Benbrook MINUTES OF THE MEETING OF THE BENBROOK CITY COUNCIL THURSDAY, JANUARY 2, 2025 The regular meeting oft the Benbrook City Council was held on January 2, 2025 at 7:00 p.m. in the Council Chambers with the following Council members present: Jason Ward, Mayor Renee Franklin Larry Marshall Gary Addison Laura Mackey Keith Tiner Also Present: Jim Hinderaker, City Manager Ethan Cox, Assistant City Manager Beth Fischer, City Secretary Bennett Howell, Director of Public Services I. CALL TO ORDER Meeting called to order at 7:00 p.m. by Mayor Ward. Il. INVOCATIONPLEDGE OF ALEGIANCE Invocation was given by Pastor Allen Bramlett - Trinity Hills Baptist Church The Pledge of Allegiance recited. III. CITIZEN COMMENTS ON ANY AGENDA ITEM IV. MINUTES 1. Approve minutes of the regular meeting held December 19, 2024 Motion by Dr. Marshall, seconded by Ms. Mackey to approve the minutes of the regular meeting held December 19, 2024. Vote on the Motion: Ayes: Ms. Franklin, Dr. Marshall, Mayor Ward, Mr. Addison, Ms. Mackey, Mr. Tiner 1 Noes: None Motion carries unanimously. V. REPORTS FROM CITY MANAGER A. GENERAL G-2681 Interlocal Agreement with Tarrant County for the FY2024-25 Asphalt Overlay Program Bennett Howell gave the following report: For many years, the City of Benbrook has collaborated with Tarrant County to complete the City's annual asphalt Street Maintenance Program (Program). Through the terms included in the yearly Interlocal Agreements, the City pays for the asphalt and Tarrant County provides the equipment and labor needed to complete the Program at no charge to the City. This year, like the past couple of years, Tarrant County, due to staffing and equipment limitations, is unable to complete the City's full list of streets included in the Program and has limited the City to completion of the following streets: Table 1 - Street Overlays By Tarrant County From Cross Length Width Priority Street Name To Cross Street Street (ft) (ft) 1 Westerly Rd Chapin Rd Dead End 2,525 28 2 Westvale Dr Westerly Rd Chapin Rd 1,255 28 3 Sagebrush Rd Westvale Dr Beechwood Dr 1,025 28 4 Cresthill Rd Ferndale Dr Beechwood Dr 1,025 28 Willow Bend 5 Westerly Rd Pinewood Dr 1,000 28 Rd 6 Beechwood Dr Westerly Rd Willow Bend Rd 1,000 28 7 Redwood Dr Westerly Rd Willow Bend Rd 1,015 28 8 Pinewood Dr Westerly Rd Williams Rd 1,360 28 9 Herndon Dr Williams Rd Dead End 1,940 28 10 Hale Ct Herndon Dr Cul De Sac 210 28 11 Shipley Ct Herndon Dr Cul De Sac 235 28 12 Watkins Ct Herndon Dr Cul De Sac 235 28 This equates to 2.43 miles of streets paved using Tarrant County Road and Bridge crews. The funding for the Tarrant County portion of the FY2024-25 Program ($432,776) will come from the General Fund and is budgeted for FY2024-2025. A separate contract for the milling operation will be brought before City Council for approval. Motion by Dr. Marshall, seconded by Mr. Tiner to approve the Interlocal Agreement with Tarrant County for a portion of the City's FY2024-25 Asphalt Overlay Program 2 Vote on the Motion: Ayes: Ms. Franklin, Dr. Marshall, Mayor Ward, Mr. Addison, Ms. Mackey, Mr. Tiner Noes: None Motion carried unanimously. B. CONTRACTS C-376 Milling contract to TexOp Construction, LP Bennett Howell gave the following report: The Interlocal Agreement (ILA) with Tarrant County to complete a portion ofi the City's FY2024-25 annual asphalt Street Maintenance Program (Program) is scheduled for City Council approval on January 2, 2025. Per the terms of the ILA, the City