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HomeMy WebLinkAboutMin - City Council - 1981 - 11/05 - Regularf9 ALLEN CITY COUNCIL Regular Session November 5, 1981 PRESENT: Mickey Pierson, Mayor Council Members: Joe Farmer, Mayor Pro Tem Jim McClure H. R. Daugherty Glenn Andrew Absent: Ward Paxton Richard Chumbley City Staff: Jon McCarty, City Manager Marty Hendrix, City Secretary The regular session of the Allen City Council was called to order by Mayor Pierson at 7:30 p.m. on Thursday, November 5, 1981 at Rountree Elementary School, 800 E. Main Street. CONSENT AGENDA (Agenda Item II) Upon a motion made by Mayor Pro Tem Farmer and seconded by Councilman Daugherty, the Council voted 5 - 0 to approve and adopt all items on the Consent Agenda as recommended and as follows: 1. Minutes of October 15, 1981 - Regular Session 2. Minutes of October 19, 1981 - Joint Public Hearing and Called - Special Session 3. Authorization to City Staff to pay bills associated with the 1979 - 82 Capital Improvements Program as follows: a. Ronald E. Fix & Associates $ 625.00 Contract No. 810207E Staking & Inspection Fee Bethany Road Water Line I'll ALLEN CITY COUNCIL November 5, 1981 Page 2 CONSENT AGENDA (continued) (Agenda Item II) R b. Ronald E. Fix & Associates $ 9,185.52 Contract No. 800705R Staking & Engineering Fee Paving of Bethany Road, Pebblebrook, and Butler Drive C. Austin Paving Company $38,616.22 Contract No. 800705R Paving of Bethany Road, Pebblebrook, and Butler Drive - Payment No. 2 d. International Aerial Mapping $ 1,920.00 Film Positives for Map - City Zoning Maps & Water Line Maps e. Gutierrez, Smouse, Wilmut & Assoc. $14,060.00 Completion of Phase II Inflow/Infiltration Study Project No. BG -132 End of Consent Agenda Appearance by Chamber of Commerce Representative Regarding Revenue Sharing Funds for Billboard Lighting (Agenda Item III) Gary Rodenbaugh, representing the Allen Chamber of Commerce, presented a letter to the City Council and spoke briefly on the Chamber of Commerce's request. Mr. Rodenbaugh advised that the lighting was ready to be installed on the two large billboard "Welcome to Allen" signs, located on U. S. 75. The Chamber of Commerce was requesting that the City Council authorize the expenditure of the revenue sharing funds appropriated for this project in the amount of $1,500.00. Mayor Pierson advised the Council that $1,500.00 had been appropriated in the 1981-82 Fiscal Year Budget in the form of revenue sharing funds to assist the Chamber of Commerce in this project. The City Council briefly discussed the original cost figures for the lighting being between $2,500 to $3,000 as presented at the revenue sharing proposed use hearing. MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded by Council McClure, the Council voted 5 - 0 to authorize the City Staff to execute payment of $1,500.00 of the revenue sharing funds to the Allen Chamber of Commerce to be used in the purchasing of the lighting for the large billboard signs located on U. S. 75. M1 ALLEN CITY COUNCIL November 5, 1981 Page 3 Approval of Preliminary & Final Subdivision Plat - Mr. Quik No. 2 (Agenda Item IV) (Tabled at Council Meeting of 10/15/81) Mayor Pierson read the request into the record as follows: "Consider the Preliminary and Final Subdivision Plat on Mr. Quik No. 2, located north of Ridgemont and east of State Highway 5." Mr. Bill Bratton, the proponent, presented the Preliminary and Final Subdivision Plat and spoke before the Council on the subdividing of his property in order to sell off Lot 1. Lot 1 is located between the Allen National Bank and the Mr. Quik Store No. 2, being on Lot 2. Mayor Pierson advised that the Planning and Zoning Com- mission had recommended approval of the Preliminary and Final Subdivision Plat as presented. The City Council briefly discussed any additional require- ments placed upon property which is subdivided. Bill Petty, Building Official, advised the Council that all of the utilities, such as water and fire protection, were available to the lot. Mr. Bratton is also providing a 10' sewer easement to the property. The property is presently zoned PD -Shopping Center and a site plan approval will be required for any development on that lot. MOTION: Upon a motion made by Councilman McClure and seconded by Mayor Pro Tem Farmer, the Council voted 5 - 0 to approve the Preliminary and Final Subdivision Plat for Mr. Quik No. 2 as presented and in accordance with the recommendation of the Planning and Zoning Commission. Report on Inflow/Infiltration Study by Gutierrez, Smouse, Wilmut & Associates and Authorization to Proceed with Phase III of Study (Agenda Item V) Mr. Charles Wilmut and Mr. Gary Hartwell of Gutierrez, Smouse, Wilmut & Associates, Inc., presented maps of the northeast and southeast quadrants of the City of Allen and spoke before the Council on the recent