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HomeMy WebLinkAboutMin - City Council - 1987 - 05/21 - RegularALLEN CITY COUNCIL REGULAR SESSION MAY 21, 1987 Present• Coe Donald P. Rodenbaugh, Mayor Council Members: Joe Farmer, Mayor Pro Tem Jerry Wilson Bobby Glass Jim Pendleton Jim Wolfe Absent: Jack Pennington City Staff Jon McCarty, City Manager Laura Westfall (Acting for City Secretary) The regular session of the Allen City Council was called to order by Mayor Rodenbaugh at 7:32 p.m. on Thursday, May 21, 1987, 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 Pendleton and seconded by Councilman Wilson, the Council voted 7 - 0 to approve and adopt all remaining items on the Consent Agenda as recommended and as follows: A. Approve Minutes of May 7, 1987 - Regular Session. B. Authorization to city staff to pay bills associated with the 1985 Capital Improvement Program as follows: 1. SWA Group $ 65.90 Project No. 50-004-2 Construction of Main Street - Phase I - Professional Services Period: March, 1987 2. Dallas Landscaping System $ 11,697.30 Project No. 50-004-1 Construction of Main Street - Phase I - Application No. 6 Period: 2/3/87 3. Black & Veatch $ 7,000.00 Project No. 40-001-2/$3500 55-001-2/$3500 Municipal Complex Development - Engineering Services Period: April, 1987 4. Malachi Corporation $ 25,517.48 Project No. 60-002-1 Addition & Renovation of Central Fire Station - Application No. 2 Period: 4/25/87 Q1 , ALLEN CITY COUNCIL REGULAR SESSION MAY 21, 1987 Page 2 QP CONSENT AGENDA (cont'd) (Agenda Item II) 5. Hidell Architects $ 459.00 Project No. 60-002-3 Addition & Renovation of Central Fire Station - Additional Services - `. (v/ Reimbursable Expenses Period: 5/5/87 6. Hidell Architects $ 200.00 Project No. 60-002-3 Addition & Renovation of Central Fire Station - Architectural Services - Reimbursable Expenses $ 55.25 Period: During April, 1987 7. ATEC Associates, Inc. $ 510.00 Project No. 60-002-3 Addition & Renovation of Central Fire Station - Period: Thru: 3/31/87 8. Graham Associates, Inc. $ 5,435.00 Period: 75-003-2 Construction staking for paving and construction administration of Jupiter Road - Engineering Services Period: Thru: 4/21/87 9. Graham Associates, Inc. $ 18,640.00 Project No. 75-002-2 Main Street Phases II and III - Engineering Services Period: Thru: 4/21/87 10. Graham Associates, Inc. $ 14,995.00 Project No. 75-002-2 Main Street Phase II and III - Surveying for Design of McDermott Drive Period: Thru: 4/21/87 11. Acquisition Associates $ 3,605.00 Project No. 75-002-5 Right -of -Way Acquisition - Main Street Phase II and III - Acquisition/Negotiation & Appraisal Services Period: 4/4/87 - 5/4/87 12. Hidell Architects $ 1,500.00 Project No. 40-001-3 Construction of new Police and Courts Building - Architectural Services Period: 5/4/87 13. Hidell Architects $ 1,500.00 Project No. 55-001-3 Construction of new Library Building - Architectural Services Period: 5/4/87 QP ALLEN CITY COUNCIL REGULAR SESSION MAY 21, 1987 Page 3 CONSENT AGENDA (cont'd) (Agenda Item II) 14. Black & Veatch $ 3,000.00 Project No. 90-002-2 Construction of 2 MG Elevated Water Storage Tower - Engineering Services Period: April, 1987 15. Black & Veatch $ 896.87 Project No. 90-003-2 Water System Supervisory Control and Telemetry - Engineering Services Period: April, 1987 16. Black & Veatch $ 1,897.91 Project No. 90-001-2 Construction of Stacy Road Pump Station - Engineering Services Period: April, 1987 17. C & W Utility Contracting Co. $ 39,211.70 Project No. 90-001-1-B Water Distribution Pipeline Project - Final Estimate No. 7 - Retainage Billing Period: 2/27/87 - 5/8/87 C. Schedule of Taxes Receivable as of April 30, 1987 D. Resolution No. 792-5-87(R): Resolution Authorizing IL an Adjustment to the 1985 - 1986 Tax Rolls and a Refund Issued for Overpayment of 1985 - 1986 Taxes. The motion carried. End of The Consent Agenda Tabled Item: Authorize Execution of a Contract with Harvey Moore Architects for Consulting Services for the Police and Courts/Library Building (Agenda Item III) Mayor Rodenbaugh read the agenda item and opened the floor for a motion to remove this item from the table for consideration. MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman Glass, the Council voted 7 - 0 to remove the agenda item from the table for consideration. The motion carried. City Manager Jon McCarty spoke before the Council the research that had been done previously by city staff on the hiring of a construction manager; the recommendation of the city staff not to enter into a contract for construction management; and the recognition that many of the concerns still exist on the construc- tion of the Police and Courts Building and the Library Building. Mr. McCarty elaborated on the concerns of the construction of the two projects, the need for assistance in reviewing the detailed specifications and drawings and to have a source of information regarding construction techniques and materials. Mr. McCarty advised the Council of the proposal submitted by Harvey G. Moore, Architect, and of the proposed contract that would allow provision of consulting service to city staff