pays for the asphalt and Tarrant County provides the equipment and labor needed to complete the Program, except for the street milling, at no charge to the City. Through a separate purchasing ILA with Tarrant County, the City is able to contract with TexOp Construction, LP to complete the street milling portion of the Program for $102,144. The City has worked successfully with TexOp Construction, LP on previous projects. The street milling contract will be funded from the Public Works operating budget as authorized by the City Council in the FY2024-25 annual budget Motion by Mr. Addison, seconded by Ms. Franklin to approve the milling contract with TexOp Construction, LP for $102,144. Vote on the Motion: Ayes: Ms. Franklin, Dr. Marshall, Mayor Ward, Mr. Addison, Ms. Mackey, Mr. Tiner Noes: None Motion carried unanimously. C-377 Asphait contract to Austin Asphalt Bennett Howell gave the following report: The Interlocal Agreement (ILA) with Tarrant County to complete a portion of the City's FY2024-25 annual asphalt Street Maintenance Program (Program) is scheduled for City Council approval on January 2, 2025. Per the terms of the ILA, the City pays for the asphalt and Tarrant County provides the equipment and labor needed to complete the program, except for the street milling, at no charge to the City. 3 Through a separate purchasing ILA with Tarrant County, the City is able to contract with Austin Asphalt to provide the asphalt for the Program for $432,776. The City has worked successfully with Austin Asphalt on previous projects. The asphalt contract will be funded from the Public Works operating budget as authorized by the City Council in the FY2024-25 annual budget. Motion by Dr. Marshall, seconded by Ms. Mackey approve the asphalt contract with Austin Asphalt for $432,776. Vote on the Motion: Ayes: Ms. Franklin, Dr. Marshall, Mayor Ward, Mr. Addison, Ms. Mackey, Mr. Tiner Noes: None Motion carried unanimously. C-378 Reclaim contract to Texas Bit Bennett Howell gave the following report: For many years, the City of Benbrook has collaborated with Tarrant County to complete the City's annual asphalt Street Maintenance Program (Program). While the annual Program has been a great benefit to Benbrook, Tarrant County is unable to complete the entire list of streets included in this year's Program, and the remainder of the Program is proposed to be contracted to other vendors. The proposed reclaim contract with Texas Bit for $743,181.60 utilizes our existing Interlocal Agreement with Ellis County. Texas Bit has done an excellent job for the City in the past, most recently completing the City's 2024 Street Maintenance Program. The annual Program is included in the Capital Improvement Program approved by City Council. For fiscal year 2024/2025, $4.185 million was budgeted for the entire program. This portion of the program will reclaim approximately 2,790 linear feet of roadway, as detailed in Table 1: Table 1 - Reclaim Street Street From Cross To Cross Street Length Width Street (ft) (ft) Williams Rd Chapin Rd Llano Ave 2,790 42 The contract will be funded by the Public Works operating budget. 