smoke testing of the sewer lines in the City of Allen, as well as sewer line evaluation, wet weather data analysis and their proposed recommendations for proceeding with Phase III of the study. As part of the smoke testing of the sewer line, Mr. Wilmut and Mr. Hartwell also presented Polaroid pictures of leaks detected during the smoke testing and the address or location of the leaks. /J3 Ll ALLEN CITY COUNCIL November 5, 1981 Report on Inflow/Infiltration Study and Authorization to Proceed with Phase III of Study (continued) Page 4 (Agenda Item V) Also, as part of their presentation, they showed video tapes of two sewer lines, one constructed of plastic pipe and one of clay. The plastic pipe had two large leaks and there was con- siderable infiltration of rain water in the line. The clay pipe showed no infiltration. There was considerable discussion by the City Council with Mr. Hartwell and Mr. Wilmut on the smoke tests and the video camera phase of the study, as well as the use of plastic pipes versus clay or concrete pipes, the installation of plastic pipe versus clay or concrete, the need for timely repair of some of the leaks indicated in the testing, quality of construction and inspection of sewer line systems in the developments of the City, costs of the repairs on the leaking pipes, height of flow levels to create surcharging in the sewer lines, the estimated cost of video taping in Phase III of the study and how the recommendations on the sewer line leaks and their priorities will be made at the end of the study. Ron Fix, City Engineer, spoke before the Council on his recommendations for proceeding with Phase III of the study. MOTION: Upon a motion made by Councilman Daugherty and seconded by Councilman McClure, the Council voted 5 - 0 to authorize the proceeding with Phase III of the Inflow/Infiltration Study to be conducted by Gutierrez, Smouse, Wilmut & Associates, Inc. Review of the Collin County Central Appraisal District 1982 Proposed Budget (Agenda Item VI -A) Mayor Pierson advised that the 1982 proposed budget from the Collin County Central Appraisal District had been provided to the City Council for their information. The Council briefly reviewed the proposed budget. City Manager Jon McCarty advised that the total budget for the City of Allen was $12,011, which was considerably under the estimated amount of $20,000 as projected in the City of Allen's 1981-82 Budget. There was no action taken on this item. ICU ALLEN CITY COUNCIL November 5, 1981 Page 5 Ballots Cast for Candidate for the Collin County Central Appraisal District Board of Directors (Agenda Item VI -B) Mayor Pierson advised that the Council had previously placed Mr. Rex Womack's name in nomination to the Central Appraisal District Board of Directors. MOTION: Upon a motion made by Councilman Andrew and seconded by Councilman Daugherty, the Council voted 5 - 0 to cast the City of Allen's 67 votes for Rex Womack to the Collin County Central Appraisal District Board of Directors. Mayor Pierson recessed the regular session of the Allen City Council at 8:40 p.m. The meeting reconvened at 8:53 p.m. (Consideration of Agenda Item XIII was moved up on the agenda.) Award of Bid on Computer Hardware and Software System (Agenda Item XIII) City Manager Jon McCarty advised of the study done on computers by the City Staff, development of specifications, the receipt of bids, the analysis of the bids received and the elimination process by the City Staff and the Council Committee,working with the City Staff to arrive at a final recommendation. Mr. McCarty advised that the City Staff recommended that the bid be awarded to the IBM System 34 Alternate B for hardware and the software to Software Associates. The Council discussed the Lespack equipment as compared to the IBM equipment and their proposed bid amount and the main- tenance service and training costs. Bob Acker, Fire Marshall, spoke before the Council on the information and questions raised on the Lespack equipment as compared to the IBM equipment. Mr. Harold Rucker, with IBM, spoke briefly before the Council on the maintenance agreement and the cost for maintenance services on an overtime basis. The Council further discussed the maintenance agreement, a back-up operation if the computer is down, delivery time for the computer equipment and time needed to set up the system for operation, training of City Staff, and systems engineering availability from Lespack as compared to the IBM. Mc ALLEN CITY COUNCIL November 5, 1981 Page 6 Award of Bid on Computer Hardward and Software System (continued) (Agenda Item XIII) MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded by Councilman Andrew, the Council voted 4 for and 1 opposed, with Councilman Daugherty casting the negative vote, to award the bid for computer hardware to IBM Corporation for the IBM System 34 Alternate B