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HomeMy WebLinkAboutMin - City Council - 1987 - 09/03 - RegularALLEN CITY COUNCIL REGULAR SESSION SEPTEMBER 3, 1987 Present: Donald P. Rodenbaugh, Mayor Council Members: Joe Farmer, Mayor Pro Tem Jerry Wilson Bobby Glass Jim Wolfe Jim Pendleton Jack Pennington City Staff: Jon McCarty, City Manager Marty Hendrix, City Secretary At 6:30 p.m. on Thursday, September 3, 1987, the Allen City Council convened to hold a reception for candidates for the upcoming appointments to the city's boards. City staff provided presentations on the Parks and Recreation Board, Board of Adjust- ment, and the Sign Control Board. Council Members met the candi- dates, and members of the Council -appointed Interview Committee scheduled interviews with candidates for the upcoming appointments. The regular session of the Allen City Council was called to order by Mayor Rodenbaugh at 7:30 p.m. on Thursday, September 3, 1987, in the Council Chambers of the Allen Municipal Annex, One Butler Circle, Allen, Texas. CONSENT AGENDA (Agenda Item II) At the request of Ernie Hoback, Director of Public Works, Consent Agenda Item IIC was removed for individual consideration. At the request of Mayor Pro Tem Farmer, Consent Agenda Item IIF was removed for individual consideration. MOTION: Upon a motion made by Councilman Pennington 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. Approval of City Council Minutes of August 20, 1987 - Regular Session. B. Approval of City Council Minutes of August 27, 1987 - Called - Special Meeting. D. Set October 1, 1987, as the Public Hearing Date on a Request to Establish Permanent Zoning of 3.553 Acres of "FP -SC" Flood Plain - Shopping Center, Located South of F.M. 2170 and West of Angel Drive as Requested by Joe Marchman & Associates. E. Set October 1, 1987, as the Public Hearing Date on a Request to Amend "PD-TH" Planned Development - Town House No. 7 to Allow 6 foot Fences on Property Adjacent to Common Greenbelt Areas on Property Located South of Ridgemont and West of Collin Drive as Requested by the Collin Square Homeowners Assoc. The motion carried. End of the Consent Agenda A. ALLEN CITY COUNCIL REGULAR SESSION SEPTEMBER 3, 1987 Page 2 Authorize Payment of Bills Associated with the 1985 (Consent Agenda Capital Improvement Program Item II -C) Ernie Hoback, Director of Public Works, requested that this agenda item be removed for individual consideration in order that he could explain the final payment to Goodbrand Construction, Inc., for the completion of the Stacy Road Pump Station. Mr. Hoback distributed to the Council copies of an information sheet which showed various dates of construction completion on this project and explained why the final payment had been deleted to the amount of $10,140.45. Mr. Hoback pointed out that there were liquidated damages in the amount of $4800 which resulted in the reduction in the final payment and explained how the damages were determined. MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded by Councilman Wolfe, the Council voted 7 - 0 to approve the following bills associated with the 1985 Capital Improvement Program: 1. Goodbrand Construction, Inc. $ 10,140.45 Project No. 90-001-1A Final Payment - Estimate No. 11 Construction of Stacy Road Pump Station (Second Delivery Point) Period: 6/25/87 - 8/11/87 2. G. M. Geer, Engineer $ 1,085.00 Project No. 40-001-2/ 55-001-2/ Municipal Complex Infrastructure - too Surveying Services c/o Black & Veatch Engineers Period: April, 1987 3. Professional Service Industries, $ 134.00 Inc. Project No. 90-002-6 Construction of 2 MG Elevated Water Tower - Testing of Materials Period: 6/30/87 - 7/16/87 4. Game Time $ 1,003.22 Project No. 50-004-6 Equipment for Story Park Playground - Swingsets Period: 8/17/87 5. Game Time $ 2,006.45 Project No. 50-002-6 Equipment for Ford Park Playground - Swingsets Period: 8/17/87 6. SWA Group $ 3,899.21 Project No. 75-002-2 Construction of Main Street - Phase II - Landscaping - Professional Services - Reimbursable Expenses $ 567.24 Period: 7/1/87 - 7/31/87 7. SVA Concrete $ 21,885.15 Project No. 50-004-1 Construction of Story Park Playground Period: 8/24/87 RL' ALLEN CITY COUNCIL REGULAR SESSION SEPTEMBER 3, 1987 Page 3 Authorize Payment of Bills Associated with the 1985 (Consent Agenda Capital Improvement Program (cont'd) Item II -C) B. General Homes Corp. $ 15,088.37 Final Payment - Paving for Malone Dr./Edelweiss Dr. Malachi Corporation $ 53,507.34 Project No. 60-002-1 Addition and Renovation of Central Fire Station - Application No. 5 - Period: Thru: 7/25/87 10. Albert H. Halff Associates, Inc. $ 1,596.65 Project No. 75-002-2 Hydraulic modeling for Main Street Bridge analysis - Professional Services Period: 8/19/87 11. Hidell Architects $ 1,040.00 Project No. 60-002-3 Addition and Renovation of Central Fire Station - Architectural Services Period: July, 