and to design development and construction phases of the two buildings. G4 ALLEN CITY COUNCIL REGULAR SESSION MAY 2, 1987 Page 9 Tabled Item: Authorize Execution of a Contract with Harvey Moore Architects for Consulting Services for the Police and Courts/Library Building (cont'd) (Agenda Item III) The Council discussed with Mr. Moore if he has served in this type of capacity before, if he was aware of other entities tw trying this type of consulting service on projects, how familiar Mr. Moore was with construction supervision, how many years Mr. Moore had been in business and who had been some of his clients. MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman Glass, the Council voted 7 - 0 to authorize the execution of the proposed agreement with Harvey G. Moore, Architect, for architectural design, development and consultation on the Police and Courts Building and the new Library Building. The motion carried. Review and Accept an Engineering Study for Water System Control and Monitoring (Agenda Item IV) Ernie Hoback, Director of Public Works, spoke before the Council on the contract entered into by the City of Allen with Black and Veatch Engineers to perform a study on the city's water system control and monitoring. Mr. Hoback explained that the study contained two phases. Phase I was a preliminary study of the existing system along with comparisons of the different ways to acquire input from various locations (pumps, towers, etc.) and to recommend ways to upgrade and implement new equipment. Phase II was to prepare drawings and specifications for construction and start-up. Mr. Hoback reviewed the findings of the study which included: 1. The leased telephone lines presently in use for the control and monitoring system are the most cost-effective means of communication to control and monitor Allen's water system. 2. Panel type indicators and controllers are the most suitable for this application. 3. Alarm conditions for various wastewater lift station sites are presently being monitored over an existing radio system from Allen City Hall and will be relocated to Stacy Road Pump Station by the City of Allen. Mr. Hoback then reviewed the recommendations of the study as follows: 1. Use the existing leased lines for a communications medium until additional remote sites are added to the system, or leased line costs increase to the point that the use of leased lines becomes uneconomical. 2. Use a freestanding panel type display and control scheme. 3. Use digital multiplexed audio tones for data concentration and transmission. 9. Install an insert flow tube and pressure tap at the Lucas Pump Station to measure station discharge flow and pressure. 5. Install an electrically operated control valve at the Hill- side Elevated Tank. ALLEN CITY COUNCIL REGULAR SESSION MAY 21, 1987 Page 5 Review and Accept an Engineering Study for Water System Control and Monitoring (cont'd) (Agenda Item IV) Mr. Hoback then presented a color -coded chart of the city showing the various leased telephone lines presently in use for the control and monitoring system and the proposed lease lines to be installed. The Council discussed with Mr. Hoback how the cost of these leased lines are determined and if it was according to the distance of the lines, how the monitoring system works with the use of these lines, if the city owns the monitoring equipment or is it also leased like the lines, and how the monitoring system will operate when the Stacy Road Pump Station is operational. Mr. Hoback advised the Council that Mr. Dale Cherry, with Black and Veatch Engineers, was present to answer any questions the Council may have on this study. Mr. Hoback advised the Council that the cost of this study had been held to approximately $3,000 rather than the estimated $8,000 cost. Mr. Hoback advised the Council of the work to be done under Phase II of this study and advised that the city staff's recommendation was that the City Council acknowledge receipt of this study as presented and to authorize the city staff to proceed with Phase II of the contract. MOTION: Upon a motion made by Councilman Pendleton and seconded by Councilman Wolfe, the Council voted 7 - 0 to Lo acknowledge receipt of the engineering study for the water system control and monitoring and to authorize the city staff to proceed with Phase II of the contract, in accordance with the recommendation of the city staff, as stated. The motion carried. Review and Accept the Computer Study Work Paper Part I (Agenda Item V) Michael Stanger, Administrative Assistant to the City Manager, spoke before the Council on the progress of the computer study and the various stages of review and approval that will be forthcoming in this project. Mr. Stanger advised the Council of background work that had been done by he and Nelson Mak, Data Processing Coordinator, in the preparation of the Computer Study Work Paper - Part I. Mr. Stanger advised that this portion of the study was an analysis of the city's existing equipment, its deficiencies, and proposed alternatives. Nelson Mak then distributed handout materials of some over- head transparencies and spoke