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HomeMy WebLinkAboutMin - City Council - 1985 - 07/18 - RegularA ALLEN CITY COUNCIL REGULAR SESSION July 18, 1985 Present: Donald P. Rodenbaugh, Mayor Council Members: Joe Farmer, Mayor Pro Tem Jim McClure Rex Womack Jim Wolfe Gary Koch (arrived at 7:25 p.m Absent: Jim Pendleton 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 6:30 p.m. on Thursday, July 18, 1985, in the Council Chambers of the Allen Municipal Annex, One Butler Circle, Allen, Texas. Mayor Rodenbaugh adjourned the regular session of the Allen City Council into Executive Session at 6:31 p.m. Executive Session (Agenda Item II) In accordance with Article 6252-17, V.A.T.C.S. (Open Meetings Law), Section 2(f), the Allen City Council convened into Executive Session at 6:34 p.m. on Thursday, July 18, 1985, in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas, in order to discuss matters pertaining to real estate negotiations. The Executive Session was adjourned at 8:00 p.m. Regular Session The Allen City Council reconvened into regular session at 8:03 p.m. on Thursday, July 18, 1985, in the Council Chambers of the Allen Municipal Annex, One Butler Circle, Allen, Texas. CONSENT AGENDA (Agenda Item III) MOTION: Upon a motion made by Councilman Womack and seconded by Councilman McClure, the Council voted 6 - 0 to approve and adopt all items on the Consent Agenda as recommended and as follows: A. 1. Approval of Action Committee of the Capital Improvement Program Minutes of May 20, 1985 - Called - Special Session 2. Approval of Action Committee of the Capital Improvement Program Minutes of June 3, 1985 - Called - Special Session /(1s /64 ALLEN CITY COUNCIL July 18, 1985 Page 2 CONSENT AGENDA (cont'd) (Agenda Item III) 3. Approval of Action Committee of the Capital Improvement Program Minutes of June 11, 1985 - Public Forum 4. Approval of Action Committee of the Capital Improvement Program Minutes of June 17, 1985 - Public Forum B. 1. Approval of City Council Minutes of the June 20, 1985 - Regular Session 2. Approval of City Council Minutes of the June 24, 1985 - Called - Special Session 3. Approval of City Council Minutes of the July 4, 1985 - Regular Session C. Authorization to city staff to pay bills associated with the 1979 - 82 Capital Improvement Program as follows: 1. Jack Roome, Surveyor c/o Plano Title Company Project: Main Street ROW: a. Survey of 14,137 sq. ft. or $275.00 .324 acres of land situated in the William Perrin Survey, Abstract No. 708 at 303 West McDermott - February 15, 1985 + b. Survey of 14,137 sq. ft. or $275.00 .324 acres of land situated in the William Perrin Survey, Abstract No. 708 at 305 West McDermott - February 15, 1985 C. Survey of 14.137 sq. ft. or $275.00 .324 acres of land situated in the William Perrin Survey, Abstract No. 708 at 401 West McDermott - February 15, 1985 d. Survey of 14,137 sq. ft. or $275.00 .324 acres of land situated in the William Perrin Survey, Abstract No. 708 at 403 West McDermott - February 15, 1985 2. Gohmann of Texas $7,992.59 Contract for Street Overlay Program - Invoices 7424, 7327, 7311, 7390, 7406, 7376, 7352, 7340 - June, 1985 - for asphalt 3. Pargas $ 63.40 Contract for Street Overlay Program - Propane for Laydown Machine - March 1,:1985 4. Graham Associates, Inc. $ 625.00 Contract for Street Overlay Program - Engineering Services Connected with Resurfacing Project - January 2, 1985 5. Graham Associates, Inc. $31,510.00 Project: Main Street - Engineering Design of Phase I - June 25, 1985 /64 ALLEN CITY COUNCIL July 18, 1985 Page 3 CONSENT AGENDA (cont'd) (Agenda Item III) 6. Graham Associates, Inc. $ 2,465.00 Project: Main Street - Design Surveying for Main Street Construction - June 25, 1985 G. Set August 15, 1985 as Public Hearing Date on a Request to Amend Zoning on Planned Development No. 2 and Planned Development No. 12 Being Approximately 60 Acres of Land Located South of F.M. 2170, East of Hillside Lane, and West of Allen Heights Drive, as requested by J. T. Dunkin, representing Carnes Development Company. The motion carried. End of Consent Agenda Oath -of -Office to Gayle Boon and Eileen Tollett, Places No. 1 and 5 on the Library Board (Agenda Item IV -A) City Secretary Marty Hendrix advised the Council that she had administered the oath -of -office to Mrs. Gayle Boon and Mrs. Eileen Tollett, Places No. 1 and 5, on the Library Board, in her office today since both were unable to attend the Council meeting. Ms. Hendrix also advised the Council that all of the other oaths -of -office had been or would be administered at the boards and commission meetings for the recent appointments as follows: Planning and Zoning Commission Ken Browning, Place No. 1 - July 11, 1985 John Garcia, Place No. 2 - July 25, 1985 Eileen