provisions of this contract , shall be the exclusive property of the Society, and that the City shall have no claim or interest therein. 15 . It is mutually agreed that the Society shall provide facilities for rabies observation . Animals delivered to the Society -5- by the City for rabies observation shall be isolated for a period of at least 10 days . Prior to being redeemed by the owner , any such animal shall be examined by a licensed Veterinarian , at the owner ' s expense, and the Society shall collect from the owner a fee of $3.50 per day for board and care . The City agrees to pay to the Society for every animal so isolated $10 . 16 . It is mutually agreed that the Society shall have the sole and exclusive right to determine the responsibility of persons offering to become the owners of unclaimed animals and the suitability of homes offered and shall have the sole and exclusive right to accept or reject such applicants for unclaimed animals . 17. It is mutually agreed that neither party to this contract shall be bound by any conditions not expressly stated in this agreement . Further, it is mutually agreed that in all cases of conflict between this contract and the Wichita Falls Animal Control Ordinance, the Ordinance shall prevail . 18. It is mutually agreed to by and between the parties hereto that : a. This contract shall be for four years and nine months, with the initial term expiring on September 30, 1986 . b. At the conclusion of the term of this contract , the contract shall be automatically extended for a like term, unless at least sixty (60) days notice is given by either party, of a decision not to extend. However, no more than three ( 3) extensions shall be allowed. C. Notwithstanding anything to the contrary , during the terms of the contract or any extension thereof, either party may terminate the contract upon sixty (60) days written notice to the other party . 19. It is mutually agreed that no member of the Humane Society Board of Directors shall have a financial interest , direct or indirect , in the contract between the Society and the City . 20. It is mutually agreed that the fees provided herein may be renegotiated within ten (10) days written notice of either party, said renegotiated fees not to become effective less than twelve (12) months following the execution of this agreement , or -ti- the effective date of the last preceding fee schedule . It is further mutually agreed that any amendments made to this contract upon being agreed to and signed by both parties shall become part of this contract . 21 . It is mutually agreed that this contract revokes all former agreements , written and oral , entered into by the parties . IN WITNESS WHEREOF, the said City, and the said Society, have hereunto caused their respective corporate names and seals to be hereunto subscribed and affixed by their respective officers first thereunto duly authorized as of the 1st day of January , 198-1 . CITY OF WICHITA FALLS ATTEST: BY: Ci y Manager City Clerk ATTEST : HUMANE SOCIETY OF WICHITA COUNTY . . BY: ' resident . Shelter ire r APPROVED: Cit Atto Uy SECTION 8 ADMINISTRATIVE CONTRACT STATE OF TEXAS KNOW ALL MEN BY THESE PRESENTS: COUNTY OF WICHITA This agreement made and entered into this the day of , 1981, by and between the City of Wichita Falls, Texas, a municipal corporation, hereinafter called City, and Community Action Corporation of Wichita Falls and North Texas Area, hereinafter called CAC. WITNESSETH: FOR AND IN CONSIDERATION of the mutual covenants herein contained, City and CAC agree as follows: I. CAC shall administer the program of providing lower-income housing assistance within the City of Wichita Falls, Texas, under the authority of Section 8 of the Housing and Community Development Act of 1974, Pub. L. 93-383; 88 Stat. 633; and codified as 42 U.S.C.A. SEC. 1437f. City shall be contracting with the United States Department of Housing and Urban Development (hereinafter referred to as HUD) for the administration of this program. CAC shall be acting as a subcontractor of the City strictly for the administration of this program. All contacts with HUD regarding this program shall be made through City. II. CAC shall comply with all the provisions of the Administrative Plan for the Operation of the Housing Assistance Payment Program of the City of Wichita Falls, Texas, which is