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Min - City Council - 1986 - 05/15 - RegularALLEN CITY COUNCIL REGULAR SESSION MAY 15, 1986 Present: Donald P. Rodenbaugh, Mayor Council Members: Jerry Wilson Rex Womack Jim Wolfe Jim Pendleton Jack Pennington 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 7:34 p.m. on Thursday, May 15, 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 Womack, the Council voted 6 - 0 to approve and adopt all items on the Consent Agenda as recommended and as follows: A. Approval of City Council Minutes of May 1, 1986 - Regular Session. B. Authorization to city staff to pay bills associated with the 1979 Capital Improvement Program as follows: Hannah Construction Company, Inc. $212,910.00 Contract for Construction of Ford Park Swimming Pool and Ball Fields Application No. 7 - Period: 3-30-86 to 4-20-86 C. Authorization to city staff to pay bills associated with the 1985 Capital Improvement Program. There were no bills for payment at this time. D. Schedule of Taxes Receivable as of April 30, 1986 E. Ordinance No. 700-5-86: An Ordinance of the City of Allen, Collin County, Texas, Annexing the Herein- after -Described Territory to the City of Allen, Texas, Approximately 37.418 Acres Located in the Francis Dosser Survey, Abstract No. 280; Collin County, Texas, and Extending the Boundary Limits of the City so as to Include Said Hereinafter -Described Property Within the City Limits and Granting to All Inhabitants and Owners of Said Property All of the Rights and Privileges of Other Citizens and Binding All Inhabitants by All the Ordinances, Acts, Resolutions and Regulations of Said City; Providing a Severability Clause; and Providing for the Effective Date of Said Ordinance. i4�7 ALLEN CITY COUNCIL MAY 15, 1986 Page 2 CONSENT AGENDA (cont'd) (Agenda Item II) F. Set June 5, 1986 as the Public Hearings Date on a Request to Annex 10.6461 Acres of Land Located at the Northwest Corner of the Intersection of F.M. 2170 and F.M. 2551, as requested by property owner, Mohamed Dibas, Real World Investments, Inc. The motion carried. End of Consent Agenda Presentation of the New City of Allen Flag (Agenda Item III) Mayor Rodenbaugh recognized Bonnie Garritson, who designed the city's flag, and presented her with a certificate of appreciation for her work in the design and also presented her with a large flag and a small flag. The City of Allen flag was presented to the public and photographs taken with Mrs. Garritson. Public Hearing: Request for a Specific Ordinance No. 701-5-86: An Ordinance of the City of Allen, Collin County, Texas, Amending Comprehensive Zoning Ordinance No. 366-10-81, of the City of Allen as Heretofore Amended so as to Attach a Specific Use Permit With Conditions for a Private Stable in an R-2 District Known as the Don Jones Addition, With Site Plan Approval, Restricting the 9 Acre Tract in the William Perrin Survey, Abstract No. 708, Said Tract Being Part of a 10 Acre Tract of Land Conveyed to Robert E. Lowman, Et Ux, from Gentry T.Jones, Et Al, Dated January 11, 1964; Providing for a Penalty; Providing for an Effective Date; and Providing for Publication of the Caption. Mayor Rodenbaugh read the request into the record as follows: "Public Hearing to Consider a Request for a Specific Use Permit for a Private Stable and Accessory Building for 400, Incidential Storage and for Residential Use in an R-2 Zoning District and Request for Site Plan Approval on Property Located at 507 South Greenville." Tony Rossi, representing property owner, Don Jones, presented to and spoke before the Council on behalf of this request for a specific use permit for a private stable and accessory building for incidential storage for residential use. Mr. Rossi pointed out that this request had been before the Council in February of 1986 and was denied. There had been some minor changes made to the request, thus the resubmission for approval. The stable would contain only three horses and a portion of it would be an accessory building to store equipment such as lawnmower, tools, etc. Mr. Rossi advised that the horses would be for use by the property owners and would not be a horse breeding business. go Use Permit for a Private Stable and Accessory Building for Incidential Storage for a Residential Use and Request for Site Plan Approval on a 9 Acre Tract Zoning: R-2 (Residential) Location: 507 South Greenville Requester: Don Jones, property owner (Agenda Item IV) and Ordinance No. 701-5-86: An Ordinance of the City of Allen, Collin County, Texas, Amending Comprehensive Zoning Ordinance No. 366-10-81, of the City of Allen as Heretofore Amended so as to Attach a Specific Use Permit With