Karlsruher, Place No. 3 - July 11, 1985 Jack Pennington, Place No. 6 - July 25, 1985 Parks & Recreation Board David Medina, Place No. 1 - July 8, 1985 Richard Saunders, Place No. 3 - July 8, 1985 109 D. Resolution No. 618-7-85(R): A Resolution of the City Council, City of Allen, Collin County, Texas, Authorizing the City Manager to Execute an Agree- ment with the Collin County Commissioners' Court for the Construction of Paving and Drainage Improvements to Bethany Road from State Highway 5 to Jupiter Road. E. Resolution No. 619-7-85(R): A Resolution by the City Council of the City of Allen, Collin County, Texas, Authorizing an Adjustment to the 1983, 1982, 1981 & 1980 Tax Rolls. F. Resolution No. 620-7-85(R): A Resolution of the City Council of the City of Allen, Collin County, Texas, Authorizing an Adjustment to the 1984 Tax Roll and a Refund Issued for Overpayment of 1984 Taxes. G. Set August 15, 1985 as Public Hearing Date on a Request to Amend Zoning on Planned Development No. 2 and Planned Development No. 12 Being Approximately 60 Acres of Land Located South of F.M. 2170, East of Hillside Lane, and West of Allen Heights Drive, as requested by J. T. Dunkin, representing Carnes Development Company. The motion carried. End of Consent Agenda Oath -of -Office to Gayle Boon and Eileen Tollett, Places No. 1 and 5 on the Library Board (Agenda Item IV -A) City Secretary Marty Hendrix advised the Council that she had administered the oath -of -office to Mrs. Gayle Boon and Mrs. Eileen Tollett, Places No. 1 and 5, on the Library Board, in her office today since both were unable to attend the Council meeting. Ms. Hendrix also advised the Council that all of the other oaths -of -office had been or would be administered at the boards and commission meetings for the recent appointments as follows: Planning and Zoning Commission Ken Browning, Place No. 1 - July 11, 1985 John Garcia, Place No. 2 - July 25, 1985 Eileen Karlsruher, Place No. 3 - July 11, 1985 Jack Pennington, Place No. 6 - July 25, 1985 Parks & Recreation Board David Medina, Place No. 1 - July 8, 1985 Richard Saunders, Place No. 3 - July 8, 1985 109 ALLEN CITY COUNCIL July 18, 1985 Page 4 Oath-cf-Office to Gayle Boon and Eileen Tollett, Places No. 1 and 5 on the Library Board (cont'd) (Agenda Item V-A) Library Board Gretchen W. Bullock, Place No. 3 - July 2, 1985 Kathy P. Schwendeman, Place No. 6 - July 2, 1985 Donald P. Nugent, Jr., Place No. 7 - July 2, 1985 This item was received as a matter of information. There was no action taken on this item. Plaques -of -Appreciation to Outgoing Members of the Planning and Zoning Commission and Library Board (Agenda Item IV -B) Mayor Rodenbaugh presented a plaque -of -appreciation to Scott Hoover, outgoing member of the Planning and Zoning Commission, Place No. 4, for his service on the Planning and Zoning Commission from September, 1984 through June, 1985. City Secretary Marty Hendrix advised the Council that Mrs. Linda Cravens, outgoing member to Place No. 3 on the Library Board, was not present at this meeting to receive her plaque, therefore, it would be mailed to her with a letter from Mayor Rodenbaugh. This item was received as a matter of information. There was no action taken on this item. Public Hearing: Request for Site Plan Approval for a Shopping Center in Planned Development No. 5 on 1.7520 acres Location: Northeast Corner of F.M. 2170 and Roaring Springs Drive Requestor: Lombard Joint Venture (Agenda Item V) and Ordinance No. 621-7-85: An Ordinance of the City of Allen, Collin County, Texas, Amending Planned Development Zoning Ordinance No. 370-10-81 to Include the Attachments of Exhibit "G", Approved Site Plan, and Exhibit "H", Approved Landscape Plan for Develop- ment of a 1.7520 Acre Tract Out of the Peter Wetsel Survey, Abstract No. 990, Collin County, Presently Delineated on the Official Zoning Map as a Portion of PD -SC No. 5; Providing for an Effective Date; and Providing for Publication of the Caption Mayor Rodenbaugh read the request into the record as follows: "Public Hearing: Consider a Request for Site Plan Approval for a Shopping Center in Planned Development No. 5 Located at the Northeast Corner of F.M. 2170 and Roaring Springs Drive and Approve an Ordinance Attaching the Approved Site Plan and Landscape Plan as Exhibits "G" and "H" to Planned Development No. 5." 