in the amount of $82,711 and the software to Software Associates in the amount of $15,500, as per City Staff's recommendations. The Council discussed further the financing of the computer and reviewed the five (5) IBM financing plans, as proposed by the IBM Corporation in their bid, and the three (3) proposed options for financing the purchase of the computer hardware and software as proposed by the City Staff. MOTION: Upon a motion made by Councilman Andrew and seconded by Mayor Pro Tem Farmer, the Council voted 4 for and 1 opposed, with Councilman Daugherty casting the negative vote, to finance the computer hardware and software system by Finance Plan l,being a five (5) year purchase plan in five annual payments, and according to Option No. 3 as proposed by City Staff, being to delay the acquisition of the municipal court package and the deferral of the purchase of the cash register in the amount of $5,800. The City Council expressed their appreciation to the City Staff for all the hard work put into the award of this bid. Resolution No. 375-11-81(R): A Resolution of the City Council of the City of Allen, Collin County, Texas, Establishing a Pro- cedure for Council Appointments to City Boards and Commissions, and Providing an Effective Date. (Agenda Item VIII City Secretary Marty Hendrix spoke before the Council on the proposed resolution, procedure for appointments and a data sheet for interested individuals to complete for consideration by the City Council. Mrs. Hendrix also advised that the Council would be provided with an information and work sheet upon which expiring terms of office will be shown, including the incumbent, dates of appointment/reappointment and attendance record. The City Council discussed the procedure and by consensus concurred that the data sheet should be returned to the City Secretary's Office and appropriate distribution made, the addition of a procedure for submission of attendance reports, elimination of owner of taxable property on the data sheet form, and the terms of office to become effective on July 1 and October 1 of each year. MOTION: Upon a motion made by Councilman Andrew and seconded by Councilman Daugherty, the Council voted 5 - 0 to adopt Resolution No. 375-11-81(R) with the revisions as noted above. �,_ ALLEN CITY COUNCIL November 5, 1981 Page 7 Authorization to Enter Into a Letter Agreement with Ross & Kerby, Inc., for City's Annual Audit (Agenda Item VIII) Mayor Pierson advised the Council that copies of the letter agreement with Ross & Kerby, Inc., had been provided for their review. The Council briefly discussed the letter agreement. MOTION: Upon a motion made by Councilman Andrew and seconded by Councilman McClure, the Council voted 5 - 0 to authorize the execution of the letter agreement with Ross and Kerby, Inc., for the City of Allen's Annual Audit for Fiscal Year 1980 - 1981. Mayor Pierson recessed the regular meeting of the Allen City Council at 10:05 p.m. The meeting reconvened at 10:20 p.m. Authorization to Execute a Contract on Fire Station No. 2 with Sentry Insurance Company for Completion (Agenda Item IX) City Manager Jon McCarty advised the Council that the company awarded the bid on construction of the Fire Station No. 2 had j gone out of business and that the City of Allen had turned over the completion of the project to the surety company, being Sentry Insurance A Mutual Company. Acting through their attorneys, Tolley, Fisher & Verwys, Sentry has selected the company of Omega Construction Company to complete the construction of Fire Station No. 2. Mr. McCarty further advised that it was the City Staff's recommendation that the City Council authorize the use of Omega Construction Company for the completion of Fire Station No. 2 by authorizing the execution of the letter agreement with the law firm of Tolley, Fisher & Verwys, pending review of the letter agreement by the City Attorney. The Council discussed the status of the construction at this time as well as the stage of approved inspection on the project. MOTION: Upon a motion made by Councilman Andrew and seconded by Councilman McClure, the Council voted 5 - 0 to authorize the City Manager to enter into the letter agreement, pending the review and approval of the letter agreement by the City Attorney. Ll i7I ALLEN CITY COUNCIL November 5, 1981 Page 8 Authorization to Repair the Cottonwood Creek Sewer Line (Agenda Item X) City Manager Jon McCarty presented a map showing the location of the broken sewer line as well as a plan profile of the sewer line when repaired. Mr. McCarty spoke before the Council on the events starting with the breakage of the sewer line on Sunday, November 1, 1981 due to the large amount of rain fall, and the status of the repair to the sewer line as of this date. He presented the pro- posed method of repair to the sewer line to prevent this type of