Conditions for a Private Stable in an R-2 District Known as the Don Jones Addition, With Site Plan Approval, Restricting the 9 Acre Tract in the William Perrin Survey, Abstract No. 708, Said Tract Being Part of a 10 Acre Tract of Land Conveyed to Robert E. Lowman, Et Ux, from Gentry T.Jones, Et Al, Dated January 11, 1964; Providing for a Penalty; Providing for an Effective Date; and Providing for Publication of the Caption. Mayor Rodenbaugh read the request into the record as follows: "Public Hearing to Consider a Request for a Specific Use Permit for a Private Stable and Accessory Building for 400, Incidential Storage and for Residential Use in an R-2 Zoning District and Request for Site Plan Approval on Property Located at 507 South Greenville." Tony Rossi, representing property owner, Don Jones, presented to and spoke before the Council on behalf of this request for a specific use permit for a private stable and accessory building for incidential storage for residential use. Mr. Rossi pointed out that this request had been before the Council in February of 1986 and was denied. There had been some minor changes made to the request, thus the resubmission for approval. The stable would contain only three horses and a portion of it would be an accessory building to store equipment such as lawnmower, tools, etc. Mr. Rossi advised that the horses would be for use by the property owners and would not be a horse breeding business. go ALLEN CITY COUNCIL MAY 15, 1986 Page 3 Public Hearing: Request for a Specific Use Permit for a Private Stable and Accessory Building for Incidential Storage for a Residential Use and Request for Site Plan Approval on a 9 Acre Tract Requestor: Don Jones (cont'd) (Agenda Item IV) and Ordinance No. 701-5-86 Mr. Rossi presented the site plan of the property showing the location of the residence, the location of the private stable and accessory building for incidential storage, and the location of domestic quarters. The site plan also showed the driveway to the residence, the ingresses/egresses to State Highway 5 (Greenville Avenue), and the fence location around the property. Don G. Jones, property owner, spoke before the Council on his request. Mayor Rodenbaugh opened the public hearing. Dr. Anthony Vita, 402 E. Keith Drive, spoke before the Council in favor of this request. With no one else wishing to speak either for or against this request, Mayor Rodenbaugh closed the public hearing. The Planning and Zoning Commission, at their regular meeting held on April 10, 1986, recommended to the City Council approval of the specific use permit for a private stable as requested. The Planning and Zoning Commission further pointed out that the request limited the maximum number of horses to three and that the specific use permit would require review to determine expiration or continuance upon the vacancy of the premises either by sale or change of occupancy. MOTION: Upon a motion made by Councilman Wilson and seconded by Councilman Pennington, the Council voted 6 - 0 to approve the request for a specific use permit and site plan approval as presented and in accordance with the recommendation of the Planning and Zoning Commission, as stated; and to adopt Ordinance No. 701-5-86 as captioned previously. The motion carried. Review and Consider Items Related to the Capital Improvement Program Bond Sale (Agenda Item V) City Manager Jon McCarty spoke before the Council on the proposal recommended by city staff to sell city bonds prior to September 1st and pointed out some of the effects of H.R. 3838 on the city's municipal bonds. Mr. McCarty then reviewed in detail the proposed projects to be included in the general obligation bond sale. Those projects included streets, police and courts building construction, park land acquisition, and remodeling of the central fire station for a total bond amount of $7,000,000. Mr. McCarty then reviewed the projects to be included in the water and sewer revenue bond sale. Those projects came to a total of $2,200,000. 