before the Council on the city's current computer operation, how it is used, problems with the current system, possible alternatives, initial investment costs for each alternative, 5 -year systems costs for the alternatives, and the configuration of hardware for the proposed alternatives. Mr. Mak advised the Council that the city staff's recom- mendation was that the City Council accept the Computer Study Work Paper - Part I as presented,and to be the first portion of the Master Plan,and to authorize the city staff to proceed with the work for Part II of the computer study. He advised that Part II would be presented at the June 9th Council Meeting and it would contain the recommendation on which alternative the city should select. ALLEN CITY COUNCIL REGULAR SESSION MAY 21, 1987 Page 6 Review and Accept the Computer Study Work Paper Part I (cont'd) (Agenda Item V) The Council discussed with Mr. Stanger and Mr. Mak if the staffing for the computer master plan had been considered in this part I, the fact that the costs shown showed the initial cost and maintenance but no additional supplies or personnel, that the city staff should consider checking into the city's use of a main frame versus the mini -computer and tying down the exact needs of the city departments at this time and what the projected needs are going to be, looking at leased used equipment on a three-year plan rather than the city purchasing new equipment, the city staff checking with other entities to find out about the obsoleteness of the System 36 at this time. The Council had further discussion with city staff on the difference between alternative 3 and alternative 4 and that basically the only difference was the use of micro computers in alternative 4. It was pointed out by Council that the micros could also be added as terminals in alternative 3, thus all of the alternatives centered around the use of the IBM System 36 with no proposals for other equipment such as main- frames. Mr. Mak spoke before the Council on what information he had on mainframes and advised that the cost of the equipment could be considerably higher as well as the city only using a small portion of the data base. The Council discussed with Mr. Mak what other large cities used as equipment and what type of configurations they had, if he was familiar with the 9370 system mainframe, how he felt about the obsolescence of the System 36, if he would be able to obtain some information on the 9370 and make it another alterna- tive in Part I as well as obtain additional information on the effectiveness and obsoleteness of the Systme 36. MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded By Councilman Wolfe, the Council voted 7 - 0 to accept the Computer Study Work Paper - Part I, amended to include the additional study of the use of a 9370 mainframe versus a System 36, and to authorize the city staff to proceed with Part II of the Computer Study. Mayor Rodenbaugh recessed the regular meeting of the Allen City Council at 9:00 p.m. The meeting reconvened at 9:11 p.m. Ordinance No. 793-5-87: An Ordinance of the City of Allen, Collin County, Texas, Repealing City of Allen Ordinance No. 240; Creating a Master Flood Hazard Prevention Plan; Creating Methods of Reducing Flood Losses and State- ment of Purpose; Providing for Def- initions; Providing, for General Pro- visions; Providing for Provisions for Flood Hazard Reduction; Providing for (40 a Penalty; Providing for a Severability Clause; Providing for an Effective Date; Providing for Attachment of Exhibit "A", and Providing for Publication of the Caption. (Agenda Item VI) Tom Glab, City Engineer, spoke before the Council on the preparation of the new flood plain management ordinance as pre- pared by Albert Halff and Associates. Mr. Glab explained to the Council the need to revise the city's existing flood plain manage- ment ordinance and reviewed the major changes to the ordinance. ALLEN CITY COUNCIL REGULAR SESSION MAY 21, 1987 Page 7 Ordinance No. 793-5-87: (cont'd) (Agenda Item VI) The Council discussed with Mr. Glab the reasoning behind the requirement that residential construction must be two feet or more above the base flood elevation, how this ordinance will effect existing approved developments, and if a cost analysis had been done on the property that will be undevelopable as a result of the restrictions in this ordinance. Mark Thornton, the Parks and Recreation Director, spoke before the Council on the amount of flood plain area that will be available to be reclaimed and the amount of area that will not be available to be developed in the city. He also advised of the theory that even though certain portions of the flood plain area cannot be developed, it is still an enhancement to the market value of the property. The Council discussed with city staff if the upstream development had been considered in this ordinance preparation, and the enforcement of the ordinance with developments that have already been approved in the flood plain areas and the new ones to be brought forward for approval. MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded by Councilman Wolfe, the