1987 12. Marriott Construction $124,780.60 Project No. 75-003-1 Construction of Jupiter Road - Estimate No. 8 Period: 7/26/87 13. Malachi Corporation $ 52,719.84 Project No. 60-002-1 Addition and Renovation of Central Fire Station Application No. 5 Period: Thru: 7/25/87 Resolution No. 807-9-87(R): A Resolution of the City Council of the City of Allen, Texas, Authorizing the City Manager to Execute an Agreement Between the City and the Southern Pacific Transportation Company Concerning Reconstruction of the Grade Cros- sing at Main Street in the City of (Consent Agenda Allen, Texas. Item II -F) Mayor Pro Tem Farmer advised that he had requested that this item be removed from the Consent Agenda for individual consideration due to some questions he had on the agreement. Mayor Pro Tem Farmer discussed with city staff if the Southern Pacific Railroad Company had to do the maintenance work on the railroad crossing or could someone else do the work; what was the interpretation of paragraph 2 of the contract and did it mean that the city would have to put up 80% of the cost of the work before the work is initiated; and the fact that paragraph 3 of the agreement stated that they would have one year to complete this project, which seemed excessive. There was further discussion by the Council with city staff on the need to get this work completed in a timely manner; how paragraph 2 should be interpreted and the need for clarification on the wording and the fact that the city ALLEN CITY COUNCIL REGULAR SESSION SEPTEMBER 3, 1987 Page 4 (Consent Agenda Resolution No. 807-9-87(R) (cont'd) Item No. II -F) should not have to pay prior to the construction work being done and especially the labor costs; if a determination had been received from Southern Pacific Railroad on the McDermott Road crossing, the indication from Southern Pacific that they would like to close the Belmont crossing in exchange for the McDermott crossing; if the Main Street crossing improvements and the decision on the McDermott crossing should be combined and pursued. In further discussion, the Council directed that the city staff obtain an interpretation of paragraph 2 of the agreement and keep in mind the interest of the city and the fact that the city should not have to pay for construction work before it is completed. MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded by Councilman Wolfe, the Council voted 7 - 0 to approve and adopt Resolution No. 807-9-87(R), as captioned previously. The motion carried. At this time, Mark Thornton, Director of Parks and Recreation Department, appeared before the Council and advised the Council that Trey Goodman, the Parks and Recreation Super- visor, was leaving the employment of the city to work for the City of Addison as their Recreation Supervisor. Mr. Thornton recognized Trey Goodman and commended him for the work that he had done while working for the city for five years. Mayor Rodenbaugh and the Council also commended Mr. Goodman on his work and relationship with the senior citizens group and the children enrolled inthe various summer programs and wish him the best in his new position. Public Hearing: Request to Amend the Use Regulations of Planned Development No. 30 to Allow a Church by Specific Use Permit in Building B of the Green - ridge Office Center Location: Northwest Corner of Ridgemont and S.H. 5 Requestor: Cushman and Wakefield for First Presbyterian Church and Ordinance No. 808-9-87: An Ordinance of the City of Allen, Collin County, Texas, Amending Comprehensive Zoning Ordinance No. 366-10-81 of the City of Allen, as Previously Amended in Ordinance No. 573-12-84, by Amending the Use and Area Regu- lations of "PD" Planned Develop- ment No. 30 so as to Allow a Church by Specific Use Permit in Building B of the Greenridge Of- fice Center, an Office Development Located in the Texet Addition to the City of Allen, Collin County, Texas, Recorded in Cabinet C, Slot 582 of the Map Records of Collin County, Texas; Providing for Amend- ed Area and Use Regulations; Pro- viding for a Penalty; Providing for an Effective Date; and Providing for Publication of the Caption. (Agenda Item III -A) ALLEN CITY COUNCIL REGULAR SESSION SEPTEMBER 3, 1987 Page 5 Public Hearing: Request to Amend the Use Regulations of Planned Development No. 30 to Allow a Church by Specific Use Permit in Building B of the Green - ridge Office Center Requester: Cushman and Wakefield for First Presbyterian Church (cont'd) (Agenda Item III -A) and Ordinance No. 808-9-87 (cont'd) Mayor Rodenbaugh read the request into the record as follows: "Public Hearing to Consider a Request to Amend the Use Regulations of Planned Development No. 30 to Allow a Church by Specific Use Permit in Building B of the Greenridge Office Center Located at the Northwest Corner of Ridgemont and S.H. 5 as Requested by Cushman and Wakefield and Consider an Ordinance Amending the Use