10 ALLEN CITY COUNCIL MAY 15, 1986 Page 9 Review and Consider Items Related to the Capital Improvement Program Bond Sale (cont'd) (Agenda Item V) Mr. McCarty distributed to the Council the first year bond budget of the 1985 bond program and a bond program summary by year for the total five years of the capital improvement pro- jects approved in the 1985 bond sale. Mr. McCarty pointed out that if the city sells the $7 million in bonds, the capital improvement program will be accelerated from what was originally planned. Mr. McCarty then distributed information on tax revenue distribution and calculation of estimated revenues and expendi- tures. Using overhead transparencies, Mr. McCarty explained each of the pages of information to the Council. Mr. McCarty pointed out that a combined debt service schedule had also been prepared for the Council's review,by the city's bond agent, showing the $7 million in general obligation bonds. Mr. McCarty reviewed and explained the calculation of the effective tax rate that the city must calculate and publish prior to the budget process and advised that an additional public hearing had to be held as well as additional notices published if the city proposed to have a tax increase of more than 3%. Mr. McCarty advised the Council that it is anticipated that the city would be considering a 5C tax increase if the city sells the $7 million in bonds this year. The Council discussed with city staff the interest rate used on the debt service schedule and the interest rate on the bonds that were sold by the city last year. Mr. McCarty reviewed for the Council the bond buyers' index and the interest rates on bonds that had been recently sold. The Council discussed with city staff whether there would be any matching grant funds available for park land acquisition from the state since the state is having budget difficulities at this time, if the city had a good chance of receiving those grant funds, how the grant funds are established, and when bond monies had to be in hand when applying for matching grant funds. City Manager McCarty advised the Council that the city staff was requesting action on the following items: 1. That authorization be given to the staff and the city's bond agent to proceed with bond sale and delivery of bonds prior to September 1, 1986. 2. Council decide on a process for reaching closure on the amount of bonds to be sold this year. 3. Council be aware of the potential ad valorum tax implications of this bond sale. There was considerable discussion by the Council with city staff on the original tax increase proposal that was developed during the capital improvements program and bond election, how that original proposal will be effected by this bond sale and the 5C tax increase, what the actual motivation should be to proceed with this bond sale and not the fact that action is pending in federal legislation, determining what projects are actually necessary at this time and not focusing on what effect it will have on the tax rate, if the city sells the bonds then the projects should proceed immediately and not hold back on the expenditure of the bond funds, how the federal legislation will effect the city's use of bond funds and the time period for expenditure of the bond funds, what penalties could be placed on the city should the legislation pass, when the deadline would be to determine the amount of bonds to be sold before September 1st, and making a decision on the projects as proposed and the amount of money needed to fund those projects. 148 ALLEN CITY COUNCIL AMY 15, 1986 Page 5 Review and Consider Items Related to the Capital Improvement Program Bond Sale (cont'd) (Agenda Item V) City Manager McCarty suggested to the Council that a work- shop session be scheduled in order to further discuss this proposal and in order for the city staff to provide the Council with more detailed information on the proposed capital improvement projects. The Council discussed the need for a workshop session and what additional information needed to be provided for them to get a clearer picture of the need to sell bonds at this time. The Council requested that city staff also provide information on the risks of selling the bonds prior to September 1st, what the risks are if they are not sold by September 1st, the pluses and minuses of the projects as presented, the exact timing of the projects and when bond monies need to be in hand for those projects, and to also provide the worst case scenairo and a best case scenario regarding H.R. 3838 and its effect on the city's municipal bonds. MOTION: Upon a motion made by Councilman Pennington and seconded by Councilman Wilson, the Council voted 6 - 0 to set a workshop session to discuss matters pertaining to the capital improvement program bond sale. The motion carried. There was lengthy discussion on an appropriate date and time for the workshop session and how long it would take the city staff to prepare the information requested. �s It was the consensus of the Council that the meeting be (`r+. held on Friday, May 30, 1986, from 6:30 p.m. to 8:30 p.m. City Manager McCarty requested that the Council consider at this time taking action on authorization to city staff to proceed with the audit for the sale of the water and sewer revenue bonds. MOTION: Upon a motion made by Councilman