Council voted 7 - 0 to adopt Ordinance No. 793-5-87 as captioned previously and to authorize the city staff to submit this ordinance to the National Flood Insurance Program, in accordance with the city staff's recommendation, as stated. The motion carried. Resolution No. 794-5-87(R): A Resolution of the City Council of the City of Allen, Collin County, Texas, Approving an Interlocal Agree- ment Between the City of Allen and Collin County to Designate Funds Identified in the 1983 Collin County Bond Program for Chaparral Road from S.H. 5 to Jupiter Road, and for S.H. 5 from Chaparral Road to Exchange Park- way, to be Reallocated to F.M. 2170 From S.H. 5 to Allen Heights Drive, and to the Exchange Parkway Overpass of U.S. 75 and Designating the City Manager to Act on Behalf of the City of Allen to Execute the Agreement. (Agenda Item VII) Bill Petty, Director of Community Development, spoke before the Council on the proposed resolution regarding an interlocal agreement between the City of Allen and Collin County to re- designate county bond funds for street projects in Allen. Mr. Petty explained that originally $1,832,500 had been appropriated for construction of Chaparral Road and a portion of State Highway 5. Mr. Petty advised that those projects had been completed by other means, therefore, there was a definite need to redesignate the original funds to other projects. Mr. Petty advised the Council that the two projects proposed for those funds would be the overpass of Exchange Parkway over U.S. 75 and improvements to F.M. 2170 east from S.H. 5 to Allen Heights Drive. The amount of funds to be des- ignated to each of these projects would be $500,000 and $1,332,500, respectively. Mr. Petty explained the advantages of applying these bonds funds to these projects and the need to enter the interlocal agreement with Collin County for redesignation of the funds to these projects. ALLEN CITY COUNCIL REGULAR SESSION MAY 21. 1987 Resolution No. 794-5-87(R): (cont'd) (Agenda Item VII) Mr. Petty advised the Council that the city staff's recommendation was that the City Council approve the proposed resolution and authorize the City Manager to execute the interlocal agreement, which will then be forwarded to the Collin County Commissioners' Court for approval. The Council discussed with city staff if redesignating these funds would have an effect on the street improvement program originally presented to the State Highway Department and if they would have to be notified of these changes, what would be the timing on these two projects and would the overpass be constructed before the work on F.M. 2170, why the Exchange Overpass was con- sidered a high priority for these funds, and when the state is supposed to start construction on State Highway 5. MOTION: Upon a motion made by Councilman Pendleton and seconded by Councilman Wolfe, the Council voted 7 - 0 to approve and adopt Resolution No. 794-5-87(R), as captioned previously, and to authorize the City Manager to execute the interlocal agreement, in accordance with the city staff's recommendation, as stated. The motion carried. Update on Budget Revenues and Expenditures (Agenda Item VIII) Charlotte Smith, Finance Director, spoke before the Council on the city's revenues and expenditures as of April 30, 1987. Mrs. Smith explained to the Council that it was hard to make a determination at this time on the revenues projections since a major portion of the franchise taxes have not been paid. She / did advise that she had recently received the bank franchise tax and it was approximately $4,000 under the estimated amount WI budgeted. Mrs. Smith advised the Council that at this point budget expenditures should represent 588 of the total budget. The City Council discussed various aspects of the budget reports with Mrs. Smith regarding the shortfalls experienced in collection of ad valorem taxes and sales tax. The Council also discussed with Mr. Bill Petty, Director of Community Development, the number of building permits that had been recently issued. This item was received as a matter of information. There was no action taken on this item. Establish a Replacement Cost for Main Street Lights and Trees (Agenda Item IX) Mark Thornton, Director of Parks and Recreation, spoke before the Council on the damage that has been caused to the light poles and trees since the improvements have been made to Main Street. Mr. Thornton pointed out that five light poles have been destroyed and three trees have been knocked down by careless motorists. In order to determine reimburseable costs and plan for replacements for this type of damage, Mr. Thornton explained the city staff had obtained estimates from the company that makes the light poles for all costs incurred for reordering the light poles and fixtures, plus shipping. They had also obtained the cost of additional trees at present market values. Mr. Thornton also advised that the city maintains an extra light pole and fixtures now so that as the poles are damaged a new one can be installed as soon as possible. ALLEN CITY COUNCIL REGULAR SESSION MAY 21, 1987 Page 9 Establish a Replacement Cost