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HomeMy WebLinkAboutMin - City Council - 1987 - 12/03 - RegularALLEN CITY COUNCIL REGULAR SESSION December 3. 1987 Present: Donald P. Rodenbaugh, Mayor Council Members• Jerry Wilson Bobby Glass Jim Wolfe Jim Pendleton Jack Pennington Absent• Joe Farmer, Mayor Pro Tem 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 7:39 p.m. on Thursday, December 3, 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 six (6) for and none (0) opposed to approve and adopt all items on the Consent Agenda as recommended and as follows: A. Approval of City Council Minutes of November 18, 1987 - Called - Special Joint Meeting with the Plano City Council. B. Approval of City Council Minutes of November 19, 1987 - Regular Session. C. Authorization to city staff to pay bills as- sociated with the 1985 Capital Improvement Program as follows: 1. Architectural Utilities $3,000.00 Project No. 50-042-1 Construction of Ford Park - Phase II - Change Order No. 6 Period: November, 1987 2. TMC Foundation $43,200.00 Project No. 40-001-1 Construction of Police and Courts Building - Application No. 1 Period: November 1 to 30, 1987 3. Bruce Geer $247.50 Project No. 40-001-2 Construction of Police and Courts Building - Survey Work Period: November, 1987 ALLEN CITY COUNCIL REGULAR SESSION DECEMBER 3, 1987 Page 2 CONSENT AGENDA (cont'd) (Agenda Item II) 4. Black and Veatch Engineers $3,000.00 Project No. 90-002-2 Construction of 2MG Water Tower - Engineering Design and Services Period: October, 1987 5. G. M. Geer $600.00 Project No. 40-001-2/ Project No. 55-001-2 Allen City Complex Addition Revised - Topography Maps Period: November 16, 1987 6. Graham Associates $240.00 Project No. 75-003-2 Construction of Jupiter Road Contract Administration Period: October 20, 1987 The motion carried. End of Consent Agenda Review Bids and Authorize Award of a Contract for Replacement Police Vehicles (Agenda Item III) Police Chief Richard Carroll spoke before the Council briefly on the groundbreaking ceremony on Friday, December 4, at 9:30 a.m., for the new police and courts building and distributed to the Council a new brochure that had been developed by the Police Department on the construction of the new building. This brochure would be distributed during the ceremony. Chief Carroll then advised the Council of the solicitation of bids, receipt of bids, the bid opening held on November 18, 1987, and the tabulation of the bid results for three (3) 1988 replacement police vehicles. The three lowest bids that had been received from the seven (7) dealers who submitted bids were: Lone Star Dodge $12,700.00 Howard Thornton Ford $12,820.00 North Central Ford $12,830.49 Chief Carroll advised the Council that after reviewing the bids received, the city staff contacted approximately ten other police departments that are using or have used Dodges and advised that the majority of them reported on the poor maintenance records of the Dodge vehicles and problems incurred with the front ends, transmissions and rear ends. Based on their research, Chief Carroll advised that the city staff's recommenda- tion was to reject the bid submitted by Lone Star Dodge and award L the contract to Howard Thornton Ford of Frisco, Texas, in the amount of $38,460 for three (3) police replacement vehicles. MOTION: Upon a motion made by Councilman Pennington and seconded by Councilman Pendleton, the Council voted six (6) for and none (0) opposed to award the contract for the purchase of the three police replacement vehicles to Howard Thornton Ford of Frisco, Texas, in the amount of $38,460, in accordance with the city staff's recommendation, as stated. The motion carried. ALLEN CITY COUNCIL REGULAR SESSION DECEMBER 3, 1987 Page 3 Authorization to Award a Contract with Sasaki Associates for Landscaping Design of the Municipal Complex (Agenda Item IV) Mark Thornton, Director of Parks and Recreation, spoke before the Council on the contract between Sasaki Associates and Hidell Architects to prepare a master plan for the municipal complex. Some of the amenities planned included the retention ponds and the proposed "town square" area to be located between the new police and courts building, the library building and the eventual city hall building. Mr. Thornton advised that the budget for this proposal is: 1. Pond Development $3,000 to $4,000 2. Town Square Development $5,000 to $6,000 Total: $8,000 to $10,000 Mr. Thornton then distributed to the Council a copy of a letter from Saski Associates, Inc., to William H. Hidell, with Hidell Architects, regarding the project description, scope of services to include design review for Phase I and Phase II detention basins and schematic design phase for the "town square", and