10 ALLEN CITY COUNCIL July 18, 1985 Page 5 Public Hearing: Request for Site Plan Approval for a Shopping Center in PD No. 5 Requester: Lombard Joint Venture (Agenda Item V) and Ordinance No. 621-7-85 (cont'd) Mr. Bob Wade, representing Lombard Joint Venture, presented to and spoke before the Council on this request for site plan approval on a 1.752 acre tract of land out of the Peter Wetsel Survey, Abstract No. 990, located in Planned Development No. 5, for a shopping center site. The site plan showed the location of the building on the site, parking lot areas, ingress/egress to the property, fire lane easements, utility easements, location of trash dumpsters, landscaped areas, and location of air conditioning units on the building. Mayor Rodenbaugh opened the public hearing. No one appeared to speak either for or against this request for site plan ap- proval. Mayor Rodenbaugh closed the public hearing. The Planning and Zoning Commission, at their regular meeting held on June 13, 1985, recommended to the City Council approval of the site plan with modifications to include: 1. Site plan needs to show all landscaped areas will be sprinklered. 2. Air conditioning unit on northwest side of dumpster would be moved to northern side. Bill Petty, Director of Community Development, advised the Council that this site plan met all of the building and zoning code requirments. The Council had a brief discussion on the location of a curb cut on Roaring Springs from the intersection of Roaring Springs and F.M. 2170. MOTION: Upon a motion made by Councilman Koch and seconded by Councilman Wolfe, the Council voted 6 - 0 to approve the site plan as presented, in accordance with the recommendation of the Planning and Zoning Commission, as stated; and to adopt Ordinance No. 621-7-85, as captioned previously. The motion carried. Approval of Low Bid for Allen Sewer Associates and Partners, Rowlett Creek Sewer Line (Agenda Item VI -A) and Action Regarding Acquistion of Sewer Line Easements (Agenda Item VI -B) Ernie Hoback, Director of Public Works, spoke before the Council on the contents of the Facilities Agreement between the city and Allen Sewer Associates and Partners (A.S.A.P.) for the construction of a sanitary sewer line in Rowlett Creek and the provisions in that agreement that states that the bids are to be accepted by A.S.A.P. and the city. Mr. Hoback advised of the receipt of bids from Cullum Con- struction, Stimson Contracting, and Tex -Con Utility Contractors and that all of these companies had done work in Allen. )0 ALLEN CITY COUNCIL July 18, 1985 The Council discussed with city staff and Bob Harper, repre- senting A.S.A.P., whether there would be a requirement for a performance bond from both companies since this was a joint venture or if just one performance bond would be submitted for the joint venture company. Jeff Hurt, attorney with A.S.A.P., explained that probably just one bond would be submitted for the joint venture. City Manager Jon McCarty advised the Council that the city staff's recommendation included the approval of the low bidder as presented by Mr. Hoback, but he also had an additional recom- mendation on this matter. Mr. McCarty advised the city staff's recommendation was also to authorize the developer to enter into a contract with the low bidder provided that the contract contains a provision that is a notice to the contractor that the city has not yet secured all of the easements for the full construction of the line. He stated that provision protects the city from any liability that may result from that situation. He added that the city staff also recommends that the Council authorize the city staff to obtain appraisals of all remaining properties, where easements have not yet been secured; and, finally, that the City Council appoint a subcommittee of them- selves to work with staff in authorizing that an offer be made, based upon the appraisals, to the remaining property owners for those easements. MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman McClure, the Council voted 6 - 0 to approve the low bidder for construction of the Rowlett Creek Sewer Line, being Cullum Construction Company and Ben Sira Utility Company Joint Venture in the amount of $2,425,950; to authorize the developer to enter into a contract with the low bidder provided that the contract contains a provision that is a notice to the contractor that the city has not yet secured all of the easements for the full construction of the line and relieving the city of any liability from work stopages resulting from not obtaining easements or for any other reason; that the city staff is authorized to obtain appraisals on all of the remaining properties where easements have not yet been secured; that an offer be made, based upon the appraisals, to the remaining property owners for those easements; and that the Council appoint a subcommittee of themselves to work with staff IL in authorizing those offers. The motion carried. Mayor Rodenbaugh advised that he would now make the appoint- ments for the subcommittee to work with city staff on the easement negotiations. The following Council Members were selected to work on that committee: Mayor Don Rodenbaugh Mayor Pro Tem Joe Farmer Councilman Rex Womack 00 Approval of Low Bid for Allen Sewer Associates and Partners, Rowlett Creek Sewer Line (cont'd) (Agenda Item VI -A) and Action Regarding Acquisition of Sewer Line Easements (cont'd) (Agenda Item VI -B) Mr. Hoback stated that the city staff had reviewed the bids received and are recommending to the Council approval of A.S.A.P.'s recommendation that the bid be awarded to Cullum Construction Company and Ben Sira Utility Company Joint Venture, the low bidder, in the amount of $2,425,950. The Council discussed with city staff and Bob Harper, repre- senting A.S.A.P., whether there would be a requirement for a performance bond from both companies since this was a joint venture or if just one performance bond would be submitted for the joint venture company. Jeff Hurt, attorney with A.S.A.P., explained that probably just one bond would be submitted for the joint venture. City Manager Jon McCarty advised the Council that the city staff's recommendation included the approval of the low bidder as presented by Mr. Hoback, but he also had an additional recom- mendation on this matter. Mr. McCarty advised the city staff's recommendation was also to authorize the developer to enter into a contract with the low bidder provided that the contract contains a provision that is a notice to the contractor that the city has not yet secured all of the easements for the full construction of the line. He stated that provision protects the city from any liability that may result from that situation. He added that the city staff also recommends that the Council authorize the city staff to obtain appraisals of all remaining properties, where easements have not yet been secured; and, finally, that the City Council appoint a subcommittee of them- selves to work with staff in authorizing that an offer be made, based upon the appraisals, to the remaining property owners for those easements. MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman McClure, the Council voted 6 - 0 to approve the low bidder for construction of the Rowlett Creek Sewer Line, being Cullum Construction Company and Ben Sira Utility Company Joint Venture in the amount of $2,425,950; to authorize the developer to enter into a contract with the low bidder provided that the contract contains a provision that is a notice to the contractor that the city has not yet secured all of the easements for the full construction of the line and relieving the city of any liability from work stopages resulting from not obtaining easements or for any other reason; that the city staff is authorized to obtain appraisals on all of the remaining properties where easements have not yet been secured; that an offer be made, based upon the appraisals, to the remaining property owners for those easements; and that the Council appoint a subcommittee of themselves to work with staff IL in authorizing those offers. The motion carried. Mayor Rodenbaugh advised that he would now make the appoint- ments for the subcommittee to work with city staff on the easement negotiations. The following Council Members were selected to work on that committee: Mayor Don Rodenbaugh Mayor Pro Tem Joe Farmer Councilman Rex Womack 00 ALLEN CITY COUNCIL July 18, 1985 Review First Year Bond Budget and Set Amount for General Obligation and Revenue Bond Sale City Manager Jon McCarty distributed mation on the first year bond budget, the summary by year, and the five-year capital summary sheets to be used for comparison. Page 7 (Agenda Item VII -A) to the Council infor- five-year bond program improvement projects' Mr. McCarty advised that the city staff's recommendation was that the Council authorize the issuance of $4,500,000 in General Obligation Bonds and $3,100,000 in Water and Sewer Revenue Bonds. Mr. McCarty also pointed out that Dan Almon, the city's bond agent with Schneider, Bernet, Hickman, Inc., was present to answer any questions the Council may have on the issuance of the bonds. The Council discussed with city staff the difference in the amount proposed in the first year bond budget for Police as compared to the five-year bond program summary, why the site work for library was being done in the first year and construction in the third year, why the acquisition of a central park site was being considered in the first year since a location had not been determined, why so much money had been appropriated for the second delivery point in the first year budget, if any funds had been included in the first year budget for the city's street overlay program, and concerns for the large amount of bonds to be sold in the first year. Bill Petty, Director of Community Development, spoke before the Council on the funds for the street overlay