for Main Street Lights and Trees (cont'd) (Agenda Item IX) Mr. Thornton reviewed the costs for replacement of the light poles and trees and pointed out a 108 administrative fee had also been added on to allow for additional expenses incurred when city staff had to follow up on the accidents and try to obtain monies from insurance companies or persons causing the damage. Mr. Thornton advised the Council that the city staff's recommendation was that the City Council set the fees at $1,218.80 for replacement of the light poles on Main Street and $440.00 for replacement of the red oak trees on Main Street. The Council discussed with Mr. Thornton how the city staff follows up on these accidents to insure that the city get payments for these damages. Mr. Thornton explained the process and advised of one situation where he has not been able to collect the money. The Council discussed with Mr. Thornton that the consideration of these fees needs to be done during the city's budget process each year. MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded by Councilman Glass, the Council voted 7 - 0 to approve the fees in the amount of $1,218.80 for the light poles and $440.00 for the red oak trees, in accordance with the city staff's recommendation, as stated, and to consider the establishment of these fees each year during the budget process. The motion carried. Appointments to the Planning and Zoning Commission and Library Board (Agenda Item X -A) City Manager Jon McCarty advised the Council of the upcoming appointments to Places 2, 4, and 6 on the Planning and Zoning Commission, Places 1, 3, 5 and 7 on the Library Board, and Alternate Place No. 2 on the Zoning Board of Adjustment. He pointed out the proposed process for the Council appointments and advised that a Council Interview Committee needed to be selected to conduct the interviews. After a brief discussion, Council Members Jack Pennington and 'Bobby Glass were selected as the Council Interview Committee. Annual Council Photograph (Agenda Item X -B) This agenda item reminded the City Council of the annual photograph to be taken on Thursday, June 18, 1987, at 7:30 p.m. This item was received as a matter of information. There was no action taken on this item. Collin County Public Officials Association (Agenda Item X-C) City Manager Jon McCarty Advised the Council of the upcoming meeting of the Collin County Public Officials Association to be held on Thursday, May 28th, at the Holiday Inn in McKinney and encouraged Council Members to attend this function. This item was received as a matter of information. There was no action taken on this item. ALLEN CITY COUNCIL REGULAR SESSION MAY 21, 1987 Page 10 Economic Development (Agenda Item X -D) and Zoning Ordinance Schedule of Uses (Agenda Item X -E) Mayor Pro Tem Farmer spoke to the Council on the topics of economic development and the need for the City Council to hold a meeting to review the Zoning Ordinance Schedule of Uses �+ prior to discussing the recommendations of the Planning and Zoning Commission on those uses. Mayor Pro Tem Farmer explained that these two agenda items were the result of discussions held at the May 14th joint workshop session of the City Council and the Planning and Zoning Commission. The Council discussed with city staff if additional research can be done by the city staff regarding what other cities are doing about economic development and if that information could be brought forward to the Council for review and discussion. There was lengthy discussion by the Council on an appropriate date for a meeting to discuss the referenced topics and which topic should be considered first at the meeting. In a consensus vote, the Council determined that a workshop meeting would be held at 7:00 p.m. on Wednesday, June 17, with economic development being the first item on the agenda. Items of Interest to the Council (Agenda Item X -F) Bill Petty, Director of Community Development, advised the Council that Nova Development had requested a median cut on Bethany Road. This request had been reviewed by the North Central Texas Council of Governments and the City Engineer and meets the city's requirements. Thus, the request has been approved. This item was received as a matter of information. Michael Stanger, Administrative Assistant to the City Manager, provided the Council with handout information on the status of current legislation and reviewed the action that had been taken by the State Legislature on certain bills with the Council. Councilman Wilson advised the Council of a fund raising project for the Allen Chamber of Commerce. This event is a "Vegas" night to be held at Intecom on Saturday, May 30th. He encouraged everyone to attend this function. Adjournment MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded by Councilman Wolfe, the Council voted 7 - 0 to adjourn the regular session of the Allen City Council at 10:50 p.m. on Thursday, May 21, 1987. The motion carried. IL ALLEN CITY COUNCIL REGULAR SESSION MAY 21, 1987 Page 11 These minutes approved on the 4th day of JUNE 1987. APPROVED: L Donald O _ ATTEST: Marty Hendrix, CMC, CITY SECRETARY