Regulations in PD NO. 30." Ernie Pare, representing the First Presbyterian Church and Cushman and Wakefield, spoke before the Council on this request to amend the use regulations in Planned Development No. 30 in order to allow a church by a specific use permit in that district. Using a site plan of the district, Mr. Pare pointed out the location in Building B of the Greenridge Office Center, located at the northwest corner of Ridgemont and State Highway 5, that the First Presbyterian Church wanted to use as their facility for church services and church educational services. Mayor Rodenbaugh opened the public hearing. No one appeared 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 July 23, 1987, recommended to the City Council approval of the request to amend the use regulations in Planned Development No. 30 in order to allow a church in this district by a specific use permit. Tom Keener, Development Coordinator, spoke before the Council on the clarification of this agenda item as compared to the next agenda item. Mr. Keener advised that the action on this item was to either approve or deny an amendment to the use regulations of the planned development in order to allow a church by specific use permit in this district. If this agenda item is denied, then the next agenda item cannot be approved. Mr. Keener pointed out to the Council that Reverend Robert Bullock was present at the meeting if there were any questions regarding this item. There was a brief discussion by the Council on this item. MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded by Councilman Wilson, the Council voted 7 - 0 to approve the request to amend the use regulations in Planned Development No. 30, to allow a church in this district by a specific use permit in accordance with the Planning and Zoning Commission recommendations, as stated; and to approve and adopt Ordinance No. 809-8-87, as captioned previously. The motion carried. ALLEN CITY COUNCIL REGULAR SESSION SEPTEMBER 3, 1987 Public Hearing: Request for a Specific Use Permit with Site Plan Approval for Building B of the Greenridge Office Center Location: Northwest Corner of Ridgemont and State Highway 5 Requester: Cushman and Wakefield for First Presbyterian and Ordinance No. 809-9-87: An Ordinance of the City of Allen, Collin County, Texas, Amending Comprehensive Zoning Ordinance No. 366-10-81, as Previously Amended by "PD" Planned Development No. 30 Ordinance No. 573-12-89, as Here- tofore Amended, so as to Attach as Exhibit "E" a Specific Use Permit and Site Plan for a Church in Build- ing B of the Greenridge Office Center, an Office Center Located in Lot 1 Block A of the Texet Addition to the City of Allen, Recorded in Cabinet C, Slot 582 of the Map Records of Collin County, Texas, Presently Delineated on the Official Zoning Map as "PD" Planned Development No. 30; Providing for a Termination of Specific Use Permit; Providing for a Penalty; Providing for an Effective Date; Pro- viding for Publication of the Caption. Page 6 (Agenda Item III -B) Mayor Rodenbaugh read the request into the record as follows: "Public Hearing to Consider a Request for a Specific Use Permit with Site Plan Approval for Building B of the Greenridge Office Center as Requested by Cushman and Wakefield for the First Presbyterian Church on Property Located at the Northwest Corner of Ridgemont and S.H. 5 and Consider an Ordinance Approving the Specific Use Permit and Site Plan." Mr. Ernie Paro, representing the First Presbyterian Church and Cushman and Wakefield, spoke before the Council on the church's request for a specific use permit in order to locate their church facilities in Building B of the Greenridge Office Center. Mayor Rodenbaugh opened the public hearing. No one appeared to speak either for or against this request. Mayor Rodenbaugh closed the public hearing. The Planning and Zoning Commission, at their regular tw meeting held on July 23, 1987, recommended to the Council approval of the request for a specific use permit for a church with the stipulation that the specific use permit expire with the tenancy of the First Presbyterian Church, or two years, whichever comes first. The Council discussed with city staff the time limit of two years or the vacancy of the building by the church and who would be responsible for enforcing this requirement and if this specific use permit would then be removed from this location. The Council discussed with the church representative Approval of the Engagement Letter for Fiscal Year Audit Services (Agenda Item IV) Mayor Rodenbaugh advised the Council that members of the Council -appointed Audit Committee had met with the Finance Director, Charlotte Smith, to review and discuss the scope and objectives of the engagement letter prepared by Peat Marwick Main & Company for the fiscal year 1986 - 87 year end audit. Mayor Rodenbaugh advised that there would be a fee of $17,000 