program and advised that the city currently has enough funds to cover the costs for the street overlay program for this year and the next year. Mark Thornton, Director of Parks and Recreation, spoke before the Council on the status of the location of the park sites and the timing of acquisition of park land. There was further discussion by the Council on the timing of authorizing the sale of bonds and the setting of the city's tax rate and the bond market at the present time. MOTION: Upon a motion made by Councilman Wolfe and seconded by Mayor Pro Tem Farmer, the Council voted 6 - 0 to set the first year bond budget for the General Obligation Bonds at $4,500,000 and to set the first year bond budget for the Water and Sewer Revenue Bonds at $3,100,000 in accordance with the city staff's recommendation, as stated. The motion carried. At this time, Mayor Rodenbaugh introduced Mr. J. D. Smithey, Manager for Lone Star Gas Company, to the Council and advised that he was the new manager for Lone Star Gas Company and he wanted to take just a moment to introduce himself to the Council. Mr. Smithey spoke briefly before the Council and distributed his business cards to the Council Members. Mayor Rodenbaugh recessed the regular meeting of the Allen City Council at 8:54 p.m. The meeting reconvened at 9:03 p.m. III ALLEN CITY COUNCIL July 18, 1985 Page 8 Discuss Arrangements Concerning Bond Rating Agency Presentations (Agenda Item VII -B) Dan Almon, the city's bond agent with Schneider, Bernet Hickman, presented to the Council copies of debt service schedules for the sale of $4,500,000 in General Obligation Bonds, showing principal and interest and payments for 15 year bonds as compared to 20 year bonds. He also distributed debt service schedules for the sale of $3,100,000 in Water and Sewer Revenue Bonds, showing principal and interest and payments for 15 year and 20 year bonds. Mr. Almon then reviewed the information with the Council. Mr. Almon advised the Council that a maturity schedule for the sale of the bonds had to be selected to send to the bond rating agencies, Standard and Poors and Moodys, in New York prior to the city's trip to New York. Mr. Almon advised the Council that he had set up a date of Wednesday, August 7, 1985, for the city's trip to New York for presentations to the bond rating agencies on that date. He then advised of the schedule for the notice of receipt of bids on the bonds, the opening of the bids by the Council and the sale of the bonds on August 20, 1985. There was considerable discussion by the Council with the bond agent and citystaff on the maturity schedules for the bonds as to which would be more advantegous to the city and the effect on the tax rate now and for the future. MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded by Councilman Womack, the Council voted 6 - 0 to approve the proposed $4,500,000 City of Allen General Obligation Bonds, Series 1985 for the 15 year period as presented on page 1 of the material distributed by the bond agent. The motion carried. There was further discussion on the schedule of repay- ment on the Water and Sewer Revenue Bonds and which would be more advantegous to the city. The Council discussed the amount of revenues the city is now receiving in the water and sewer account, the fact that the city had just recently raised the water and sewer rates, the fact that the city will have to increase their rates again based on the results of the debt service requirements, the need for cash flow analysis of the proposed debt service schedules, and the need to reduce the amount of water and sewer revenue bonds to be sold based upon the results of the debt service schedules. The Council advised the city staff that information would be needed in order to make a determination on which maturity schedule was most advantegous to the city and that a workshop on this was also needed. After further discussion, it was the consensus of the Council that a workshop session be held on Tuesday, July 23, 1985, at 6:30 p.m., at the Allen Municipal Annex, to discuss further the maturity schedules for the sale of the water and sewer revenue bonds. Mr. Almon advised the Council again of the schedule for the trip to New York, with the officials to leave on Tuesday, August 6th, and with the presentations to be made on Wednesday, August 7th. Mr. Almon stated that the bond agency would take care of all of the arranagements but he needed to know how many people would be going on the trip. na ALLEN CITY COUNCIL July 18, 1985 Page 9 City Manager McCarty pointed out to the Council previous discussion and action by the Council on the city's request to the State Highway Department that they relinquish mainte- nance of that portion of F.M. 2170 located on Allen Drive and Main Street in order that the city may place utilities under Main Street. Mr. McCarty advised that he had written to Mr. Yielding, with the State Highway Department, making this request but had not received a reply to that request at this time. Bill Petty, Director of Community Development, spoke briefly before the Council on conversations he had had with representatives of the State Highway Department and what the feelings were on this request. 