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HomeMy WebLinkAboutMin - City Council - 1988 - 03/17 - RegularALLEN CITY COUNCIL REGULAR SESSION MARCH 17, 1988 Present: Joe Farmer, Mayor Council Members: Rex Womack Jerry Wilson, Mayor Pro Tem 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 Farmer at 7:36 p.m. on Thursday, March 17, 1988, 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 Glass, the Council voted seven (7) 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 March 3, 1988 - Regular Session. B. Authorization to city staff to pay bills associated with the 1985 Capital Improvement Program as follows: 1. Graham Associates $80.00 CIP Project No. 75-003-2 Engineering Services and Contract Administration for Construction of Jupiter Road - F.M. 2170 to White Oak Period: Thru: February, 1988 2. Graham Associates $4,450.00 CIP Project No. 75-002-2 Construction of Main Street - Phases II & III - Design of Bridge Over Cottonwood Creek Period: Thru: February, 1988 IL 3. Acquisition Associates $925.00 CIP Project No. 75-002-5 Construction of Main Street - Phases II & III - Right -of -Way Acquisition/ Negotiation Services Period: 2/1/88 - 3/1/88 4. Harvey Moore Architect $2,656.00 CIP Project No. 55-001-3 Construction of Library Building - Architectural Services Period: 1/15/88 - 2/25/88 ALLEN CITY COUNCIL REGULAR SESSION MARCH 17, 1988 Page 2 CONSENT AGENDA (cont'd) (Agenda Item II) 5. AISD/City of Allen Tax Assessor $1,704.14 CIP Project No. 75-002-6 Construction of Main Street - Phases II & III - Right -of -Way Acquisition - Property Tax Payments for AISD Period: 1987 Tax Year 6. AISD/City of Allen Tax Assessor $745.82 CIP Project No. 75-002-6 Construction of Main Street - Phases II & III - Right -of -Way Acquisition - Property Tax Payments for City of Allen Period: 1987 Tax Year 7. TMC Foundations CIP Project No. 40-001-1 $231,043.95 Construction of Police and Courts Building - Application No. 4 Period: 1/31/88 - 2/29/88 8. Hidell Architects $1,977.92 CIP Project No. 40-001-2/ 55-001-2 Municipal Complex Design - Architectural Services/Reimbursable Expenses Period: August 1986, July 1987, September 1987, October 1987, December 1987 9. AMFAC Supply Company $9.84 CIP Project No. 50-004-2 Construction of Story Park - Phase II - Meter Installation Period: Thru January 27, 1988 10. Miracle Recreation $1,007.13 CIP Project No. 50-004-2 Construction of Story Park - Phase II - Benches for Playground Period: Thru February 26, 1988 11. Black & Veatch $7,500.00 CIP Project No. 40-001-2/ 55-001-1 Municipal Complex Design - Engineering Services for Design of Allen Drive and Bonham Drive Period: Thru January 1988 12. Hidell Architects(Sasaki Associates) CIP Project No. 40-001-2/ $2,143.62 55-001-2 Municipal Complex Design - Courtyard Landscaping Design Period: 1/23/88 - 2/27/88 13. Southern Mechanical Plumbing, Inc. $56,117.01 CIP Project No. 90-005-1 Construction of Main Street - Phases II & III - Utilities Relocation Contract - Application No. 3 Period: 1/25/88 - 2/25/88 ALLEN CITY COUNCIL REGULAR SESSION MARCH 17, 1988 Page 3 CONSENT AGENDA (cont'd) (Agenda Item II) C. Schedule of Taxes Receivable as of January 31, 1988 and February 29, 1988. D. Resolution No. 842-3-88(R): A Resolution of the City Council of the City of Allen, Collin County, Texas Author- izing Acquisition of Certain Right -of -Way Either by Purchase or Eminent Domain and Authorizing the Employment of Appraisers and Attorneys as Necessary. (To acquire right-of- way from Joe B. Young, Inc., for improvement to McDermott Drive.) The motion carried. End of Consent A¢enda Resolution No. 843-3-88(R): A Resolution of the City Council of the City of Allen, Collin County, Texas, Appointing the Election Officials for the May 7, 1988 City Council Election, Setting the Rate of Pay for the Election Officials, the Maximum Number of Election Clerks for the Polling Place, and Designa- tion of the Absentee Ballot Board. (Agenda Item III) City Secretary Marty Hendrix advised the Council that the following individuals were proposed as the election officials for the upcoming City Council Election to be held on May 7, 1988: Election Judge: Peggy Armand Alternate Election Judge: Vicki Smith Clerks: Margaret McBride Sandy McNair Carol Bennett Ms. Hendrix pointed out that the resolution would allow for three (3) more additional clerks, if the voter turnout required the need for additional clerks. MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman Pendleton, the Council voted seven (7) for and none (0) opposed to approve and adopt Resolution No. 843-3-88(R) as captioned previously. The motion carried. Consider Items Related to the Municipal Complex - Approve the Master Plan (Agenda Item IV -A) City Manager Jon McCarty advised the Council that Bill Hidell, with Hidell Architects, was present, along with Greg Ibanez and Alan Fugimora, with Saski Associates, to present this item to the Council. Using a site plan of the proposed municipal complex site located south of the intersection of McDermott Drive and Allen Drive, Greg Ibanez spoke IL before the Council on the design of the municipal complex which will be the site of the new Police and Courts Building, the new Library Building, and the future site of the city hall building. Mr. Ibanez reviewed the location of the buildings on the city's property, the reasoning behind the placement of the buildings on the site, the close proximity to the downtown business area, advised of the improvements to the made to the property and the needed drainage pond facility located on the site. Mr. Ibanez also pointed out that there was enough space on the city's property for a proposed civic center or performing arts facility and a museum or other building. ALLEN CITY COUNCIL REGULAR SESSION MARCH 17, 1988 Page 4 Consider Items Related to the Municipal Complex - Approve the Master Plan (cont'd) (Agenda