for the annual audit, with an additional $1,000 to $2,000 for an audit of the construction grant funds given to the city's library. Based upon their review and discussions, Mayor Rodenbaugh advised the Council that it was their recommendation that the engagement letter be approved as presented so that Peat Marwick can commence with the audit function. MOTION: Upon a motion made by Councilman Pennington and seconded by Councilman Wilson, the Council voted 7 - 0 to approve the engagement letter, as prepared by Peat Marwick Main and Company, for the fiscal year 1986 - 87 audit in accordance with the recom- mendation of the Council -appointed Audit Committee. The motion carried. At this time, Councilman Wolfe pointed out to the Council that since the city is in the process of changing and updating their computer operations, it would be a good idea for them to discuss this with the auditors and get their input and expertise on the financial aspects of data processing and what direction they feel the city needs to look into at this time. Approval of Specifications and Authorization to Solicit Bids on the Relocation of Utilities for Main Street, Phases 2 and 3 Project (Agenda Item V) Ernie Hoback, Director of Public works, spoke before the Council on the specifications and authorization to solicit bids for the relocation of utilities on Main Street, Phases 2 and 3. ALLEN CITY COUNCIL REGULAR SESSION SEPTEMBER 3, 1987 Page 7 Public Hearing: Request for a Specific Use Permit with Site Plan Approval for Building B of the Greenridge Office Center Requestor: Cushman and Wakefield for First Presbyterian Church (cont'd) (Agenda Item III -B) and Ordinance No. 809-9-87 (cont'd) if they had entered into a lease agreement as of this time and Mr. Paro indicated that the church had not. The Council then discussed with city staff what would become of the specific use permit at this location if the church did not lease this space. Tom Keener, Development Coordinator, advised the Council that the specific use permit would be null and void since it pertained to the occupancy of the building by the First Presbyterian Church. MOTION: Upon a motion made be Councilman Pendleton and seconded by Councilman Wolfe, the Council voted 7 - 0 to approve the request for a specific use permit by the First Presbyterian Church in Building B of the Greenridge Office Center in accordance with the Planning and Zoning Commission recommendation, as stated; and to approve and adopt Ordinance No. 809-9-87, as captioned previously. The motion carried. Approval of the Engagement Letter for Fiscal Year Audit Services (Agenda Item IV) Mayor Rodenbaugh advised the Council that members of the Council -appointed Audit Committee had met with the Finance Director, Charlotte Smith, to review and discuss the scope and objectives of the engagement letter prepared by Peat Marwick Main & Company for the fiscal year 1986 - 87 year end audit. Mayor Rodenbaugh advised that there would be a fee of $17,000 for the annual audit, with an additional $1,000 to $2,000 for an audit of the construction grant funds given to the city's library. Based upon their review and discussions, Mayor Rodenbaugh advised the Council that it was their recommendation that the engagement letter be approved as presented so that Peat Marwick can commence with the audit function. MOTION: Upon a motion made by Councilman Pennington and seconded by Councilman Wilson, the Council voted 7 - 0 to approve the engagement letter, as prepared by Peat Marwick Main and Company, for the fiscal year 1986 - 87 audit in accordance with the recom- mendation of the Council -appointed Audit Committee. The motion carried. At this time, Councilman Wolfe pointed out to the Council that since the city is in the process of changing and updating their computer operations, it would be a good idea for them to discuss this with the auditors and get their input and expertise on the financial aspects of data processing and what direction they feel the city needs to look into at this time. Approval of Specifications and Authorization to Solicit Bids on the Relocation of Utilities for Main Street, Phases 2 and 3 Project (Agenda Item V) Ernie Hoback, Director of Public works, spoke before the Council on the specifications and authorization to solicit bids for the relocation of utilities on Main Street, Phases 2 and 3. ALLEN CITY COUNCIL REGULAR SESSION SEPTEMBER 3, 1987 Page 8 Approval of Specifications and Authorization to Solicit Bids on the Relocation of Utilities for Main Street, Phases 2 and 3 Project (cont'd) (Agenda Item V) Mr. Hoback explained the original plans had been to relocate all of the older water and sewer lines located under McDermott before paving improvements commenced, however, it appeared to be too costly. The city then had the consulting engineers determine the cost for removal of all of the water and sewer lines except