attached hereto as Exhibit "A", the provisions of which are incor- porated herein. III. The term of this agreement shall be from January 1, 1982 to midnight, June 30, 1982. If either party to this agreement should desire to terminate it prior to the date of expiration, they may do so by giving thirty days notice in writing to the other party of their intention to terminate this agreement; otherwise, this agree- ment shall continue in full force and effect until the expiration of the term set out above. During the final 30 days of the contract, CAC shall closely coordinate all allied functions of the program to ensure an uninterrupted transition of the function to the City of Wichita Falls. Page 4 of 22 Pages Agenda Item No. 10b X. CAC shall submit a list of landlords, tenants and amounts due to be paid to these individuals, to City on the third Tuesday of the month, for payment on the Monday nearest the first of the month. This list shall include any changes made during the month. XI. CAC shall comply with the provisions of the Equal Opportunity Housing Plan (EOHP) attached hereto as Exhibit "B", which are expressly incorporated herein and made a part of this agreement. It is expressly agreed that the EOHP may be amended at any time by mutual agreement in writing signed by both parties to this agreement. XII. CAC shall hold City harmless from any damages or injury to persons or property and from any responsibility for any financial errors caused by or arising out of CAC's operation and administration of the Section 8 Housing Assistance Program for City. XIII. CAC shall comply with the provisions contained in the Terms and Conditions Constituting Part II of the Annual Contributions Contract, a copy of which is attached hereto as Exhibit "C", and which are expressly incorporated herein and made a part of this agreement. IN WITNESS WHEREOF, the parties hereto have caused this agreement to be signed as of the day and year first above written. CITY OF WICHITA FALLS, TEXAS BY: Stuart Bach, City Manager ATTEST: City Clerk Page 6 of 22 pages. Agenda Item No. 10.b. COMMUNITY ACTION CORPORATION SECTION 8 HOUSING PROGRAM BUDGET Salaries $16,876.00 Memberships 140.00 Travel 746.00 Supplies 250.00 Telephone 150.00 Utilities 120.00 Unemployment 75.00 Workman Compensation 50.00 FICA 1,131.00 Health Insurance 350.00 Advertising 125.00 Postage 700.00 Reproduction 180.00 Total 20,893.00 Wage 8 of 22 pages. Agenda Item No. 10.b. ADMINISTRATIVE PLAN , page 2 E. The Housing Director will create and maintain a listing of available housing units by bedroom size and current rent. This will be accomplished by surveying current Section 8 owners, local property management concerns, newspaper listings and contacts through the Rental Property Association. To maintain a current listing, a monthly telephone survey will be conducted to provide updates. II. PLANS FOR THE ADMINISTRATION OF PROGRAM FUNCTIONS A. Outreach to Families and Contact with Owners 1. Generally, the outreach procedures described in Equal Opportunity Housing Plan (EOHP) in Section I will be employed. In the event this effort does not produce an application group consistent with the goal, an intensification of advertising through area media and a concentra- tion of outreach programming in neighborhood action groups will be utilized. 2. In the event the outreach plan stimulates a flow of applicants greater than the capacity to accommodate the flow, a waiting list and/or a suspension of application taking will be initiated as described in the EOHP, Section III-A, attached. 3. Owners and the real estate community will be informed of the program utilizing the procedures described in the EOHP, Section II, attached. 4. To insure that sufficient units are located outside areas of impac- tion, the Community Development Section of the Planning Department will monitor the location of all units. If sufficient units are not evident, then an intensification of outreach to owners and property managers will be accomplished. B. Completion of Applications, Determination of Eligibility and Selection of Families. 