173 Discuss Arrangements Concerning Bond Rating Agency Presentations (cont'd) (Agenda Item VII -B) There was considerable discussion by the Council on the dates selected for the trip and just how many of the Council Members needed to attend. Mr. Almon advised the Council of the need to have a good representation of the city there for this bond presentation. The Council Members discussed changing the dates of the trip to the following week, perhaps on August 12th and 13th, so that more members could go. After a lengthly discussion on the dates that would be more appropriate, it was the consensus of the Council that each member would check their calendars and a decision on the trip would be made at the workshop session scheduled for July 23rd. Review Bids and Authorize Awarding a Contract on the Main Street 8" Water Line (Agenda Item VIII) Ernie Hoback, Director of Public Works, distributed to the Council a bid tabulation sheet showing the bids received on the 8" water line for the Main Street project, which showed the following: Joe Benson Construction Co. $ 76,670.00 M. E. Hicks Utility Contractors $152,905.56 D.F.W. Utility Co., Inc. $ 99,872.50 E. L. Dalton & Co. $144,385.00 S & S Utility Contracting Co. $130,925.00 Mr. Hoback advised that Joe Benson with Joe Benson Construction Company, and Roger Dietz, with Graham Associates, Inc., the city's engineering firm, were present to answer any questions. Mr. Hoback also advised the Council of Addendum No. 1 to the bid specifications and an error made by Mr. Benson in his calculations. Mr. Hoback stated that the error had been discussed with Mr. Benson and it would result in a $2,000 reduction in the bid price. Thus the bid price would be $74,670.00. Mr. Hoback advised that the city staff's recommendation was that the City Council award the bid to the low bidder, being Joe Benson Construction Company in Denton, Texas, in the amount of $74,670.00, pending notification from the State Highway Department regarding the maintenance of the roadway by the city. City Manager McCarty pointed out to the Council previous discussion and action by the Council on the city's request to the State Highway Department that they relinquish mainte- nance of that portion of F.M. 2170 located on Allen Drive and Main Street in order that the city may place utilities under Main Street. Mr. McCarty advised that he had written to Mr. Yielding, with the State Highway Department, making this request but had not received a reply to that request at this time. Bill Petty, Director of Community Development, spoke briefly before the Council on conversations he had had with representatives of the State Highway Department and what the feelings were on this request. 173 ALLEN CITY COUNCIL July 18, 1985 Page 10 Review Bids and Authorize Awarding a Contract on the Main Street 8" Water Line (cont'd) (Agenda Item VIII) The Council discussed briefly with city staff if staff could call the department and try to receive an answer on this issue. MOTION: Upon a motion made by Councilman McClure and seconded by Councilman Koch, the Council voted 6 - 0 to award the bid on the 8" water line for Main Street to the low bidder, being Joe Benson Construction Company, in the amount of $74,670, pending the receipt of a reply from the State Highway Department regarding the relinquishing of maintenance on the roadway as requested from the city, in accordance with the city staff's recommendation, as stated. The motion carried. Ordinance No. 622-7-85: An Ordinance of the City of Allen, Collin County, Texas, Amending the Approved Fiscal Year 1984 - 85 Budget by Including Additional Funds for the Purchase of Water Meters, Declaring a Public Necessity and an Emergency (Agenda Item IX) Ernie Hoback, Director of Public Works, spoke before the Council on the proposed ordinance and the need for additional water meters, being 300 3/4" meters for $12,450.00. The Council discussed with Mr. Hoback the pricing of the meters and the difference in the different types of meters manufactured. MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded by Councilman Womack, the Council voted 6 - 0 to adopt Ordinance No. 622-7-85, as captioned above. The motion carried. Review and Consider Approval of Specifications for Ford Park Athletic Fields and Swimming Pool and Authorize Solicition of Bids (Agenda Item X) Mark Thornton, Director of Parks and Recreation, dis- tributed to the Council the specifications for the Ford Park Swimming Pool and Ballfields and introduced Doub Hurst, with Schrickel, Rollins and Associates, Inc., who would make the presentation on the bid specifications. Using the site plan of the Ford Park area, Mr. Hurst reviewed for the Council the items that would be constructed per the specifications that were distributed. Those areas being the three ballfields, parking lot area, the 25 -meter swimming pool and all of the items that go with the swimming pool such as decking, bath house, fence, landscaping, etc. Using the site plan of the swimming pool area, Mr. Hurst reviewed with the Council the construction of the pool and advised of the breakdown for the bidding on the pool and ball fields being in three separate items. He also advised of the three alternates to be added to the base bid. Mr. Hurst advised of the following cost estimates of the project in the breakdown he just reviewed: ly4 C7 4W AW ALLEN CITY COUNCIL July 18, 1985 Review and Consider Approval of Specifications for Ford Park Athletic Fields and Swimming Pool and Authorize Solicitation of Bids (cont'd) Item No. One - Swimming Pool Item No. Two - Bathhouse/Office Item No. Three - Three Ballfields Total: Add Alternate No. 1 - Lattice Work Add Alternate No. 2 - Parking Lot Add Alternate No. 3 - Landscaping Total: Grand Total: Page 11 (Agenda Item X) $574,000 $ 99,000 $541,000 $1,214,000 $ 32,000 $ 57,000 $ 97,000 $ 186,000 $1,400,000 The Council discussed with city staff why the concession stand and restrooms located at the ballfields were not included in the construction at this time, what fencing would be con- structed at the three ballfields, some Council Members' objections to placement of vending machines in the pool area, and the construction of the walls in front of the 0 depth swimming area and the hazard they may be to children trying to jump over them. Mark Thornton, Director of Parks and Recreation Department, spoke before the Council on the requirement that the wall areas be added to the 0 depth area to satisfy the State Health Department and their requirements. Mr. Hurst reviewed for the Council the timing on this project and advised that the bids would be opened on August 9th, bid award would be before the Council on August 15th, signing of the contract would take approximately one week, and the contractor should be ready to start on September 3rd. Mr. Hurst added that the contractor had 240 calendar days to complete the pool, which would be around May 1, 1986 and they would be very strick in keeping the contractor to those days. The contractor would have 270 calendar days to complete the ballfields. Mr. Thornton then distributed to the Council information on the amount of Ford Park development funds showing the following: Total Bonds Approved 1979 $ 1,940,000 Total Expenditures as of 7/18/85 $ 1,411,665 Total Reimbursements (Grants) $ 246,663 Total on Hand $ 774,998 Cash on Hand $ 774,998 Approved Grant $ 250,000 $1,024,998 Mr. Thornton then explained to the Council the use of some of the 1985 bond funds which would be determined after the bids have been received on this project. (7S ALLEN CITY COUNCIL July 18, 1985 Page 13 Items of Interest to the Council (Agenda Item XII -B) The Council briefly discussed an item that the City Manager had included in the last administrative report regarding a letter from Don Brazeal pertaining to an issue on a lot he ownes and whether he can cut the weeds on that lot due to the debris left by contractors who worked on the street. They also discussed the issue of whether the debris on the lot was from the contractor and if the contractor should be notified to come back and clean up the debris. City Manager Jon McCarty advised the Council of the need for appraisals on the properties on Main Street in order to determine the increase in the value of the pro- perties upon the construction of Main Street and in order to determine the assessments to be placed on the properties for that project. Mr. McCarty advised the Council that this subject would be placed before the Council for their consideration on an upcoming Council agenda. City Secretary Marty Hendrix advised the Council that an updated list of rosters of the city's boards and commissions had been provided to each of the Council Members for their reference. Adjournment MOTION: Upon a motion made by Councilman McClure and seconded by Councilman Womack, the Council voted 6 - 0 to adjourn the regular session of the Allen City Council at 11:53 p.m. on Thursday, July 18, 1985. The motion carried. These minutes approved on the 1st day of August 1985. i Marty Hendrix, ity Secretary / Donald P. odenb gh, Mayor l-77