Min - City Council - 1986 - 01/16 - RegularALLEN CITY COUNCIL
REGULAR SESSION
JANUARY 16, 1986
Present:
Absent•
Joe Farmer, Mayor Pro Tem
City Staff:
Jon McCarty, City Manager
Marty Hendrix, City Secretary
The regular session of the Allen City Council was called
to order by Mayor Rodenbaugh at 7:35 p.m. on Thursday, January 16,
1986, in the Council Chambers of the Allen Municipal Annex,
One Butler Circle, Allen, Texas.
CONSENT AGENDA
(Agenda Item II)
MOTION: Upon a motion made by Councilman Wolfe and seconded
by Councilman Koch, the Council voted 6 - 0 to approve
and adopt all items on the Consent Agenda as recom-
mended and as follows:
A. Approval of City Council Minutes of January 2,
1986 - Regular Session.
B. Authorization to city staff to pay bills associated
with the 1979 Capital Improvement Program as
follows:
1. Allen Independent School District $ 808.12
Collin County $ 157.52
City of Allen Tax Office $ 649.96
Payment of taxes for 1985 on
property purchased by the city
for right-of-way on Main Street.
2. Angel Concrete Company $67,174.29
Contract for Construction of
Main Street - Phase I -
Estimate No. 2
3. Graham Associates, Inc. $5,040.00
Construction of Main Street -
Phase I - Construction Staking -
Services Thru: 12-31-85
4. Graham Associates, Inc. $5,635.00
Construction of Main Street -
Phase I - Engineering Design
and Contract Administration of
Phase I, including revising
Main Street Plans to reflect
new design for sidewalks.
Services Thru: 12-31-85
a
Wq
Donald P. Rodenbaugh, Mayor
Members:
Council
Jim McClure
Rex Womack
Jim Wolfe
Jim Pendleton
Gary Koch
Absent•
Joe Farmer, Mayor Pro Tem
City Staff:
Jon McCarty, City Manager
Marty Hendrix, City Secretary
The regular session of the Allen City Council was called
to order by Mayor Rodenbaugh at 7:35 p.m. on Thursday, January 16,
1986, in the Council Chambers of the Allen Municipal Annex,
One Butler Circle, Allen, Texas.
CONSENT AGENDA
(Agenda Item II)
MOTION: Upon a motion made by Councilman Wolfe and seconded
by Councilman Koch, the Council voted 6 - 0 to approve
and adopt all items on the Consent Agenda as recom-
mended and as follows:
A. Approval of City Council Minutes of January 2,
1986 - Regular Session.
B. Authorization to city staff to pay bills associated
with the 1979 Capital Improvement Program as
follows:
1. Allen Independent School District $ 808.12
Collin County $ 157.52
City of Allen Tax Office $ 649.96
Payment of taxes for 1985 on
property purchased by the city
for right-of-way on Main Street.
2. Angel Concrete Company $67,174.29
Contract for Construction of
Main Street - Phase I -
Estimate No. 2
3. Graham Associates, Inc. $5,040.00
Construction of Main Street -
Phase I - Construction Staking -
Services Thru: 12-31-85
4. Graham Associates, Inc. $5,635.00
Construction of Main Street -
Phase I - Engineering Design
and Contract Administration of
Phase I, including revising
Main Street Plans to reflect
new design for sidewalks.
Services Thru: 12-31-85
a
Wq
ALLEN CITY COUNCIL
JANUARY 16, 1986
Page 2
CONSENT AGENDA (cont'd) (Agenda Item II)
C. Authorization to city staff to pay bills associated
with the 1985 Capital Improvement Program as
follows:
1. MBank - Dallas $ 1,1752.50
Acceptance Fee - 538
Certificates Issued for
General Obligation Bonds -
1985
2. Crawford Utility Contractor, Inc. $ 4,960.00
Contract for Emergency Repair
to Storm Sewer in the Windridge
Addition on Windsor Street -
December 16, 1985
3. Graham Associates, Inc. $ 3,000.00
Engineering Services Con-
nected with research and
plats for Malone Road for
right-of-way on Malone Road
for Greengate School Park
Site - Services Thru:
12-31-85
D. Schedule of Taxes Receivable as of December 31, 1985
E. Approval of Specifications and Authorization to
Solicit Bids for a 3/4 Ton Truck for the Water and
Sewer Department.