1. Applications will be accepted on the 2nd and 4th Mondays of the month. The Housing Administrator will arrange an appointment for each family to attend a tenant briefing. Applicants will be informed to bring all necessary data to complete their application. The Housing Administrator will assist each applicant during the briefing in the completion of the full application. Preliminary eligibility will be determined at this time. If the appli- cant appears to be eligible, he will be given a certificate holder's packet. The Housing Administrator will explain all items contained in the certificate holder's packet as well as 1) how to find a suitable unit, 2) the need to shop around, 3) the known available units, 4) the implication of the utility allowance, 5) lease procedures, and 6) tenant rights and responsibilities. If the application procedure results in more applications than units, a waiting list will be developed. This list will provide information sufficient to determine priorities for assignment to units as units become available. If the waiting list becomes such as to preclude a family from receiving a unit in a calendar year, application-taking will be suspended in accordance with the EOHP, Section III-A. Page 10 of 22 pages. Agenda Item No. 10.b. ADMINISTRATIVE PLAN, page 4 2. The Housing Administrator will be responsible for determining the amount of Gross Family Contribution (HUD 7420.7, Chapter 4) . The Office of the Executive Director of CAC shall review twenty percent (20%) of the determinations in order to insure accuracy of the calcu- lations. On a quarterly basis, the CD Section of the Planning Department will perform a monitoring visit. At this time a spot-check of calculations will determine that proper procedures are being followed. D. Briefing of Families and Issuance of Certification 1. The methodology to be followed in providing information concerning the program will 'be that described in the EOHP at Objective I. 2. The additional assistance to be provided families approaching expiration of certificates will be on an as needed basis to be performed by the Housing Administrator. In the case of an encountered housing discrimina- tion, the procedure listed in the EOHP Section IV will be provided. 3. If it becomes necessary to extend a Certificate beyond 60 days, the Housing Administrator will review the case. If a justifiable cause is determined, e.g. , lack of available units, insufficient unit authoriza- tions, etc. , the Administrator may grant additional 60 day extensions, not to exceed one calendar year. E. Housing Quality Standards and Inspections 1. The housing acceptability criteria described in Housing Inspection Manual for the Section 8 Housing are hereby established as minimum housing quality standards. 2. The following internal system will be used to obtain unit inspections, both initially and for reinspections: (a) The City of Wichita Falls will perform inspections using City Housing Code Enforcement officers. Inspections will be scheduled as requests are submitted to eliminate any possible discrimination complaints. The inspection form to be used shall be HUD Form-52580. (b) The City of Wichita Falls will submit the list of inspection results to Community Action Corporation as inspections are performed. (c) If the unit fails inspection, the family and the owner will be notified by mail. Differences in perception of the adequacy of the unit will be resolved by the Housing Administrator. (d) The Housing Administrator will keep a file by month of contract execution for annual re-inspection. (e) The Housing Administrator will maintain a list of Request for Lease Approval, showing date of request, date submitted for inspection, and date inspected. This information will also be retained in each family's file. Page 12 of 22 pages. Agenda Item No. 10.b. ADMINISTRATIVE PLAN, page 6 (b) A listing of any changes which occurred during the month: 1. If the change is a utility allowance charge, supporting documentation will be provided; 2. If the change results in a new contract, the contract will be provided; 3. If the payment is occurring for the first time, contract and utility allowance documentation will be provided. (c) If the payment is for damages or lost rent, an explanation will be attached. Checks will be processed by the City and returned to CAC for mailing to recipients on the first Tuesday of the month. Rent checks for units vacated during the last two weeks will be returned to the City with an explanation. Although HUD does not require that miscalculations in income verification resulting in overpayments be refunded to the Section 8 