for the 24" water line. Mr. Hoback explained to the Council that in order to leave the 24" line under McDermott, the city would have to take over maintenance of McDermott (P.M. 2170) from the State Department of Highways and Public Transportation and they have aqreed to this offer. Mr. Hoback then distributed to the Council the following budget for the relocation of utilities and reviewed it: Engineering is included in Designing of Main Street and McDermott Paving $ 35,000.00 Construction• Water Lines $213,182.00 158 Contingencies 37,620.00 Total $250,802.00 Sewer Lines $156,400.00 158 Contingencies $ 27,600.00 Total $184,000.00 Contruction Staking & Contract Administration: $ 9,000.00 TOTAL PROJECT COST: $478,802.00 Mr. Hoback presented a drawing of the location of the new water and sewer lines that will be located under the Cottonwood Creek Bridge and explained to the Council the relocation of the lines and the abandoning of old lines. He then reviewed drawings of the location of lines on McDermott behind the old middle school and advised of the location of the new lines and the abandoning of old lines. Mr. Hoback discussed with the Council the location of the existing 24" water line under McDermott and reviewed how the line runs under the street pavement and discussed how this line will be maintained since the city will also have to maintain the street. The Council reviewed again the budget figures and discussed with city staff and the consulting engineer, Conrad Callicoatte, with Graham Associates, what was meant by the wording "construction staking and contract administration" and what Graham Associates job function was on this project after the engineering function and if the wording was the appropriate terminology. MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded by Councilman Pendleton, the Council voted 7 - 0 to approve the specifications and authorize the solicitation of bids on the relocation of utilities for Main Street, Phases 2 and 3 Project. The motion carried. Mayor Rodenbaugh recessed the regular session of the Allen City Council at 8:21 p.m. The meeting reconvened at 8:35 p.m. ALLEN CITY COUNCIL REGULAR SESSION SEPTEMBER 3, 1987 Page 9 Consider an Ordinance Repealing the Local Sales Tax Exemption on Telecommunications (Agenda Item VI) Michael Stanger, Administrative Assistant to the City Manager, spoke before the Council on the proposed ordinance that was originally presented at the City Council meeting held on June 18, 1987. Mr. Stanger reviewed the ordinance with the Council and provided background information on the purpose of the ordinance and the list of telecommunications services that were taxable under this statute. Mr. Stanger pointed out to the Council the advantages of this additional revenue. Mr. Stanger advised that the city staff's recommendation was to adopt the proposed ordinance amending the city's sales tax to include the telecommunications services. The Council discussed with city staff how much the state sales tax was raised in the last legislative session and when the additional tax goes into effect; what other municipalities have not adopted this tax, the timing on the adoption of this ordinance and the fact that the city is involved in a request for Extended Area Service, the fact that the city will be collecting an additional 1C sales tax on all garbage collection, and whether the city need to place this additional tax burden on the residences. The Council also discussed the calculation of the receipts from this tax and where the calculation came from. MOTION: Upon a motion made by Councilman Pendleton and seconded by Councilman Wilson, the Council voted 7 - 0 to deny the adoption of the proposed ordinance. The motion carried. Authorization for Contracting for Appraisal Services for Acquisition of Park Facilities - Texas Rod and Gun Club (Agenda Item VII) Mark Thornton, Director of Parks and Recreation, spoke before the Council on the need for appraisal services for the acquisiton of park facilities as required by the state grant. The appraisal services would be for the special use facility known as the Texas Rod and Gun Club located on Allen Heights Road. Mr. Thornton pointed out that two appraisals of the project are required. Mr. Thornton advised the Council that the following quotes for appraisal services had been received by the city staff: NAME John Dean Marlin Blake James Cullar Robert Porcher APPRAISAL FEE $4,500 $4,500 to $5,000 $2,400 to $3,000 $3,000 to $3,500 DELIVERY TIME 21 Days 21 Days 21 to 30 Days 21 to 28 Days Mr. Thornton advised the Council that city staff recommended that the city contract with James Cullar and Robert Porcher for appraisal services for the special use facility. MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman Glass, the Council voted 7 - 0 to authorize the execution of the contracts for appraisal services for acquisition of the special use facility with James Cullar in the amount of $2,400 to $3,000 for 21 to 30 days and with Robert Porcher in the amount of $3,000 to $3,500 for 21 to 28 days, in accordance with the city staff's recommendation, as stated. The motion carried. 