Item IV -A) Mr. Ibanez then advised of the location of the parking lot areas for the buildings, and how the extension of Allen Drive will run through the property and connect with the north/south extension of a new roadway called Bonham IL Drive. The Council discussed with Mr. Ibanez and city staff if the city had made a determination on where the city's recreation center would be located and if it had been proposed for any where on this site. There was further discussion on the town square concept and how it had been determined, discussion on the proposed water features, when the drainage pond facility was going to be constructed and when the street was going to be built. In further discussion, it was pointed out that the document that was presented and part of the agenda item in the Council's packet was not an updated document and that since this was an action item, there needed to be an updating document to more clearly outline the design of this development. The existing document was also too lengthy. In further discussion, it was concluded that Hidell Architects working with city staff would bring forth another final document. (Discussion on this item continued through the next two agenda items) Consider Items Related to the Municipal Complex - Review the Town Square Land- scaping Concept (Agenda Item IV -B) Alan Fujimori, with Saski Associates, spoke before the Council on the proposed landscape plan for the municipal complex. Using a site plan of the municipal complex, Mr. Fujimori reviewed in detail the concept for the design of the "town square" theme, explain the open plaza area, the focus of plantings towards the entrances of the buildings, the terraced areas, and the water feature. He pointed out the areas for the flag poles and foundation feature and the site for another smaller open area with a place for a monument of some sort. Mr. Fujimori then presented sections and explained the view from the sections. This item was received as a matter of information. There was no action taken on this item. Consider Items Related to the Municipal Complex - Review the Allen Drive/Bonham Drive Streetscape Concept (Agenda Item IV -C) City Manager Jon McCarty presented a site plan showing the municipal complex site and the continuation of the thoroughfare of Allen Drive through the city's property to U.S. 75 Service Road and with the newly proposed north/south street of Bonham Drive. Mr. McCarty advised of the landscaping design for Allen Drive, the location of sidewalks, trees and street lights. Mr. McCarty pointed out that the streetscape from the Main Street - Phase I project would be continued on this extension of Allen Drive, i.e., using the same street pavers, types of landscaping and street lights. Mr. McCarty then presented views of the road going past the northeast corner of the Allen Municipal Annex building and the northwest corner of the Allen Municipal Annex building and explained that all of the existing parking area on the north side of the building would be eliminated with the construc- tion of the roadway and that the road at its closest point would be 22' from the building. ALLEN CITY COUNCIL REGULAR SESSION MARCH 17, 1988 Page 5 Consider Items Related to the Municipal Complex - Review the Allen Drive/Bonham Drive Streetseape Concept (cont'd) (Agenda Item IV -C) Mr. McCarty also advised the Council that the location of Allen Drive and the east side of Bonham Drive were exact at this time. He pointed out that the west side of Bonham Drive was on adjacent property and would be constructed when that property develops. There was discussion by the Council with city staff on where the funding for the landscaping of this extension of Allen Drive would be coming from and the concern that those funds would be pulled from the construction of the police and courts building or new library building. Mr. McCarty pointed out that $375,000 had been set aside in the project budgets for the police and courts building and the library building for site development. This item was received as a matter of information. There was no action taken on this item. Council returned to Agenda Item IV -A to discuss action to be taken on that item. Discussion continued on the form of the document presented and the need for the document to be reworked to reflect the actual concepts taking into account the concerns stated at this meeting. Mayor Farmer reviewed again with the Council the concerns stated as follows: 1. The overall caution to the architect not to cramp the site. The direction to the city staff that the expenditures for the streetscape on the extension of Allen Drive not take away from the budgets for the construction of the adjacent capital improvement projects. 3. Add to the plan the flexibility for consideration of being able to place the recreational center on this site. There was further discussion on whether to include the placement of the recreation center on this site and the need to add the flexibility of being able to add the recreation center on this site if it is determined to be a good use for this property. There was also discussion on why Bonham Drive was being constructed as a through street to Allen Drive. Discussion continued on the action to be taken on this item and if the time factor dictated that action was needed on it immediately. In further discussion, it was concluded by the Council that they would proceed with action on the item and that city staff, working with the architect, was to prepare a new document to include discussion at this meeting and bring it back to the Council as a matter of information. MOTION: Upon a motion made by Councilman Pennington and seconded by Councilman Pendleton, the Council voted seven (7) for and none (0) opposed to approve the Master Plan for the Allen Municipal Complex per the discussions held during the meeting, and to direct the city staff, working