budget, CAC will correct errors as soon as they are discovered. The City will monitor CAC's administration of the Section 8 program, but assumes no responsibility for any errors, or discrepancies discovered or undiscovered during monitoring efforts. CAC will keep all records pertaining to family eligibility, income verifi- cation, unit inspections and leases in a manner suitable for an unannounced federal performance audit. CAC will submit a statement to the City each month for expenses incurred during the month. CAC will keep all necessary supporting data on all expenditures. The City will receive only an itemized list once a month, signed by the Executive Director of CAC. Statements received by Wednesday will be paid the following Monday. (Figure 2) Section 8 staff persons will be included in the regular CAC payroll which the City now processes. CAC will maintain supporting data for all expenses incurred in a manner suitable for an unannounced federal financial audit. The City will maintain a bank account, and a basic general ledger on an accrual basis, prepare a monthly financial statement, and make payments on CAC certified expenses. H. Information and Assistance for Participating Families 1. The Housing Administrator will maintain a file by month of leases execution for reexamination of units and recertification of a family income. A special reexamination will be made for a decrease in family income or a change in family size between annual recertifications. All tenants will be recertified annually. Page 14 of 22 pa es. Agenda Item No. lb.b. ADMINISTRATIVE PLAN, page 8 J. Complaints and Appeal 1. The Housing Administrator will assist the affected family in referring the case to the Human Relations Commission as described in the EOHP, in preparing appropriate forms, and in contacting the HUD field office if required. 2. If legal questions arise in the appeals process, the City Attorney's office will provide appropriate support. K. Monitoring Program Performance 1. Two primary goals are maintained in meeting the housing needs of Wichita Falls: a) to promote greater housing opportunities for lower income families, and b) to stimulate tenant applications and parti- cipation from a wide range of lower income families. Also, establishing and maintaining quality administrative management practices is of top priority. 2. In order to promote greater housing opportunities the Community Action Corporation will, in addition to previously outlined activities: a. Become a member of the Rental Property Association and meet with at least five members of the association each month. b. Meet with the Board of Realtors at least quarterly. c. Meet with at least five property management concerns each month. 3. In order to stimulate tenant applications and participation, CAC will, in addition to previously outlined activities: a. Visit with Neighborhood Action Groups quarterly. b. Visit with Senior Citizen groups at least quarterly. c. Visit with at least 15 tenant families each month in their homes. d. Distribute information brochures to all local agencies and organiza- tions that are contacted by lower income families and elderly, handicapped, or disabled families. 4. In order to maintain administrative quality, the Community Development Section of the Planning Department will perform quarterly monitoring visits utilizing the HUD Handbook 7420.3 as a guideline to insure program achievement. 5. Community Action Corporation will maintain a 95% occupancy rate. In order to achieve and assure this minimum level, a monthly bedroom utilization report will be provided to the City (Figure 3) . In addition to the completion of this report, a narrative of objectives will be attached which will clearly outline the activities to be conducted during the coming month. This activities list will indicate the work elements required to assure a 95% occupancy rate and the inspection requirements to be met. Page 16 of 22 pages. Agenda Item No. 10.b. ADMINISTRATIVE PLAN, page 10 SALARY AND CONTRACT COSTS BY FUNCTION STAFF L CONTRACTS INTAKE FUNCTIONS ON GOiNG FUNCTIONS TOTALS A B C D E F G H I J K L M N 0 P Q R S T M KC DE iE RXIK f- Nl4EMCX El;T CO VIER CKCu42 POST-KC MQllI IgS1itOX,IITLE Y " x'RHT MYw K TO OI Ri, 4161L I ir; Pf[EMS 40ME RfXi; iM r SSE IIfI EC! TI�I� l wOGIM MTxe12 101Y O KSU IriIOX ! ~ RF4YI9Lf IErOERi O+O STRI/r NO APYRUvf M»QITS fpl p Inaosus /RnE •sslsr avin Iw+ILT Iulxis .reva- �n '� KLMAKF C.