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HomeMy WebLinkAboutMin - City Council - 1987 - 11/19 - RegularALLEN CITY COUNCIL REGULAR SESSION November 19, 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 With a quorum of the Council Members present, the regular session of the Allen City Council was called to order by Mayor Rodenbaugh at 7:30 p.m. on Thursday, November 19, 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 Pennington and seconded by Councilman Wilson, the Council voted 7 - 0 to approve and adopt all items on the Consent Agenda as recommended and as follows: A. Approval of City Council Minutes of November 5, 1987 - Regular Session. B. Authorization to city staff to pay bills as- sociated with the 1985 Capital Improvement Program as follows: 1. G. M. Geer $25.00 Project No. 40-001-2/ Project No. 55-001-2 Allen Municipal Infrastructure - Field Notes Period: October 1, 1987 2. Hidell Architects $18,626.01 Project No. 55-001-3 Construction of New Library Facility - Architectural Services Period: October, 1987 3. Alden Comfort Mills $1,067.40 Project No. 60-002-6 Bed Sets for Central Fire Station Renovation Period: October, 1987 v� ALLEN CITY COUNCIL REGULAR SESSION NOVEMBER 19, 1987 Page 2 CONSENT AGENDA (cont'd) (Agenda Item II) 4. Hidell Architects $1,370.00 Project No. 40-001-3 Construction of Police and Courts Facility - Architectural Services Period: October, 1987 5. Hydrostorage, Inc. $425,389.10 Project No. 90-002-1 Construction of and Materials for 2MG Water Storage Tank - Estimate No. 3 Period: October 25, 1987 6. Lectric Safety Lites $356.50 Project No. 75-001-6 Construction of Main Street - Phase 1 - Reflector Buttons Period: October 31, 1987 7. Graham Associates $18,836.25 Project No. 75-002-2 Construction of Main Street - Phases II & III - Engineering Design Period: October 20, 1987 8. Acquisition Associates $370.00 Project No. 75-002-5 Construction of Main Street - Phases II & III - Right -of -Way Acquisition - Document Transfers Period: October 31, 1987 9. PBWA/Evaluation $3,500.00 Project No. 50-005-6 Acquisition of Texins Rod and Gun Club - Appraisal Services Period: October 23, 1987 10. Evaluation Associates $3,000.00 Project No. 50-005-6 Acquisition of Texins Rod and Gun Club - Appraisal Services Period: October 27, 1987 11. SVA Concrete, Inc. $1,784.20 Project No. 50-004-1 Construction of Playgrounds at Story and Ford Parks Period: November 2, 1987 12. Black & Veatch Engineers $9,750.00 Project No. 40-001-2/ Project No. 55-001-2 Municipal Complex - Engineering Services Period: October, 1987 ALLEN CITY COUNCIL REGULAR SESSION NOVEMBER 19, 1987 Page 3 CONSENT AGENDA (cont'd) (Agenda Item II) C. Resolution No. 830-11-87(R): A Resolution of the City Council of the City of Allen, Texas, Designating the City Manager to Act for and on Behalf of the City of Allen In Applying to the United States Department of Education for Funding Through the LSCA Title VI Grant Program, and Certifying That the City of Allen Will Comply With the Regulations, Policies, Guidelines and Requirements of Said Program. The motion carried. End of Consent Agenda Administer Oath -of -Office to Lisa Howell, Newly Appointed Member to Place 6 of the Library Board (Agenda Item III) City Secretary Marty Hendrix advised the Council that Mrs. Howell was unable to attend the Council meeting and had received her oath -of -office this afternoon in the office of the City Secretary. Annual Report of the Parks and Recreation Board (Agenda Item IV) Don Proeschel, Chairman of the Parks and Recreation Board, spoke before the Council on his annual report. His report included comments on the special use facility planned in the acquisition of the Toxins Rod and Gun Club; the construction of Ford Park - Phase II; the success of the Senior Citizens Programs; the Collin County Open Space Plan; the status of the Sesquicentennial Park; the preparation of the department's policy and procedure manual; the current plans regarding the joint usage of AISD school gymnasiums by the city; summer programs; status of Story Park; the Main Street landscaping project; the city - sponsored athletics; the Parks and Recreation Department Annual Budget, and the effects of purchasing the Allen Cemetery on the budget; and the needs for other parks and recreation programs. Mayor Rodenbaugh commended Chairman Proeschel on his report and the work of the Parks and Recreation Board. This item was received as a matter of information. There was no action taken on this item. Ordinance No. 