4 Motion by Mr. Tiner, seconded by Mr. Addison to approve the reclaim contract with Texas Bit for $743,181.60. Vote on the Motion: Ayes: Ms. Franklin, Dr. Marshall, Mayor Ward, Mr. Addison, Ms. Mackey, Mr. Tiner Noes: None Motion carried unanimously. C-379 Milling and striping contracts to Texas Bit Bennett Howell gave the following report: For many years, the City of Benbrook has collaborated with Tarrant County to complete the City's annual asphalt Street Maintenance Program (Program). While the annual Program has been a great benefit to Benbrook, Tarrant County is unable to complete the entire list of streets included in this year's Program, and the remainder of the Program is proposed to be contracted to other vendors. The proposed Milling and Striping contracts with Texas Bit for $608,480.90 utilizes an existing Interlocal Agreement with Ellis County. Texas Bit has done an excellent job for the City in the past, most recently completing the City's 2024 Program. The annual Program is included in the Capital Improvement Program approved by City Council. For FY2024-25, $4.185 million was budgeted for the entire program. This portion of the Program will mill 44,325 linear feet of roadway as detailed in Table 1 below. The contract also includes restriping the streets as needed. Table 1 - Milling and Overlay Streets Street From Cross To Cross Street Length Width Street (ft) (ft) Mesquite Tr Timbercreek Rd Timberline Dr 1,375 28 Mistletoe Rd Timbercreek Rd Mesquite Tr 390 28 Locust St Timbercreek Rd Mesquite Tr 400 28 Park Dr Timbercreek Rd Parking Lot 750 28 Park Parking Lot Parking Lot Parking Lot 230 40 Timberline Dr Timbercreek (W) Timbercreek (E) 5,250 28 Timberline Ct Timberline Dr Cul de Sac 400 28 High Ridge Rd Timbercreek Rd Timberline Dr 2,800 28 Edgewood Tr Timbercreek Rd High Ridge Rd 590 28 Hilltop Pass Timbercreek Rd High Ridge Rd 865 28 N. Hilltop Pass High Ridge Timberline Dr 265 28 S. Timber Ct Hilltop Pass Timberline Dr 1,120 28 5 Table 1 - Milling and Overlay Streets From Cross Length Width Street To Cross Street Street (ft) (ft) Edge Hill Rd Hilltop Pass. Timberline Dr 1,405 28 Timbercreek Timberline Dr Willow Way 1,450 28 Rd Mulberry Dr Timbercreek Rd Shady River 1,250 28 Spruce Ln Mulberry Dr Willow Way 710 28 Willow Way Timbercreek Rd Mulberry Dr 775 28 Shady River Ct North South 1,810 28 Timbercrest Dr Arrow Wood St Mercedes St 1,700 28 Mercedes St Winscott Rd Dead End 2,750 38 Cottonwood Tr Mercedes Rd Timbercreek Rd 2,160 28 Poplar St Cottonwood Tr Highbush Dr 360 28 Highbush Dr Winscott Rd Cottonwood Tr 610 28 Tealwood St Cottonwood Tr Dead End 135 28 Dogwood Dr Cottonwood Tr Juniper Ln 870 28 Arrow Wood Mercedes Rd Dogwood Dr 700 28 St Juniper Ln Arrow Wood St Dead End 730 28 Tobie Layne St Winscott Rd Melvin Dr 4,620 28 Thistle Ct Tobie Layne St Cul de Sac 265 28 Ash Ct Tobie Layne St Cul de Sac 200 28 Oak Ct Tobie Layne St Cul de Sac 260 28 Holly Ct Tobie Layne St Cul de Sac 265 28 Karen Ct Tobie Layne St Cul de Sac 265 28 Elderberry Ct Tobie Layne St Cul de Sac 230 28 Delta Ct Tobie Layne St Cul de Sac 230 28 Barbara Dr Tobie Layne St Dead End 110 28 Crepe Myrtle Tobie Layne St Cul de Sac 230 28 Ct Briar Ct Tobie Layne St Cul de Sac 230 28 Aspen Ct Tobie Layne St Cul de Sac 230 28 Melvin Dr Tobie Layne St Briar Run 760 28 Prince Dr Melvin Dr Cul de Sac 1,600 28 Briar Run Melvin Dr Briarcreek Rd 2,980 28 The contracts will be funded by the Public Works operating budget. Motion by Dr. Marshall, seconded by Ms. Franklin to approve the milling and striping contracts with Texas Bit for $608,480.90. Vote on the Motion: Ayes: Ms. Franklin, Dr. Marshall, Mayor Ward, Mr. Addison, Ms. Mackey, Mr. Tiner 6 Noes: None Motion carried unanimously. C-380 Overlay contact to Texas Bit Bennett Howell gave the following report: For many years, the City of Benbrook has