accident from occurring again. Mr. McCarty advised the Council of the emergency status of this situation in regard to the State Law on bidding requirements. The Council discussed the method of repair, the cost of the repair, funds available for this emergency construction, the receiving of bids for repair of this line, obtaining disaster relief funds, and calling a special meeting to review the bids received. MOTION: Upon a motion made by Councilman Daugherty and seconded by Councilman Andrew, the Council voted 5 - 0 to declare this sewer line damage an emergency situation and exempt from the formal bidding requirements as set out in the State Law. MOTION: Upon a motion made by Councilman Daugherty and seconded by Mayor Pro Tem Farmer, the Council voted 5 - 0 to grant authorization for City Staff to proceed with the obtaining of a contractor to begin the repair construction to the damaged sewer line. MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded by Councilman Andrew, the Council voted 5 - 0 to authorize the contracting with Shimek, Jacobs and Finklea for the engineering services on the repair of this sewer line. It was the consensus of the Council that the City Manager contact the Mayor when a special meeting needed to be called to determine what contractor would proceed with the repair of the sewer line. There was further discussion among the Council on the City providing adequate barriers at the site of the broken sewer line. It was also the consensus of the Council that the Mayor write letters to the City of Plano, the North Texas Municipal Water District and others who have helped the City of Allen in this emergency situation. ma ALLEN CITY COUNCIL November 5, 1981 Page 9 Approval of a Change Work Order for Drainage for Butler Drive (Agenda Item XI) Ron Fix, City Engineer, presented to the City Council an aerial photograph of Butler Drive and pointed out the three (3) construction phases of Butler Drive, as developed for the spec- ifications for construction bids. Mr. Fix also provided an aerial showing the course of the proposed drainage pipe down Butler to the railroad culvert, and explained that the work order change would allow the contract to be amended to include the drainage structure associated with construction phase D-3. The Council discussed the large amount of water that collects in that area and the funds available to pay for this change in the work order. MOTION: Upon a motion made by Councilman McClure and seconded by Councilman Daugherty, the Council voted 5 - 0 to approve the change work order for the drainage structure on Butler Drive in the additional amount of $28,902.50. Tax Report - October 31, 1981 (Agenda Item XII -A) Walter Curtis, Tax Assessor -Collector, presented to the Council the Schedule of Taxes Receivable as of October 31, 1981. The Council briefly reviewed the schedule. There was no action taken on this item. Collin County Public Officials Association Upcoming Meeting (Agenda Item XII -B) City Manager McCarty advised the Council that on Thursday, November 12, 1981, the Collin County Public Officials Association would be holding their monthly meeting at the Holiday Inn in McKinney. All Council Members interested in attending the meeting should contact his office. There was no action taken on this item. Review of $100,000 Claim Against the City of Allen (Agenda Item XII -C) The City Council briefly reviewed the $100,000 claim filed against the Police Department of the City of Allen and made some typographical corrections to the memo containing the sequence of events as prepared by the Chief of Police. There was no action taken on this item. M6 ALLEN CITY COUNCIL November 5, 1981 Page 10 Authorization for Entering into a Retainer Fee with the City Attorney for a One Year Period (Agenda Item XII -D) City Manager Jon McCarty advised the Council that he had discussed the proposed flat retainer fee of $1,500 per month with the City Attorney, Don Crowder, and Mr. Crowder was amenable to the retainer fee for a period of one year. MOTION: Upon a motion made by Councilman Andrew and seconded by Councilman Daugherty, the Council voted 5 - 0 to authorize the entering into of a retainer fee,in the amount of $1,500 per month, with the City Attorney for a one year period of time. Adjournment MOTION: Upon a motion made by Councilman McClure and seconded by Councilman Daugherty, the Council voted 5 - 0 to adjourn the regular session of the Allen City Council into Executive Session at 11:40 p.m. In accordance with Article 6252-17 (Open Meetings Law), V.A.T.C.S., Section 2(f), the City Council convened into Executive Session at 11:45 p.m. to discuss matters pertaining to real estate negotiations. The Executive Session was adjourned at 12:40 p.m. These minutes approved on the 19th day of November 1981. Marty HendrlxZ CITY SECRETARY 196 1 M. B. Pi rson, MAYOR 196