the fees and terms as outlined previously by Mr. Thornton. Mr. Thornton advised that it was the city staff's recommen- dation that the City Council authorize the execution of the contract with Saski Associates, Inc., for the landscaping design for the municipal complex as outlined in the letter. There was discussion by the Council with city staff on the wording in the letter regarding "reimbursable expenses" as to what did those expenses incur and that they were over and above the contract amount. There was also discussion on the letter being addressed to Hidell Architects and that Hidell Architects were to execute the letter of agreement for these services. Mr. Thornton advised that the landscaping design had been a part of the original engineering contract with Hidell Architects and Saski Association, Inc., was the landscaping design firm involved with Hidell when the city originally awarded Hidell the architec- tural contract for design for the municipal complex. The proposed letter of agreement simply describes the scope of services and the amount of the fees for those services in more detail that the original contract. MOTION: Upon a motion made by Councilman Pennington and seconded by Councilman Glass, the Council voted five (5) for and none (0) opposed, with Mayor Rodenbaugh being out of the room, to authorize additional services with Sasaki Associates through the contract with William H. Hidell Architects, Inc., for the landscaping design of the municipal complex. The motion carried. Resolution No. 832-12-87(R): A Resolution of the City of Allen, Collin County, Texas, Reaffirming the Joint Cooperation Between the City of Allen and the Allen Independent School District; and Directing the City Manager to Develop a Joint Facility Use Agreement. (Agenda Item V) Mark Thornton, Director of Parks and Recreation, spoke before the Council on the proposed resolution reaffirming the joint cooperation between the City of Allen and the Allen oe� ALLEN CITY COUNCIL REGULAR SESSION DECEMBER 3, 1987 Page 4 Resolution No. 832-12-87(R)(cont'd) (Agenda Item V) Independent School District (AISD). The resolution also directed the city manager to work with the AISD TO develop an agreement for the use of the facilities. Mr. Thornton advised the Council that there had been discussions between city staff and the school district on the design of the oversized gym for Max O. Vaughn Elementary School and he advised that the school district may go ahead and build the oversized gym without the city's participation. The school district has felt there is a need to develop the oversized gym in every three or four school facilities that are built. There was discussion by the Council with city staff on whether this proposed resolution commits the city to provide funding or commitments to agreements for joint use facilities with the school district. There was further discussion on the time frame for construction of the city's recreation center and if the joint use facilities with the school district would eliminate the possibility of having a gym at the recreation center. There was further discussion by the Council on changing some of the wording in the resolution to perhaps clarify the matter. There was considerable discussion of whether to change the wording of the resolution and what purpose the resolution had and what position it would put the city in at this time. MOTION: Upon a motion made by Councilman Pendleton and seconded by Wilson, the Council voted six (6) for and none (0) opposed to approve and adopt Resolution No. 832-12-87(R), as captioned previously. The motion carried. City Manager Jon McCarty advised the Council of his feelings on the spirit of cooperation that exists between the school district and the city for joint cooperation and the comments to that made by the school district board of trustees and the superintendent and the uniqueness of this situation. Appoint a Council Member as a Representative to the Citizens' Advisory Board of the Allen Economic Alliance (Agenda Item VI) Michael Stanger, Assistant to the City Manager, spoke before the Council on the composition of the Economic Development Alliance and the development of the Steering Committee consisting of the City Manager of the City of Allen, President of the Allen Chamber of Commerce, and the Superintendent of the Allen Independent School District Board of Directors. He then advised of the scheme of development of the citizens' steering committee what boards would appoint their representatives and reviewed the financial support from the main members and the supporting members. There was discussion by the Council on the suggestion that there was a need for more members of the city to serve on this steering committee and really a need to have more members from other entities serve on this steering committee. This would increase the size of the committee from 25 or 35 to 50 or 60 members. There was considerable discussion on this suggestion and the feasibility of it and being able to handle that number of members being on the committee. It was pointed out again that the Cable Television Company, Communications Services, needed to be added to the list of members. In conclusion, it was deter- mined that the number of members on the committee as originally presented was sufficient. 