831-11-87: An Ordinance of the City of Allen, Texas, Repealing Ordinance No. 305 and Article IV, Chapter 8, of the Code of Ordinances of the City of Allen, Texas; Providing for the Regulation of Alarm Systems Within the City of Allen; Providing Procedures for the Approval and Registration of Such Systems and Establishing Fees for Such Registration; Authorizing Penalties for Exces- sive False Alarms; Providing Definitions; Providing a Severability Clause; and Providing an Effective Date. (Agenda Item V) Police Chief Richard Carroll spoke before the Council on the revisions that had been made to the proposed alarm system ordinance per the discussions held at the City Council meeting on November 5, 1987. Chief Carroll distributed to the Council a corrected page 3 of the new ordinance and advised that there had been a typographical error on that page which had been corrected with the new page. 111 ALLEN CITY COUNCIL REGULAR SESSION NOVEMBER 19, 1987 Page 4 Ordinance No. 831-11-87 (cont'd) (Agenda Item V) Chief Carroll advised the Council that the permit fee for alarm system hookup to the console at the Police Department, which had been in the first proposed ordinance, had been deleted in the revised ordinance. Chief Carroll stated that the permit fee administration was greater than the amount of the permit fee charged. The Council discussed with Chief Carroll the penalty clause of the ordinance and when the maximum amount of the penalty had been changed to $500.00 from $200.00. MOTION: Upon a motion made by Councilman Wilson and seconded by Councilman Wolfe, the Council voted 7 - 0 to approve and adopt Ordinance No. 831-11-87, as captioned previously. The motion carried. Approval of a Memorandum of Agreement Establishing an Economic Development Alliance and Approval of the Process for Completing the Economic Deve- lopment Strategy (Agenda Item VI) City Manager Jon McCarty recognized individuals who were present at the meeting regarding this agenda item. Those individuals were E. T. Boon, President of the Allen Independent School District Board of Trustees, and James Nelson, President of the Allen Chamber of Commerce. Michael Stanger, Assistant to the City Manager, spoke before the Council on the plan for the creating of the strategy for the economic development program and its implementation. Mr. Stanger then reviewed with the Council the process flow chart that had been developed, the appointment of the Alliance Steering Committee, and the appointment of the Citizens' Advisory Board. Mr. Stanger then reviewed the memorandum of agreement for the Allen Economic Development Alliance and explained that it was written in this type of format for flexibility. He then reviewed the agencies that would be included in the Citizens' Advisory Board appointments. The Council reviewed with city staff the need to establish a fiscal year for the agreement. Since the city was referenced as the financial agent for the Alliance, it was recommended that the fiscal year be established as the city's fiscal year from October 1 through September 30. The Council also discussed the organiza- tional structure for the Steering Committee and who would be the chairman, who would prepare the minutes of the meetings, etc. It was pointed out that were was a need for flexibility in the memorandum of agreement, but there also needed to be some structure in certain areas in order for the function of the committee to go forward. The Council pointed out that they see the City Manager might be responsible in this area. There was further discussion on the flow chart and the fact that "end" was indicated on it rather than "beginning" of the program. Mr. Stanger indicated that "end" meant the end of the strategy planning and beginning of the implementation of the program. The Council discussed with city staff as to when a member of the Council would be appointed to the Citizens' Advisory Board and city staff indicated that it would be either the first or second Council meeting in December. n�a ALLEN CITY COUNCIL REGULAR SESSION NOVEMBER 19, 1987 Page 6 Conrad Callicoatte spoke before the Council on the comments in his letter regarding the need for the city to have an inspector on the job full-time and the fact that he was concerned with the fact that this company had not done work for a municipa- lity on a major thoroughfare or had to deal with the traffic problems or work adjacent to residential areas. Mr. Callicoatte advised that after the meeting with the lowest bidder, these items had been