Pendleton and seconded by Councilman Womack, the Council voted 6 - 0 to authorize the city staff to proceed with the audit of the water and sewer revenue fund. The motion carried. Mayor Rodenbaugh recessed the regular session of the Allen City Council at 9:40 p.m. The meeting reconvened at 9:48 p.m. Approval of a Facilities Agreement Between the City of Allen and Bethany 409 Venture Concerning Construction of Roads and Parking at Ford Park (Agenda Item VI) Mark Thornton, Director of Parks and Recreation, spoke briefly before the Council on the proposed facilities agreement between the City of Allen and Bethany 409 Venture for the construction of roads and parking lot area at Ford Park. Mr. Thornton advised that as of this time, representatives of Bethany 409 Venture had not had a chance to fully review the facilities agreement but they were in agreement with the concept. Mr. Thornton stated that there might be some minor word changes in the agreement and if there were any major changes, the agreement would be brought back before the Council. lug ALLEN CITY COUNCIL MAY 15, 1986 Page 6 Approval of a Facilities Agreement Between the City of Allen and Bethany 409 Venture Concerning Construction of Roads and Parking at Ford Park (cont'd) (Agenda Item VI) City Manager Jon McCarty advised the Council that city The Council briefly discussed the wording used in agreements and contracts which states, "substantially in accordance with state law" and why the wording is stated in this matter. MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman Womack, the Council voted 6 - 0 to authorize the city staff to work with Bethany 409 Venture in finalizing the facilities agreement and proceeding with the execution of the agreement. The motion carried. Authorization for Execution of a Contract for Architectural Services Related to the 1985 Capital Improvement Program (Agenda Item VII) City Manager Jon McCarty advised the Council that city staff had met again today with the city's architectural firm to finalize the contract document. The city's architectural firm is William Hidell Architects, Inc. Mr. McCarty advised that there has been some further changes to the contract as presented to the Council. Mr. McCarty distributed those changes that had been made and advised that the words underlined had been added and the words crossed out had been deleted in the contract. Mr. McCarty reviewed those changes with the Council. The Council discussed with city staff if the wording that had been deleted meant thatthe architects were now trying to change the scope of their services from what was originally discussed. Mr. McCarty advised that that was not the case. The Council discussed Section 1.1 under Schematic Design Phase which referred to the position of Construction Manager and why it had been included in the contract when the city had not approved of that position as of this time and also if that position was not approved would it effect the work to be done by the architects. City Manager Jon McCarty advised the Council that the city staff was presently working on a recommendation for the Construction Manager position and would be bringing it forth at the next City Council meeting. He also advised that the contract hadbeen written in such a manner that if the position is not approved, the work of the architect is not effected. City Manager McCarty spoke before the Council on the compensation to be made to the architects in the amount of $327,000. MOTION: Upon a motion made by Councilman Pendleton and seconded by Councilman Pennington, the Council voted 6 - 0 to authorize the execution of the architectural services contract with William Hidell Architects, Inc., as revised. The motion carried. staff would like some flexibility in this situation and that approval of the agreement be to authorize city staff to work out the agreement with minor word changes, but that the word changes would not be such that it would change the direction or intent of the agreement. The Council briefly discussed the wording used in agreements and contracts which states, "substantially in accordance with state law" and why the wording is stated in this matter. MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman Womack, the Council voted 6 - 0 to authorize the city staff to work with Bethany 409 Venture in finalizing the facilities agreement and proceeding with the execution of the agreement. The motion carried. Authorization for Execution of a Contract for Architectural Services Related to the 1985 Capital Improvement Program (Agenda Item VII) City Manager Jon McCarty advised the Council that city staff had met again today with the city's architectural