100 ALLEN CITY COUNCIL REGULAR SESSION DECEMBER 3, 1987 Appoint a Council Member as a Representative to the Citizens Advisory Board of the Allen Economic Alliance (cont'd) Page 5 (Agenda Item VI) MOTION: Upon a motion made by Councilman Pennington and seconded by Councilman Wolfe, the Council voted six (6) for and none (0) opposed, to authorize Mayor Rodenbaugh to appoint a Council Member to the Citizens' Advisory Board of the Allen Economic Alliance. The motion carried. Mayor Rodenbaugh advised that he would appoint Council Member Jerry Wilson to serve on this Citizens' Advisory Board of the Allen Economic Alliance. Allen Industrial Development Corporation (Agenda Item VII -A) City Manager Jon McCarty advised the Council of the history behind the establishing of the Allen Industrial Development Corporation and his recent research of the by-laws and articles of incorporation and the need to update these documents. He also advised that the president of the corporation was no longer in this area and another member advised Mr. McCarty that she could no longer serve in that capacity. Mr. McCarty advised the Council that he would be meeting with the General Counsel to work on the referenced documents and would be bringing back recommen- dations to the Council, if the Council so desired. It was the consensus of the Council that city staff proceed with this work. There was discussion by the Council on the tax laws and how they effect this corporation and if there had been any update in that area of concern. This item was received as a matter of information. There was no action taken on this item. Items of Interest to the Council (Agenda Item VII -B) City Manager Jon McCarty distributed to the Council a copy of the presentation being made this evening by Bill Petty, Director of Community Development, and Tom Glab, City Engineer, to the Collin County Bond Committee for roads and bridges and advised of the priorities that had been made by the Council - appointed subcommittee. Mr. McCarty reviewed this document with the Council and explained the projects as to construction anticipated and the proposed funding methods. City Manager Jon McCarty advised the Council of the Christmas Party for city employees to be held on Friday, December 4, at 7:00 p.m. and encouraged Council Members to attend. Councilman Jim Wolfe distributed information to the Council regarding the Crisis Center for Collin County and encouraged Council Members to read this information and participate in the program if they had a strong interest. City Manager Jon McCarty distributed to the City Council recommendations from the Steering Committee of the Allen Substance Abuse Task Force, referenced page 2 of the recommenda- tions and advised that more information would be forthcoming in the future. qox ALLEN CITY COUNCIL REGULAR SESSION DECEMBER 3, 1987 Page 6 Items of Interest to the Council (cont'd) (Agenda Item VII -B) City Manager Jon McCarty reminded the Council of the Christmas Party for the Council and the Boards and Commission Members to be held on Tuesday, December 15, at 7:00 p.m. at the Harvey Hotel in Plano and encouraged members of the Council to attend. With no further discussion, Mayor Rodenbaugh adjourned the regular session of the Allen City Council into executive session at 9:01 p.m. on Thursday, December 3, 1987. Executive Session (Agenda Item VIII) In accordance with Article 6252-17, V.A.T.C.S., (Open Meetings Law), Sections 2(e), 2(f), and 2(g), the Allen City Council convened into Executive Session at 9:05 p.m. on Thursday, December 3, 1987, in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas, in order to discussion matters pertaining to personnel, property and legal. The Executive Session was adjourned at 9:26 p.m. Reconvene for Purposes of Adjournment (Agenda Item IX) MOTION: Upon a motion made by Councilman Wilson and seconded by Councilman Pennington, the Council voted six (6) for and none (0) opposed to adjourned the regular session of the Allen City Council at 9:28 p.m. on Thursday, December 3, 1987. The motion carried. These minutes approved on the 17th day of December, 1987. ATTEST: ��A C) ,»& Marty Hendrix, C , CITY SECRETARY APPROVED: � e,l