pointed out to them and he felt that they were now aware of those situations and that those items could be handled. His comments regarding the need for a full-time inspector on this job was to insure that those types of problems would be handled in an appropriate manner. There was further discussion by the Council on their review of the bid tabulation sheet and how much of a price differential there was on the items that were bid and how inconsistent the prices were. At this time, Councilman Jim Pendleton advised the Council that circumstances did exist which indicated that the contractor on this project might be purchasing pipe for this contract from his employer, Gifford -Hill American. He advised that he was not going to abstain from voting on this matter as there was no conflict of interest, but provided this as a matter of information to the Council. MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded by Councilman Wolfe, the Council voted 7 - 0 to approve the award of the bid for the relocation of the utilities for the Main Street Project - Phases II and III to the lowest bidder, being Southern Mechanical Plumbing, Inc., in the amount of $314,141, in accordance with the city staff's recommendation, as stated. The motion carried. ole Approval of Bid for the Relocation of Utilities for the Main Street Project (cont'd) (Agenda Item VII) BUDGET FOR RELOCATION OF UTILITIES t FOR MAIN STREET PROJECT (cont'd) Construction: Water $207,730.00 10% Contingencies $20,700.00 Total Water $228,430.00 Sewer $106,411.00 10% Contingencies $10,600.00 Total Sewer $117,011.00 Construction Staking & Contract Administration $9,000.00 TOTAL CONSTRUCTION COST: $354,441.00 The Council discussed with city staff the comments that had been made in the agenda packet information and in the letter received from the consulting engineer, Conrad Callicoatte, with Graham Associates, Inc., regarding the reference check comments on the work that had been done by Southern Mechanical Plumbing, Inc., the requirement for a performance bond and who their bonding company would be, and if the city staff still felt confident in their recommendation. Conrad Callicoatte spoke before the Council on the comments in his letter regarding the need for the city to have an inspector on the job full-time and the fact that he was concerned with the fact that this company had not done work for a municipa- lity on a major thoroughfare or had to deal with the traffic problems or work adjacent to residential areas. Mr. Callicoatte advised that after the meeting with the lowest bidder, these items had been pointed out to them and he felt that they were now aware of those situations and that those items could be handled. His comments regarding the need for a full-time inspector on this job was to insure that those types of problems would be handled in an appropriate manner. There was further discussion by the Council on their review of the bid tabulation sheet and how much of a price differential there was on the items that were bid and how inconsistent the prices were. At this time, Councilman Jim Pendleton advised the Council that circumstances did exist which indicated that the contractor on this project might be purchasing pipe for this contract from his employer, Gifford -Hill American. He advised that he was not going to abstain from voting on this matter as there was no conflict of interest, but provided this as a matter of information to the Council. MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded by Councilman Wolfe, the Council voted 7 - 0 to approve the award of the bid for the relocation of the utilities for the Main Street Project - Phases II and III to the lowest bidder, being Southern Mechanical Plumbing, Inc., in the amount of $314,141, in accordance with the city staff's recommendation, as stated. The motion carried. ole ALLEN CITY COUNCIL REGULAR SESSION NOVEMBER 19, 1987 Page 5 Approval of a Memorandum of Agreement Establishing an Economic Development Alliance and Approval of the Process for Completing the Economic Deve- lopment Strategy (cont'd) (Agenda Item VI) There was further discussion on the definition of the community asset survey, what questions it contains and who would be involved in completing it; the use of the words "not to exceed" when referring to the pledge of funds by various entities and the fact that the Alliance would except more if it were offered; and that the cable television company should be included in the list of agencies to be included in the