1— ALLEN CITY COUNCIL REGULAR SESSION SEPTEMBER 3, 1987 Page 10 Accept the Computer Systems Phase I Action Plan, Approve Specifications and Authorize Solicitation of Bids (Agenda Item VIII) Nelson Mak, the Data Processing Coordinator, spoke before the Council on the contents of the Computer Systems Phase I Action Plan and how it was to be used. Mr. Mak then advised of the bid specifications and pointed out to the Council some proposed changes to those documents and reviewed the changes with the Council. Mr. Mak then reviewed the bid specifications for the microcomputers and printers and advised the Council that the city staff would be bidding five printers rather than the four printers as shown in the document. Mr. Mak explained that the bid specifications had been developed into three parts so that they could be bid together or separately. Mr. Mak then reviewed the calendar of dates for solicitation of bids, receipt of bids and bid opening, the award of the bid by the Council, the initial purchase of the computers and the set-up and im- plementation of them. Mr. Mak then reviewed the proposed budget for the computer purchase as follows: A. (10) microcomputer system units @ $1,250 each $ 12,500.00 (9) 20 -megabyte hard disks @ $350 each 3,150.00 (1) 40 -megabyte hard disks 800.00 (9) monochrome monitors and graphics cards @ $190 each 1,710.00 (1) EGA color monitor with graphics card 710.00 TOTAL PART I $ 18,870.00 B. (5) letter -quality printers @ $1,395 each $ 6,975.00 (5) cut -sheet feeders @ $350 each 1,750.00 TOTAL PART II $ 8,725.00 C. (1) Apple MacIntosh II microcomputer $ 4,999.00 (1) Apple color RGB monitor 999.00 (1) Apple extended keyboard 229.00 (1) Apple laserwriter Plus Printer 4,499.00 (1) Apple Software 295.00 (Mac Write, Mac Paint, Mac Draw) (1) Apple Talk Communications Kit 195.00 �r (2) Additional Toner Cartridges 155.00 TOTAL PART III $ 11,371.00 D. Other costs not associated with this bid: (i) applications software for IBM $ 1,200.00 (word processing, spreadsheet, database) (ii) computer supplies for one year 500.00 (floppy disks, paper, etc.) TOTAL OTHER COSTS $ 1,700.00 TOTAL $ 40,660.00 ALLEN CITY COUNCIL REGULAR SESSION SEPTEMBER 3, 1987 Page 11 There was further lengthy discussion on the implementation process, the training process, and how the units will be used. In further discussion, the Council directed that the city staff work with Mayor Pro Tem Farmer in order to clarify some areas of concern that were discussed during this meeting prior to going out for bids. MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded by Councilman Glass, the Council voted 7 - 0 to adopt Phase I of the Action in order to implement the management information system, to approve the specifications and authorize the solicitation of bids for the computer systems, in accordance with the city staff's recommendation, as stated, with the understanding that the city staff is to work with Mayor Pro Tem Farmer on clarification of areas of concern as discussed during the Council meeting. The motion carried. Resolution No. 810-9-87(R): A Resolution of the City Council of the City of Allen, Collin County, Texas, Finding That a Gymnastics Training Center is a New and Unlisted Use and Declaring the Appropriate Districts for Such Use (Agenda Item IX) Tom Keener, Development Coordinator, reiterated for the Council a request that had been made for a new and unlisted use of "gymnastics training center" made by Sandy Streeter through the Paragon Group. Mr. Keener pointed out that this item had been discussed at the Council meeting of August 20th, with the direction made by the Council that the Planning and Zoning Commission bring forth a recommendation for the Council's con- sideration. Mr. Keener stated that originally this use was to be included when the new updated zoning ordinance is approved, however, the proponents advised that the training center needs to operate on the same cycle as a school year and therefore 0MV Accept the Computer Systems Phase I Action Plan, Approve Specifications and Authorize Solicitation of Bids (cont'd) (Agenda Item VIII) Mr. Mak advised the Council that the city staff's recom- mendation was that the City Council accept the Phase I Action Plan, approve the specifications and authorize the solicitation of bids. There was considerable discussion by the Council with city staff on the contents of the Action Plan and the bid documents, and how the geographic information system and support equipment for the Community Development Department will fit into this plan or process; the use of the word "finance" in the action plan document; the fact that the bid