F. Set February 6, 1986 as the Public Hearing Date
on a Request to Amend Planned Development Shopping
Center No. 5 and Site Plan Approval on .661 Acres
of Land Located East of Fountain Park Drive and
North of F.M. 2170, as requested by Braum's Ice
Cream.
G. Set February 6, 1986 as the Public Hearing Date on
a Request for a Specific Use Permit and Site Plan
Approval for a Private Stable on a Nine Acre Lot
Presently Zoned R-2 and Allow a Front Yard Fence
Variance from 30' to 20' on Property Fronting the
East Side of State Highway 5, North of the First
United Methodist Church, and East of Willow Creek
Estates, as requested by Don Jones.
The motion carried.
End of Consent Agenda
Resolution No. 673-1-86(R):
A Resolution by the City
Council of the City of Allen,
Collin County, Texas, Establishing
Policy of Participation and
Payment for Reconstruction for
Portions of F.M. 2170 and State
Highway 5. (Agenda Item III)
Bill Petty, Director of Community Development, presented to
and spoke before the Council on the proposed resolution that
would establish a policy of participation and payment for recon-
struction of portions of F.M. 2170 and State Highway 5.
ALLEN CITY COUNCIL
JANUARY 16, 1986
Page 3
Resolution No. 673-1-86(R) (cont'd) (Agenda Item III)
Mr. Petty reviewed the resolution and advised that payment
for reconstruction would be handled differently on the two
thoroughfares. Participation in funding on F.M. 2170, from
U.S. 75 to Allen Heights Drive, would be through the assessment
process after actual construction on the roadway took place.
Participation in funding on State Highway 5, between Chaparral
Drive and Exchange Boulevard, would be collected on a pro rata
share basis from each property owner along this roadway by
means of escrowing the funds at the time of development. These
funds would provide for landscaping, street lighting, sidewalks,
irrigation and signalization. The state would provide the
funds for the actual paving improvements.
Mr. Petty advised the Council that per City Council's
direction, the city staff had proceeded with this policy on
the current developments occurring on State Highway 5 at
this time. Mr. Petty pointed out the pro rata cost on State
Highway as reflected in the resolution. The cost was $95.19
per linear foot.
The Council discussed with city staff the inclusion of
an automatic escalation clause in the resolution to allow
for the increase in costs that will be experienced in the
coming months and years. Mr. Petty advised that the city
staff would come back before the Council to change that
figure as the need arises.
MOTION: Upon a motion made by Councilman McClure and seconded
by Councilman Womack, the Council voted 6 - 0 to
approve and adopt Resolution No. 673-1-86(R), as
captioned previously. The motion carried.
Consideration of Adoption
of Design for City Flag (Agenda Item IV)
Mark Thornton, Director of Parks and Recreation Department
and city staff representative to the City of Allen's Sesqui-
centennial Committee, presented to and spoke before the Council
on the proposed design for a city flag as recommended by the
Sesquicentennial Committee.
Mr. Thornton presented a drawing of the proposed flag
design and advised that the original lettering had been changed
by the committee to the type shown in the drawing. Mr. Thornton
advised that the committee felt the bolder lettering would be
easier to read. Mr. Thornton pointed out the colors of the
flag would be red and blue on a white background.
The Council briefly discussed the proposed design and
how exactly that design would appear on a flag. The Council
also discussed that perhaps the city should consider having
a copyright placed on the design so that its use can be
limited to the desires of the city.
MOTION: Upon a motion made by Councilman Pendleton and seconded
by Councilman Womack, the Council voted 6 - 0 to
approve the design for the City of Allen's flag as
presented, in accordance with the recommendation of
the Sesquicentennial Committee. The motion carried.
17
ALLEN CITY COUNCIL
JANUARY 16, 1986
Page 4
Authorize Contracting for
Legal Services Relating
to the City of Allen's
Telephone Extended Area
Service Request to the
Public Utility Commission (Agenda Item V)
City Manager Jon McCarty spoke before the Council on
a letter written by Andrew Kever, attorney with the firm of
Bickerstaff, Heath & Smiley, regarding the city's case for
Extended Area Service and distributed copies of the letter
to the Council. The letter was dated January 13, 1986.