Citizens' Advisory Board. At this time, James Nelson, President of the Allen Chamber of Commerce, spoke before the Council on the establishing of the Economic Development Alliance and the high interest of the Chamber of Commerce in this process. E. T. Boon, President of the AISD Board of Trustees, also spoke before the Council regarding this matter and the interest of the School District in this process. MOTION: Upon a motion made by Councilman Wilson and seconded by Mayor Pro Tem Farmer, the Council voted 7 - 0 to approve the memorandum of agreement establishing an Economic Development Alliance and to approve the process for completing the economic development strategy. The motion carried. Approval of Bid for the Relocation of Utilities for the Main Street (Agenda Item VII) Ernie Hoback, Director of Public Works, spoke before the Council on the solicitation of bids, receipt of bids, bid opening held on October 20, 1987, and the tabulation of the bid results for the relocation of the water and sewer utilities for the improvements to Main Street - Phases II and III. Mr. Hoback reviewed the bid tabulation sheet and advised of the reference checks made on the lowest bidder and meeting with the lowest bidder regarding the construction contract and comments that had been received in the reference checks. Mr. Hoback advised the Council that the city staff's recommendation was to award the bid to the lowest bidder, being Southern Mechanical Plumbing, Inc., in the amount of $314,141, for the relocation of the water and sewer utilities for the improvements to Main Street - Phases II and III. Mr. Hoback reviewed briefly with the Council the following budget on this project: BUDGET FOR RELOCATION OF UTILITIES FOR MAIN STREET PROJECT Engineering is included in designing of Main Street and McDermott Paving $35,000.00 11z A ALLEN CITY COUNCIL REGULAR SESSION NOVEMBER 19, 1987 Approval of Specifications and Authorization to Solicit Bids on the Asphalt Street Rehabilitation Program Page 7 (Agenda Item VIII) Tom Glab, City Engineer, spoke before the Council on the asphalt street rehabilitation program and identified the streets to be included in the program. Those streets include: Thoreau Lane Pebblebrook Drive Rivercrest Boulevard Roaring Springs Drive Grassy Glen Drive Melody Mall Drive Leading Lane Drive Hill Haven Drive Hawthorne Drive Hightrail Drive Bush Drive Highway 5 to Sandy Creek Drive Sycamore Creek Dr. to Roaring Springs Highway 5 to Sandy Creek Drive Pebblebrook Dr. to Exchange Blvd. Leading Lane to Hillside Lane Main Street to Leading Lane Greeting Gate Lane to Grassy Glen Sunny Slope Dr. to Park Place Windsor Drive to Jupiter Road Highway 5 to Jupiter Road Whisenant Drive to Exchange Boulevard Mr. Glab then advised of the heat scarification process and the potential that exists for the burning of curbside vegetation during the process. He stated that the contractor will provide for shielding of the vegetation either by watering down the vegetation or wrapping with a protective material. Mr. Glab then reviewed the budget for this project as follows: BUDGET FOR ASPHALT OVERLAY PROJECT Asphalt Overlay: City Contracted Subcontractors Total Allocation: Amount Spent To Date: Amount of Funds Available: $250,000.00 $350,000.00 $20,000.00 $620,000.00 -$23,731.00 $596,269.00 Mr. Glab advised that the estimated cost of this project was $330,000. Mr. Glab advised that it was the city staff's recommendation that the City Council approve the specifications and authorize the receipt of bids. The Council discussed with Mr. Glab the wording in the specifications booklet on page 2 regarding the use of the words "approved Surety company as acceptable according to the latest list of companies holding .. ."and that this wordage should be used also on page 16 in regards to the maintenance bond; on page 9, the need to be more specific in identifying who will be responsible for restoring utilities that are cut off by contrac- tor; the use of the words "working days" rather than "calendar days" and what the determination is for working days. There was further discussion on page 12 of the specifica- tions booklet regarding the amount of coverage shown for the public liability insurance and property damage liability insurance and the need to double check those amounts to insure that they are what is currently required. City Manager McCarty advised that he would have the City Attorney review those amounts. There was also discussion on the need to add wording to "City Engineer" to include "his designee". o-ic ALLEN CITY COUNCIL REGULAR SESSION NOVEMBER 19, 1987 Approval of Specifications and Authorization to Solicit Bids on the Asphalt Street Rehabilitation Program (cont'd) Page 8 (Agenda Item VIII) The Council discussed with city staff again about the moving of vehicles parked on the street in order that the paving project can proceed and what action the city employees will take in that process. MOTION: Upon a motion made by Councilman Pennington and seconded by Councilman Pendleton, the Council voted 7 - 0 to approve the bid specifications and authorize the solicitation of bids for the asphalt street rehabilita- tion program, in accordance with the city staff's recommendations, as stated. The motion carried. Drug Abuse Task Force (Agenda Item IX -A) City Manager Jon McCarty spoke before the Council on the city's participation in the Drug Abuse Task Force and the activities of the Task Force to date. Mr. McCarty advised that he and the Chief of Police, Richard Carroll, were the city staff involved in this newly created Task Force and that this Task Force had replaced the previous program, Community Education Advisory Council Task Force on Drug and Alcohol Abuse Prevention. Mr. McCarty advised the Council that there would be a need for funds for this Task Force to operate efficiently and that request for funding may be forthcoming in the near future. Mr. McCarty advised that he had provided the Council with the status report to let them know of this organization, that the city was involved, and the status of the organization to date. This item was received as a matter of information. There was no action taken on this item. Joint Plano/Allen Council Meeting Recap (Agenda Item IX -B) City Manager Jon McCarty advised the Council that this item had been placed on the agenda if the Council wanted to discuss any of the items that were discussed and reviewed during the joint meeting of the Plano City Council and Allen City Council held on Wednesday, November 18, 1987. The Council briefly discussed comments that were made on economic development and the need to proceed with trying to obtain the Extended Area Service in order to make Allen even more desirable to the metroplex area. The Council commended the city staff on their presentations at this meeting. Collin County Bond Program (Agenda Item IX -C) Bill Petty, Director of Community Development, spoke before the Council on the work being done by the city staff in order to make a presentation to the Collin County Bond Committee regarding the city's priority list of streets and thoroughfares to be improved in the coming years. Mr. Petty distributed to the Council a proposed list of those street projects which showed the street, the accident count in 1987, current traffic volumes, projected traffic volumes by 2010, number of miles to be improved, and the estimated cost for construction. The list also included right -of -projects, and support projects outside of the City of Allen. ay. ALLEN CITY COUNCIL REGULAR SESSION NOVEMBER 19, 1987 Page 9 Collin County Bond Program (cont'd) (Agenda Item IX -C) Due to the time factor in this matter, Mr. Petty advised the There was considerable discussion by the Council with city staff on the importance of this priority list, what the criteria would be for establishing the priority, when the Collin County Bond committee would be looking at this presentation, etc. After the discussion on this item, Mayor Rodenbaugh asked for volunteers to serve on this subcommittee with him. Mayor Pro Tem Farmer advised that he would serve and Councilman Bobby Glass advised that he would serve on the committee. After discussion with city staff, a meeting date of Wednesday, November 25, at 6:00 p.m., was established. Items of Interest (Agenda Item IX -D) Mayor Pro Tem Farmer advised the Council that he had attended a meeting with the Allen Independent School District, on the Mayor's behalf, to discuss an event which will provide for special recognition for the Escadrille and their winning of the State Championship of the UIL Competition held recently in Austin. Mayor Pro Tem Farmer advised that the special day had been determined to be Sunday, December 6, and the city would provide a proclamation for that event proclaiming that day as recognition day for the Escadrille. The Council directed that the city staff prepare the appropriate proclamation for this event. City Manager Jon McCarty advised the Council that he had received a notice from Jimmie Honea, Chief Appraiser for