collaborated with Tarrant County to complete the City's annual asphalt Street Maintenance Program (Program). While the annual program has been a great benefit to Benbrook, Tarrant County is unable to complete the entire list of streets included in this year's Program, and the emainder of the Program is proposed to be contracted to other vendors. The proposed Overlay contract with Texas Bit for $2,000,093.84 utilizes our existing Interlocal Agreement with Dallas County. Texas Bit has done an excellent job for the City in the past, most recently completing the City's 2024 Street Maintenance Program. The annual Program is included in the Capital Improvement Program approved by City Council. For fiscal year 2024/2025, $4.185 million was budgeted for the entire program. This portion of the program will overlay approximately 44,325 linear feet of roadway, as detailed in Table 1 below: Table 1 - Milling and Overlay Streets Street From Cross To Cross Length Width Street Street (ft) (ft) Mesquite Tr Timbercreek Rd Timberline Dr 1,375 28 Mistletoe Rd Timbercreek Rd Mesquite Tr 390 28 Locust St Timbercreek Rd Mesquite Tr 400 28 Park Dr Timbercreek Rd Parking Lot 750 28 Park Parking Lot Parking Lot Parking Lot 230 40 Timberline Dr Timbercreek (W) Timbercreek (E) 5,250 28 Timberline Ct Timberline Dr Cul de Sac 400 28 High Ridge Rd Timbercreek Rd Timberline Dr 2,800 28 Edgewood Tr Timbercreek Rd High Ridge Rd 590 28 Hilltop Pass Timbercreek Rd High Ridge Rd 865 28 N. Hilltop Pass High Ridge Timberline Dr 265 28 S. Timber Ct Hilltop Pass Timberline Dr 1,120 28 Edge Hill Rd Hilltop Pass limberline Dr 1,405 28 Timbercreek Rd Timberline Dr Willow Way 1,450 28 Mulberry Dr Timbercreek Rd Shady River 1,250 28 Spruce Ln Mulberry Dr Willow Way 710 28 Willow Way Timbercreek Rd Mulberry Dr 775 28 7 Table 1 = Milling and Overlay Streets Street From Cross To Cross Length Width Street Street (ft) (ft) Shady River Ct North South 1,810 28 Timbercrest Dr Arrow Wood St Mercedes St 1,700 28 Mercedes St Winscott Rd Dead End 2,750 38 Cottonwood Tr Mercedes Rd Timbercreek Rd 2,160 28 Poplar St Cottonwood Tr Highbush Dr 360 28 Highbush Dr Winscott Rd Cottonwood Tr 610 28 Tealwood St Cottonwood Tr Dead End 135 28 Dogwood Dr Cottonwood Tr Juniper Ln 870 28 Arrow Wood St Mercedes Rd Dogwood Dr 700 28 Juniper Ln Arrow Wood St Dead End 730 28 Tobie Layne St Winscott Rd Melvin Dr 4,620 28 Thistle Ct Tobie Layne St Cul de Sac 265 28 Ash Ct Tobie Layne St Cul de Sac 200 28 Oak Ct Tobie Layne St Cul de Sac 260 28 Holly Ct Tobie Layne St Cul de Sac 265 28 Karen Ct Tobie Layne St Cul de Sac 265 28 Elderberry Ct Tobie Layne St Cul de Sac 230 28 Delta Ct Tobie Layne St Cul de Sac 230 28 Barbara Dr Tobie Layne St Dead End 110 28 Crepe Myrtle Ct Tobie Layne St Cul de Sac 230 28 Briar Ct Tobie Layne St Cul de Sac 230 28 Aspen Ct Tobie Layne St Cul de Sac 230 28 Melvin Dr Tobie Layne St Briar Run 760 28 Prince Dr Melvin Dr Cul de Sac 1,600 28 Briar Run Melvin Dr Briarcreek Rd 2,980 28 The overlay contract will be funded by the Public Works operating budget. Motion by Ms. Franklin, seconded by Mr. Tiner to approve the overlay contract with Texas Bit for $2,000,093.84. Vote on the Motion: Ayes: Ms. Franklin, Dr. Marshall, Mayor Ward, Mr. Addison, Ms. Mackey, Mr. Tiner Noes: None Motion carried unanimously. VI. INFORMAL CITIZEN COMMENTS VII. COUNCIL MEMBER AND STAFF COMMENTS 8 VII. ADJOURNMENT Meeting adjourned at 7:16 p.m. APPROVED: Jason Ward, Mayor/ ATTEST: Elizabeth Fischer, City Secretary 9