-TUBS IKIYE; INSrFCT ILREEEExi, ILLPW<f fxlil lEi IKOMC IOKS MD MQ TUTUS- IIELIt i T( F.RIELIX / Liti C.X, /OtC Ix 4PTM5 iRx�K KM T CO515 * Planner P0 -0- -0 X X 5400 540 ?�* Accountant 7 -0- -0- X 1260 126 ** I-0- I X -0- 3800 380 ** Admnstrator X 0- I X X X X X -0- X X X X X X 7330 7330 *** Clerk X -0- X X X -0-1. X X X 5055 505 Secretary X 0- X X X -0- X 4490 449 *-< i CONTRACTS 10''LL To,. RE olo LIK 110 1GUL >VNUL -0- -0- 27335 27335 '"***Community Ac ion X X X X X X X X X X 20891 208 Corporation TO rolti rout E�rorxL 4822 * These personnel are City and CDBG funded personnel reimbursed from Section 8 Administrative fees on an actual time spent basis. ** These dollar amounts are estimated annual costs based on average past expenditures. *** These salaries are for the period July 1 - December 31, 1982. **** See attached contract budget. Page 18 of 22 pages. Agenda Item No. 10.b. ADMINISTRATIVE PLAN, page 12 SECTION 8 HOUSING ASSISTANCE PAYMENTS PROGRAM MONTHLY BILLING PAGE OF AS OF: CONTRACT NO. RECIPIENT VENDOR NO. HAP (1) UTILITY ('_) SUB TOTAL PAGE BILLING TOTAL I HEREBY CERTIFY THAT THE FOREGOING PAYMENTS HAVE BEEN REVIEWED AND ARE ELIGIBLE FOR PAYMENT. SUPPORTING DOCUMENTATION IS ATTACHED HERETO. HOUSING DIRECTOR DATE BILLING KEY: REVIEWED.AND APPROVED FOR PAYMENT HAP PAYMENT (1) UTILITY ALLOWANCE (2) DAMAGE CLAIM (3) DATE VACANCY CLAIM (4) PARTIAL PAYMENT (5) CHANGE IN PAYMENT (DOCUMENTATION ATTACHED) (6) CHECKS RECEIVED DATE (Figure 1) Page 20 of 22 Pages Agenda Item No. 10.b. ADMINISTRATIVE PLAN, page 14 i I I z V O 'L H � q n C C] .- '!. f O N V, fH-1 a) F,ll = W F O c i < F � q < C M < H F ' H � NZ F H a U �1 ti O U U < W H 4: U C N < W N 1- H < C H F H [ H F a rW+ F [ O a H vai 6 W �_ W C N p H W H Z O •• U O > O W W C w < O � < y C q H G Z J z o j Z O o U c z c � � I E-4 c 1 r�+ Ln W cc oiL c < j I'i i l i l p f"zz (Figure 3) Page 22 of 22 pages. Agenda Item No. 10.b. CONTRACT CHANGE ORDER ORDER NO. 1 DATE: 12/8/81 CONTRACT FOR: Holliday Creek Clearing & Cleaning Project OWNER: City of Wichita Falls TO: Zack Burkett Company Graham, Texas You are hereby requested to comply with the following changes from the contract plans and specifications : DESCRIPTION OF CHANGE AMOUNT 1. Change in contract value due to changes in quantities of bid items . (increase) $18 , 000 Old Contract Price $36 , 000 New Contract Price $54 ,000 JUSTIFICATION: Increase in quantities to extend the amount of work projected at hourly rental rates . :This document will become a supplement to the contract and all provisions will apply hereto. Requested: (Owner) (Date) Accepted: (Contractor) (Date) Page 2 of 3 pages Agenda Item No. ATTACHMENT TO ORDINANCE NO. 3857 CITY OF WICHITA FALLS LONE STAR GAS COMPANY TARIFFS & SCHEDULES Item A. The following rates are the maximum applicable to residential and commercial consumers per meter per month or for any part of a month for which gas ser- vice is available at the same _location. Summer rates shall be applicable between the meter reading dates in May and October. Winter rates shall be applicable at all other times. Residential : Winter Summer Customer Charge $4 . 5000 $4 . 5000 All Consumption at 3. 0481 Per Mcf 2 . 7981 Per Mcf If the service period is less than 28 days, the customer_ charge is $ . 1607 times the number of days service. Commercial : Winter Summer Customer Charge $ 7 . 5000 $7 . 5000 All Consumption at 3 . 0481 Per Mcf 2 . 7981 Per Mcf If the service period is less than 28 days, the customer chara_e is $ . 2679 times the number of days service. Bills are due and payable when rendered and must be paid within ten days from the monthly billing date. Item B. Gas Cost Adjustment Each monthly bill at the above rate shall be adjusted for gas cost as follows : ( 1) The city gate rate increase or decrease applicable to current billing month residential and commer- cial sales shall be estimated to the nearest $0. 0001 per Mcf based upon: 2 (a) A volume factor of 1. 0266 determined in establishing the above rates for the dis- tribution system as the ratio of adjusted purchased volumes divided by adjustec sales volumes. (b) The city gate rate estimated to be applicable to volumes purchased during the current calendar month, expressed to the nearest $0. 0001 per Mcf (shown below as "Re" ) . (c) The base city gate rate of $2 . 