Mr. McCarty advised the Council of the need to hire an
attorney to represent the city in this case and advised of
the meeting with Mr. Kever in Austin on January 3, 1986,
with members of the Council's subcommittee on the telephone
service. Mr. McCarty also stated that Mr. Kever had gone
with them to the hearing before Judge Holder and had made
a very good presentation for the city. Mr. McCarty then
reviewed a resume that Mr. Kever had prepared, which had
been provided to the Council for review, and pointed out
Mr. Kever's qualifications.
Mayor Rodenbaugh spoke to the Council on his impressions
of the meeting with Mr. Kever, Mr. Kever's actions in the
hearing before Judge Holder, and the city's need to hire
an attorney for this case.
Councilman Wolfe also spoke in regards to his impressions
of Mr. Kever and the city's needs for an attorney in this
situation with the particular expertise for this type of case.
The Council discussed with city staff and the members
of the Council's subcommittee the costs to be expected for
Mr. Kever's services and if the expenses would be open-ended.
MOTION: Upon a motion made by Councilman Womack and seconded
by Councilman Koch, the Council voted 6 - 0 to approve
the authorization to contract for legal services
with Andrew Kever, attorney with the firm of Bickerstaff,
Heath & Smiley, relating to the City of Allen's telephone
Extended Area Service request to the Public Utility
Commission. The motion carried.
Staff Update on Single
Family Housing Inventory (Agenda Item VI -A)
Bill Petty, Director of Community Development, spoke before
the Council on the update of single family housing inventory.
Mr. Petty reviewed with the Council each of the charts that
had been provided to them. The charts included house size
distribution of single family dwelling units constructed and
under construction as of January 1, 1986; the increase of single
family dwelling units from June 1982 to December 13, 1985 by
house size; increase of single family dwelling units from December 31,
1984 to December 31, 1985 by house size; and the percentage
actual compared to goals. Another chart showed the different
house sizes in the city and the number located in each of the
city's housing subdivisions, as well as the number of apartment
complexes by developments.
The Council discussed the various charts and how these
figures related to market demands.
Mr. Petty advised the Council that the population figure
for the city was estimated to be 14,650 at the end of 1985.
This item was received as a matter of information. There
was no action taken on this item.
ALLEN CITY COUNCIL
JANUARY 16, 1986 Page 5
Appointment to Library Board (Agenda Item VI -B)
City Secretary Marty Hendrix advised the Council that
their boards/commission notebooks had been updated and only
two data sheets had been submitted for consideration to fill
the vacancy now existing in Place No. 6 on the Library Board.
Ms. Hendrix also advised the Council that the term for Place
No. 6 would be expiring in June so the Council would be
considering this appointment again in May.
The Council discussed the appointment, the number of
members on the Library Board, and the postponement of the
appointment until May.
It was the consensus of the City Council that this
appointment be considered in May along with other terms of
office that are due to expire in June.
Interim Report on Computer Study (Agenda Item VI -C)
Michael Stanger, Administrative Assistant to the City
Manager, spoke before the Council on the status of the computer
study being conducted for the city by the North Central Texas
Council of Governments.
Mr. Stanger advised the Council that the Police Department's
computer needs had been separated from this study since that
department has no need to link up with other city departments
and most of their work will need security from other departments.
Mr. Stanger advised of the needs of the various departments
and how certain departments can be tied together for a linkage
of information. He also advised of various types of software
programs that are available and packages that the city might
want to consider in the beginning stages. Mr. Stanger also
explained that they were looking into the viability of the
city's 34 System now and for the future.
Mr. Stanger pointed out that the study was leaning towards
the purchase of micro computer stand alone units for the various
departments and advised of the types on the market and the
availability of clones which can be purchased at a lower price
but which can provide the program and hardware needs requested
by the city.
The Council discussed the need to consider a communication
network as the city grows and the various departments split off
to other locations, the compatibility of the software and the
hardware; and the need to develop a schedule of where the city
is now and what the future plans will entail.
This item was received as a matter of information. There
was no action taken on this item.
Items of Interest to the Council
(Agenda Item VI -D)
City Manager Jon McCarty advised the Council of the need
to again conduct a water and sewer rate study and using
Lewis McLain to do this study. Mr. McCarty explained to the
Council that Mr. McLain would review the most recent audited
financial statements for the most current fiscal year, look
at the current fiscal year, review capital improvements,
review consumption data, look into financial objections of
the city for operating reserve targets, bond issues, etc.,
and update the rate model and produce a multi-year financial
plan.