firm to finalize the contract document. The city's architectural firm is William Hidell Architects, Inc. Mr. McCarty advised that there has been some further changes to the contract as presented to the Council. Mr. McCarty distributed those changes that had been made and advised that the words underlined had been added and the words crossed out had been deleted in the contract. Mr. McCarty reviewed those changes with the Council. The Council discussed with city staff if the wording that had been deleted meant thatthe architects were now trying to change the scope of their services from what was originally discussed. Mr. McCarty advised that that was not the case. The Council discussed Section 1.1 under Schematic Design Phase which referred to the position of Construction Manager and why it had been included in the contract when the city had not approved of that position as of this time and also if that position was not approved would it effect the work to be done by the architects. City Manager Jon McCarty advised the Council that the city staff was presently working on a recommendation for the Construction Manager position and would be bringing it forth at the next City Council meeting. He also advised that the contract hadbeen written in such a manner that if the position is not approved, the work of the architect is not effected. City Manager McCarty spoke before the Council on the compensation to be made to the architects in the amount of $327,000. MOTION: Upon a motion made by Councilman Pendleton and seconded by Councilman Pennington, the Council voted 6 - 0 to authorize the execution of the architectural services contract with William Hidell Architects, Inc., as revised. The motion carried. ALLEN CITY COUNCIL MAY 15, 1986 Page 7 Consider a Request by the City of Plano Regarding the Renaming of Hedgcoxe Road to Carpenter Road (Agenda Item VIII) Mayor Rodenbaugh advised the Council that Mayor Jack Harvard, with the City of Plano, had written a letter to the Council requesting that the City of Allen give consideration of renaming Hedgcoxe Road to Carpenter Road. This street name change request has been brought about due to a request from EDS to the City of Plano to change the name of Carpenter Road in Plano to Legacy Drive. The City of Plano was willing to do this, however, they also wanted to maintain the Carpenter name on a major city street. Therefore since Hedgcoxe Road from Custer to Independence is in Plano, as well as the southern portion of Hedgcoxe Road from Custer Road to Alma, the City of Plano is requesting that the City of Allen give consideration of changing the name to Carpenter Road so that the street name will be consistent throughout. There was considerable discussion on this name change since the Hedgcoxe Family resides in Allen at the present time, why Allen should change the name of a street to accommodate the dilemma that Plano faces in trying to find a major thoroughfare in their city to rename to Carpenter, the fact that this situation will place a burden on the City of Allen, how the Hedgcoxe Family will feel if the name change is made and if it can be justified to them, if there is another street or area that can be named for the Hedgcoxe Family in Allen, if the Hedgcoxe Family has been contacted regarding this matter, and if Mayor Rodenbaugh has been in contact with Mayor Harvard regarding this matter. City Manager McCarty advised the Council that there were two items to consider in this situation. One item was the fact that the Hedgcoxe Family did reside in Allen at this time, and, second, how would this name change effect the traveling public. Mayor Rodenbaugh advised that he had not contacted the Hedgcoxe Family as of this time. He stated that he had discussed the name change with Mayor Harvard and Mayor Harvard stated that Plano had looked at every alternative and the only one appeared to be Hedgcoxe Road. The Council continued their discussion on this situation and expressed their concerns for changing the name of this street and if Plano's Council could be advised of their concerns in this matter. MOTION: A motion was made by Councilman Womack and seconded by Councilman Pennington to table this item. The Council discussed the tabling of this item and the need to go forth with some type of recommendation. MOTION: A motion was made by Councilman Wilson and seconded by Councilman Wolfe to amend the main motion to authorize the Mayor to enter into further discussions with the Mayor of Plano to see if there is any .resolution to the problem of renaming Hedgcoxe Road to Carpenter Road. The Council voted 6 - 0 in favor of .the motion. The 4401, motion carried. VOTE ON MAIN MOTION: The Council voted 6 - 0 to table this item. The motion carried. 