4624 per Mcf. (2) Correction of the estimated adjustment determined by Item B (1) above shall be included as part of the adjustment for the second following billing month. The correcting factor (shown below as "C") shall be expressed to the nearest $0 . 0001 per Mcf based upon : (a) The corrected adjustment amount based upon the actual city gate rate, less (b) The estimated adjustment amount billed under Item B (1) above, divided by (c) Distribution system residential and commercial sales Mcf recorded on the Company' s books during the prior year for the month that the correction is included as part of the adjustment. (3) The adjustment determined by Item B (1) and Item B (2) above shall be multiplied by a tax factor of 1. 05208 to include street and alley rental and state occupation tax due to increasing or decreasing Company revenues under this gas cost adjustment provision . In summary, the gas cost adjustment (GCA) shall be determined to the nearest $0 . 0001 per Mcf by Item B (1) , Item B (2 ) and Item B (3) as follows: GCA = (Item B (1) + Item B (2) X Item B (3) GCA = ( 1. 0266) (Re-$ 2 . 4624) + C X 1. 05208) Item C. Tax Adjustment The tax adjustment shall be an amount equivalent to the proportionate part of any new tax, or increased 3 tax, or any other governmental imposition , rental , fee or charge (except state, county, city and special district ad valorem taxes and taxes on net income) levied, assessed or imposed subsequent to January 1 , 1981, upon or allocable to the Company' s distribution operations , by any new :)r amended law; ordinance or contract. Item D. Schedule of Service Charges (1) Reconnect Charge In addition to the charges and rates set out above, the Company shall charge and collect the sum of; Schedule Charge 8 a.m, to 5 p.m. Monday through Friday $20. 00 5 p.m. to 8 a.m. Monday through Friday 30 . 00 Saturdays, Sundays, and Holidays 30 . 00 as a reconnect charge for each reconnection or reinauguration of gas service, where service has been discontinued at the same premises for any reason, with the following exceptions. (a) For a builder who uses gas temporarily during construction or for display pur- poses. (b) For the first occupant of the premises. (c) whenever gas service has been temporarily interrupted because of system outage, service work or appliance installation done by Company; or (d) For any reason deemed necessary for Com- pany operations. (2) Appliance, Gas Light, and Air Conditioning Service Charges 5 Increments All Hours 15 minutes $ 5 . 00 30 minutes $10. 00 45 minutes $15 . 00 60 minutes $20. 00 All new company-sold air conditioning units serviced free of charge for one year from date of installation . No additional charge for second employee (helper) . Labor charges in excess of factory allowances for warranty replacement and repair will be passed on to the customer. (3) Charges for replacing Service Lines Item or Service Charge Basic service charge for all replacement work $40. 00 Prebent Riser with Support Post $20 . 00 Noncorrodible Prebent Riser $15. 00 Stopcock $ 4 . 95 Ditch, replace 1 1;4 inch (or smaller) pipe, and obtain city inspection $ 2 . 00 per foot Remove grass , ditch, replace 1 1/4 inch (or smaller) pipe , obtain city inspection and replace grass $ 2 . 30 per foot Work performed on overtime basis at customer ' s request $60. 00 per hour l/ Disconnecting and reconnecting ser- vice line at main when line is replaced by other contractors $40 . 00 A firm price quotation will be made on the basis of labor, material , and other costs for replacing service lines larger than 1 1/4 inch in size. 1/ Computed at one-fourth the hourly rate for each 15 minute period or fraction thereof. The same work performed on a call-out basis will be charged at the overtime rate with a two-hour minimum charge. • 6 (4) Main Line Extension Rate (Residential) The charge for extending mains beyond the free limit established by Lone Star Gas , or any free limit established by city franchise is $4 . 50 per foot except for large commercial and indus- trial consumers which are handled on an actual cost per foot basis. (5) Returned Check Charges A returned check handling charge of $5 is made for each check returned to the Company for reasons of non-sufficient funds, account closed, payment withheld, invalid signature or improper preparation.