the Collin County Appraisal District, regarding the election of the Directors and that the following individuals had been elected: Dr. Leo Fitzgerald, Don Higgins, Larry Jackson, Jack Scott, Jr. and Howard Thornton. City Manager Jon McCarty advised the Council of receipt of a letter from the Southern Pacific Railroad Company regarding the start of construction on the improvements to be made to the crossing on Main Street. City Manager advised the Council of the upcoming Christmas Party for the city employees to be held on December 4, and invited the Council Members to attend. City Manager McCarty reminded the Council of the upcoming groundbreaking ceremony to be held on Friday, December 4, at 9:30 a.m., for the new police and courts building, located at the corner of Allen Drive and McDermott, and encouraged the Council Members to attend. �r The Council discussed briefly with city staff the status of the work being done by the Police and Courts Building Subcommit- tee and if they were still an active committee. Executive Session (Agenda Item X) Mayor Rodenbaugh advised the Council that there would not be an Executive Session at this time. This agenda item was passed over. Council that there was a need for the Council to establish a subcommittee to review this list and work with city staff to t establish the need for the priority Council as of these projects. There was also the a whole to give the subcommittee authority to establish these priorities. There was considerable discussion by the Council with city staff on the importance of this priority list, what the criteria would be for establishing the priority, when the Collin County Bond committee would be looking at this presentation, etc. After the discussion on this item, Mayor Rodenbaugh asked for volunteers to serve on this subcommittee with him. Mayor Pro Tem Farmer advised that he would serve and Councilman Bobby Glass advised that he would serve on the committee. After discussion with city staff, a meeting date of Wednesday, November 25, at 6:00 p.m., was established. Items of Interest (Agenda Item IX -D) Mayor Pro Tem Farmer advised the Council that he had attended a meeting with the Allen Independent School District, on the Mayor's behalf, to discuss an event which will provide for special recognition for the Escadrille and their winning of the State Championship of the UIL Competition held recently in Austin. Mayor Pro Tem Farmer advised that the special day had been determined to be Sunday, December 6, and the city would provide a proclamation for that event proclaiming that day as recognition day for the Escadrille. The Council directed that the city staff prepare the appropriate proclamation for this event. City Manager Jon McCarty advised the Council that he had received a notice from Jimmie Honea, Chief Appraiser for the Collin County Appraisal District, regarding the election of the Directors and that the following individuals had been elected: Dr. Leo Fitzgerald, Don Higgins, Larry Jackson, Jack Scott, Jr. and Howard Thornton. City Manager Jon McCarty advised the Council of receipt of a letter from the Southern Pacific Railroad Company regarding the start of construction on the improvements to be made to the crossing on Main Street. City Manager advised the Council of the upcoming Christmas Party for the city employees to be held on December 4, and invited the Council Members to attend. City Manager McCarty reminded the Council of the upcoming groundbreaking ceremony to be held on Friday, December 4, at 9:30 a.m., for the new police and courts building, located at the corner of Allen Drive and McDermott, and encouraged the Council Members to attend. �r The Council discussed briefly with city staff the status of the work being done by the Police and Courts Building Subcommit- tee and if they were still an active committee. Executive Session (Agenda Item X) Mayor Rodenbaugh advised the Council that there would not be an Executive Session at this time. This agenda item was passed over. ALLEN CITY COUNCIL REGULAR SESSION NOVEMBER 19, 1987 Page 10 APPROVED: �',.. � fit � �A► ATTEST: I Y \ �� Marty Hendrix, C, CITY SECRETAR Adjourn MOTION: Upon a motion made by Councilman Wolfe and seconded by Mayor Pro Tem Farmer, the Council voted 7 - 0 to adjourned the regular session of the Allen City Council at 9:43 p.m. carried. on Thursday, November 19, 1987. The motion These minutes approved on the 3rd day of December, 1987. APPROVED: �',.. � fit � �A► ATTEST: I Y \ �� Marty Hendrix, C, CITY SECRETAR