specifications precludes the IBM unit from being purchased and if the city wants to purchase the IBM unit then that is what they should bid and not put in 1008 compatible; if clones are what the city wants to purchase, then the word IBM should not be used; why a color monitor is being purchased and who will use it; how the Apple MacIntosh II will be utilized; if the staff is trying to bid on computer supplies in this bid; how estimates for supplies were figured and the fact that the figures seemed unrealistic; bidding the 30 megabyte hard disk rather than 20 in order to get more for the money; why the city staff is trying to implement all of the units at one time rather than get one department set up and on line; the question of whether the city needs to purchase all of the 10 units at this time; and if all of the departments will be able to utilize them at this time. There was further lengthy discussion on the implementation process, the training process, and how the units will be used. In further discussion, the Council directed that the city staff work with Mayor Pro Tem Farmer in order to clarify some areas of concern that were discussed during this meeting prior to going out for bids. MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded by Councilman Glass, the Council voted 7 - 0 to adopt Phase I of the Action in order to implement the management information system, to approve the specifications and authorize the solicitation of bids for the computer systems, in accordance with the city staff's recommendation, as stated, with the understanding that the city staff is to work with Mayor Pro Tem Farmer on clarification of areas of concern as discussed during the Council meeting. The motion carried. Resolution No. 810-9-87(R): A Resolution of the City Council of the City of Allen, Collin County, Texas, Finding That a Gymnastics Training Center is a New and Unlisted Use and Declaring the Appropriate Districts for Such Use (Agenda Item IX) Tom Keener, Development Coordinator, reiterated for the Council a request that had been made for a new and unlisted use of "gymnastics training center" made by Sandy Streeter through the Paragon Group. Mr. Keener pointed out that this item had been discussed at the Council meeting of August 20th, with the direction made by the Council that the Planning and Zoning Commission bring forth a recommendation for the Council's con- sideration. Mr. Keener stated that originally this use was to be included when the new updated zoning ordinance is approved, however, the proponents advised that the training center needs to operate on the same cycle as a school year and therefore 0MV ALLEN CITY COUNCIL REGULAR SESSION SEPTEMBER 3, 1987 Page 12 Resolution No. 810-9-87(R) (cont'd) (Agenda Item IX) asked if this new and unlisted use could be acted upon as soon as possible. Mr. Keener advised the Council that the proponents were present at the meeting if there were any questions that the Council wished to pose to them. Mr. Keener spoke before the Council on the proposed resolution to include a "Gymnastics Training Center" as a new and unlisted use within the definitions and schedule of uses of the city's Comprehensive Zoning Ordinance. This new and unlisted use shall be allowed by right in the districts of "LI" Light Industrial, "SC" Shopping Center, "O" Office, and "PD" Planned Development. Mr. Keener advised the Council that the Planning and Zoning Commission had been in favor of this proposed resolution and had recommended that this be an allowable use by right in "IT" Industrial Technology, "CC" Commercial Corridor, and "GO" Garden Office. Mr. Keener advised that those uses did not appear in the resolution as they were not yet approved zoning districts in the current ordinance. There was discussion by the Council with city staff on why this proposed new and unlisted use was to be allowed by right in the districts of "GO" Garden Office and "0" Office, since the building structures in those districts did not seem compatible with this type of use. After further discussion, it was the consensus of the Council to communicate to the Planning and Zoning Commission that they did not want this new and unlisted use in the "GO" Garden Office district. MOTION: Upon a motion made by Councilman Pennington and seconded by Councilman Pendleton, the Council voted 7 - 0 to approve and adopt Resolution No. 810-9-87(R), as captioned previously. The motion carried. Review and Discuss the Proposed 1987 - 88 Budget (Agenda Item X) Mayor Rodenbaugh advised the Council that this item would be passed over at this time and would be brought back for consideration after the executive session. Appointments to Boards (Agenda Item XI -A) City Secretary Marty Hendrix advised the Council of the upcoming appointments to be made on the Parks and Recreation Board, Board of Adjustment, and Sign Control Board. She also advised of the