Mr. McCarty explained to the Council that this study
would not include reviewing or changing the rate structure
as determined last year, i.e., the declining rate structure.
Mr. McCarty added that if the Council wanted to look at that
then this study would be much more involved and cost more to
conduct.
19
ALLEN CITY COUNCIL
JANUARY 16, 1986
Page 6
Items of Interest to the Council (cont'd) (Agenda Item VI -D)
Mr. McCarty advised the Council that the proposal on the
rate study to be conducted by Lewis McLain would be brought
before the Council for their consideration at the February 6,
1986 regular meeting.
The Council discussed the need to look at the rate
structure and the possibility that it should be reviewed and
discussed.
City Manager McCarty spoke before the Council on the
contents of the city's comprehensive plan and the portion
of the plan that relates to economic development and the
city's active role in that objective. He explained that
a new program called "TEXCEL" had been developed by the
Texas Economic Development Commission and was intended to
assist communities across the state in developing their
basic economic development skills.
Michael Stanger, Administrative Assistant to the City
Manager, presented the new program to the Council in more
detail and distributed information for the Council's review.
Mr. Stanger explained how the "TEXCEL" program was structured
and what the city had to do to be considered as a participant
in the program.
The Council discussed if this program was feasible for
the city at this time, the costs involved in this program,
the amount of staff needed to handle this program, what the
city would be expected to provide, how this program was
developed by the state, what other entities in the city
would be involved in the process, and what the city was
doing now to promote economic development.
After the discussions, it was the consensus of the Council
that more information needed to be provided to the Council on
this program before a decision can be made as to whether the
city may want to participate. City Manager McCarty advised
that he would provide more information to the Council before
their workshop scheduled for Tuesday, January 21st.
Mayor Rodenbaugh spoke to the Council on a joint meeting
of the City of Allen and the City of Plano to be held on a
date in February and that an important agenda item for that
meeting would be in getting Plano's support for Allen's
request for Extended Area Service and how Allen's request
will effect some of Plano's residents in new developments.
Mayor Rodenbaugh advised that the proposed dates for the meeting
were February 11th or 12th. The Council discussed the meeting
dates and the consensus of the Council was to hold the meeting
on Tuesday, February 11th, as the first choice. Mayor Rodenbaugh
pointed out that Allen was the host of this meeting and it
would be held where the cities could have dinner and a meeting,
probably in Plano at the Holiday Inn or Harvey House. The
Council would be notified of the place and time at a later
date.
Mayor Rodenbaugh recessed the regular session of the Allen
City Council into Executive Session at 8:55 p.m. on Thursday,
January 16, 1986.
ALLEN CITY COUNCIL
JANUARY 16, 1986
Executive Session
Page 7
(Agenda Item VII)
In accordance with Article 6252-17, V.A.T.C.S. (Open
Meetings Law), the Allen City Council convened into Executive
Session at 9:00 p.m. on Thursday, January 16, 1986, in the
Conference Room of the Allen Municipal Annex, One Butler
Circle, Allen, Texas, to discuss matters pertaining to
real estate negotiations.
The Executive Session was adjourned at 9:45 p.m.
Reconvene: Authorize
Purchase of Park and Pump
Station Property (Agenda Item VIII)
The Allen City Council reconvened into regular session
at 9:47 p.m. on Thursday, January 16, 1986, in the Council
Chambers of the Allen Municipal Annex, One Butler Circle,
Allen. Texas.
City Manager Jon McCarty spoke before the Council on
the purchase of land for a park and pump station site.
MOTION: Upon a motion made by Councilman McClure and seconded
by Councilman Wolfe, the Council voted 6 - 0 to
authorize city staff to purchase the city's share
of the Greengate Park/School site, located on
Malone Road, and to authorize negotiations for a
pump station ground storage site. The motion
carried.
Adjournment
MOTION: Upon a motion made by Councilman Wolfe and seconded
by Councilman Womack, the Council voted 6 - 0 to
adjourn the regular session of the Allen City Council
at 10:00 p.m. on Thursday, January 16, 1986. The
motion carried.
These minutes approved on the 6th day of February
1986.
Marty Hendrr CITY SECRETARY