1 SI ALLEN CITY COUNCIL MAY 15, 1986 Page 8 Designate a Member of Council to be the Voting Representative to the North Central Texas Council of Governments (Agenda Item IX) Mayor Rodenbaugh advised the Council that for the passed several years he had been appointed as the voting representative to the North Central Council of Governments (NCTCOG). Mayor Rodenbaugh advised that he had become involved in several other associations and had several monthly commitments and he preferred that another member of the Council be appointed as the voting representative to NCTCOG. The Council briefly discussed who would be interested in being the voting representative for 1986 - 87. MOTION: Upon a motion made by Councilman Pennington and seconded by Councilman Wilson, the Council voted 6 - 0 to appoint Councilman Jim Pendleton as the voting representative to the North Central Texas Council of Governments for 1986 - 87. The motion carried. Ordinance No. 702-5-86: An Ordinance of the City of Allen, Collin County, Texas, Repealing Ordinance No. 485-1-84, and Changing the Name of Texet Drive, Particularly That Portion Located From Its Intersection With State Highway 5 to Its Intersection With the Frontage Road at U.S. Highway 75, in the Texet Addition to the City of Allen, Texas, to Ridgemont Drive; Amending All Ordinances or Portions of Ordinances in Conflict Herewith; and Providing for an Effective Date. (Agenda Item X) Bill Petty, Director of Community Development, spoke before the Council on the recommendation of the Planning and Zoning Commission to the Council to consider changing the name of Texet Drive back to an extension of Ridgemont Drive. That portion of Ridgemont Drive had been changed at the request of the owners of Texet Corporation, which has since gone bankrupt. The Council briefly discussed the changing of street names. MOTION: Upon a motion made by Councilman Pendleton and seconded by Councilman Wolfe, the Council voted five (5) for and one (1) opposed, with Councilman Womack casting the negative vote, to approve the recommendation of the Planning and Zoning Commisson to change Texet Drive back to Ridgemont Drive; and to adopt Ordinance No. 702-5-86 as captioned above. The motion carried. Boards and Commission Appointments (Agenda Item XI -A) Marty Hendrix, City Secretary, advised the Council that this item was just a matter of information as to what places on the Planning and Zoning Commission and the Library Board were going to expire at the end of June, that the reception to meet potential candidates was going to be held on Thursday, June 5, 1986, and that a format had been developed for that reception. Ms. Hendrix also advised that the Council needed to select an interview committee and decide on dates that the interviews will be conducted. IM ALLEN CITY COUNCIL MAY 15, 1986 Page 9 Boards and Commission Appointments (cont'd) (Agenda Item XI -A) The Council discussed who was willing to serve as the interview committee. It was concluded that Councilman Jack Pennington and Councilman Jerry Wilson would serve as the interview committee. The Council Members advised that they would work on the dates to conduct the interviews. 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 XI -B) City Manager Jon McCarty advised the Council of the special reception being held for outgoing AISD Superintendent Dr. John Horn to be held on Sunday, May 18th, and asked the Council Members if they planned to attend the reception. Mayor Rodenbaugh also advised of the presentation to be made to Dr. Horn on behalf of the city and encouraged Council Members to attend. City Manager Jon McCarty distributed to the Council Members copies of a public notice from the Public Utility Commission on the rates being considered in the request from Rockwall for Extended Area Service. The Council reviewed the rates being presented and how similar they might be to those developed for Allen. City Secretary Marty Hendrix advised the Council that Mayor Pro Tem Joe Farmer had been elected as President of the Collin County Public Officials Association and that the next meeting of the Association would be held on Thursday, May 22, 1986, at the Harvey House in Plano. Ms. Hendrix asked the Council Members who would be interested in attending. Adjournment MOTION: Upon a motion made by Councilman Pendleton and seconded by Councilman Wilson, the Council voted 6 - 0 to adjourn the regular session of the Allen City Council at 10:51 p.m. on Thursday, May 15, 1986. The motion carried. These minutes approved on the 5th day of June 1986. Marty Hendrix, CITY SECRETARY � / �ial_�_..t� I let