number of data sheets that had been collected and the turnout at the reception which was held prior to the Council meeting. Ms. Hendrix pointed out to the Council that the Council -appointed interview committee, consisting of Councilman Glass and Councilman Pennington, would be conducting interviews on Wednesday, September 9, and would be bringing forth recommendations at the regular Council meeting to be held on Thursday, September 17. This item was received as a matter of information. There was no action taken on this item. Meeting with the New State Department of Highways and Public Transportation Engineer (Agenda Item XI -B) City Manager Jon McCarty pointed out to the Council a special luncheon to be held on Friday, September 11, 1987, at the El Dorado Country Club, for the new District Engineer for District 18, Mr. Arnold Oliver. Mr. McCarty encouraged Council Members to attend. Council Members Jim Pendleton, Jim Wolfe, and Bobby Glass stated that they would attend this function. This item was received as a matter of information. There was no action taken on this item. T� ALLEN CITY COUNCIL REGULAR SESSION SEPTEMBER 3, 1987 Page 13 Format for Capital Improvement Program Bills on the Agenda (Agenda Item XI -C) City Manager Jon McCarty advised the Council that city staff was in the process of changing the format for presentation of the capital improvement program bills to the Council, however, staff wanted a clarification on certain aspects of the changes. There was a discussion by city staff with the Council on the suggested format of just a list of the proposed bills showing the amounts and other pertinent information. This list was to be sent out in the Council's agenda packet. For any late bills that arrived prior to the Council meeting, city staff would prepare another list and present that list the night of the Council meeting. The Council also discussed with city staff if they actually had to see and approve all of these bills and suggested that the city staff check further into this matter and perhaps eventually just approve the final payment on contracts. It was the consensus of the Council that the capital improvement program bills be sent to the Council in the list format both in their packet and for any late bills to be pre- sented at the Council meeting. Items of Interest to the Council (Agenda Item XI -D) City Secretary Marty Hendrix pointed out to the Council the upcoming meeting of the Collin County Public Officials to be held on Thursday, September 24, at the McKinney Holiday Inn. Ms. Hendrix encouraged Council members to attend this function. Councilman Jerry Wilson asked that the City Manager elaborate on the invitation by J. C. Penney Company to have representatives from the city travel to New York City and participate in a "country fair" in order to provide information to interested J. C. Penney employees who are trying to make a decision as to whether to move to this area when the corporate offices relocate. City Manager Jon McCarty advised the Council that two representatives from the Chamber of Commerce, the City Manager, and the Superinten- dent from the School District had been selected to participate in this function, which would be held on Sunday, September 13 through Wednesday, September 16. Mr. McCarty advised that this was an opportunity to take handout materials, visual aids, etc., to New York to encourage the employees to move to this area. He advised that several of the surrounding communities were sending representatives. The Council discussed the video that had been prepared by the Chamber of Commerce, and other events that were being held to encourage J. C. Penney employees to come to Texas and the metroplex areas. With no further discussion, Mayor Rodenbaugh adjourned the regular session of the Allen City Council into Executive Session at 10:55 p.m. on Thursday, September 3, 1987. Executive Session (Agenda Item XII) In accordance with Article 6252-17, V.A.T.C.S., (Open Meetings Law), Sections 2e, 2f, and 2g, the Allen City Council, convened into Executive Session at 11:00 P.M. on Thursday, September 3, 1987, in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas, in order to discuss matters pertaining to personnel, real estate negotiations and legal issues. The Executive Session was adjourned at 11:50 p.m. ALLEN CITY COUNCIL REGULAR SESSION SEPTEMBER 3, 1987 Reconvene into Regular Session Page 14 (Agenda Item XIII) The Allen City Council reconvened into regular session at 11:53 p.m. in the Council Chambers of the Allen Municipal Annex. Adjournment i MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded �/ by Councilman Wilson, the Council adjourned the regular session of the Allen City Council at 11:55 p.m. on Thursday, September 3, 1987. The motion carried. These minutes approved on the 17th day of SEPTEMBER 1987. APPROVED: ATTEST: Marty Hendrix, CMZ, CITY SECRETARY L • Oil