with the architect, to produce a single document that will include the following aspects: 1. The overall caution to the architect not to cramp the site; Ce 2. The direction to the city staff that the expenditures for the streetscape on the extension of Allen Drive not take away from the budgets for the construction of the adjacent capital improvement projects; Add to the plan the flexibility for consideration of being able to place the recreational center on this site; with the city staff to bring the document forward to the Council as a matter of information. The motion carried. ALLEN CITY COUNCIL REGULAR SESSION MARCH 17, 1988 Page 6 Approve Specifications and Authorize Solicitation of Bids for Emergency Siren Remount (Agenda Item V) Fire Chief Ron Gentry spoke before the Council on the specifications and solicitation of bids for the installation of an outdoor emergency warning siren to be located at Story Elementary School. Chief Gentry advised the Council that the city had already purchased the siren and it was in storage. He pointed out that actually it was one that had been removed from Boyd Elementary School when a higher power siren had been installed at that location. Chief Gentry pointed out to the Council that the estimated budget for this project was $4,845, with an alternate budget of $5,495, if a metal pole is used. MOTION: Upon a motion made by Councilman Womack and seconded by Councilman Glass, the Council voted seven (7) for and none (0) opposed to approve the specifications and authorize the receipt of bids for the installation of an outdoor emergency warning siren to be located at Story Elementary School. The motion carried. Spring Planning Session (Agenda Item VI -A) Bill Petty, Director of Community Development, spoke before the Council on the outline of topics for the Spring Planning Session to be held on March 25 & 26, 1988. Mr. Petty distributed to the Council the list of topics and times scheduled for discussion of those topics and reviewed them in detail with the Council. This item was received as a matter of information. There was no action taken on this item. Purchasing Stu d4 (Agenda Item VI -B) City Manager Jon McCarty advised the Council that Charles Binford, consultant, had done his review and made his recommendations regarding the purchasing procedures for the City of Allen. Mr. McCarty advised the Council that city staff would like to meet with the Council's Audit Subcom- mittee to review Mr. Binford's findings and recommendations and to bring forth a recommendation to the Council. In further discussion on this item, it was determined that the Audit Committee, consisting of Council Members Rex Womack, Jack Pennington and Mayor Joe Farmer, would meet together to review the recommendations on the purchasing procedures on Wednesday, February 23, 1988. This item was received as a matter of information. There was no action taken on this item. Substance Abuse Program Update (Agenda Item VI -C) City Manager Jon McCarty reiterated for the Council the previous action that had been taken by the Council on the Substance Abuse Task Force Program. City Manager Jon McCarty spoke before the Council on the progress being made by the Steering Committee of the Substance Abuse Task Force regarding the job description for the director's position, the salary range, the evaluation procedure, budget for this program, etc. Mr. McCarty advised that the Steering Committee's recommendations would be presented to the entire Task Force for their input and confirmation. This item was received as a matter of information. There was no action taken on this item. ALLEN CITY COUNCIL REGULAR SESSION MARCH 17, 1988 Items of Interest to the Council Page 7 (Agenda Item VI -D) *Mayor Farmer requested that the EAS Subcommittee or Telephone Subcommittee, Chairman Jim Wolfe, work with the city staff on the com- munications design for the municipal complex site. He further advised that the City Manager had made some contacts in this regard. 'Mayor Farmer pointed out to the Council that they had been provided with a copy of a resignation letter from Ken Browning, Chairman of the Planning and Zoning Commission. Mayor Farmer advised that this was just as matter of information and that the letter would be placed on the next Council Agenda for action. •City Secretary Marty Hendrix advised the Council of the upcoming Collin County Public Officials Banquet to be held on Tuesday, March 29, 1988, at the E1 Dorado Country Club in McKinney. She stated that the reservations needed to be turned in on March 25, 1988 and if anyone was interested in attending she would make the reservations. •Bill Petty, Director of Community Development, presented to the Council copies of the subcommittee report for the Collin County Roads, Highways and Bridges and advised that the bond election for Collin County was scheduled for August 13, 1988. •Councilman Jim Pendleton advised the Council that he had made arrangements for the City Council to meet with representatives of the North Texas Commission either April 13 or April 29 at 8:00 a.m. at their offices located at the D/FW Airport. The Council discussed the most convenient date for members to attend and decided that April 13 was the most favorable. The Council discussed the length of the meeting. ILWith no further discussion, Mayor Farmer adjourned the regular session of the Allen City Council into Executive Session at 9:29 p.m. Executive Session (Agenda Item VII) In accordance with Article 6252-17, V.A.T.C.S. (Open Meetings Law), Section 2(f), real estate negotiations, the Allen City Council convened into Executive Session at 9:45 p.m. in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas, in order to discuss matters pertaining to acquisition of Main Street right-of-way for construction of Phases II and III. The Executive Session was adjourned at 10:24 p.m. Reconvene to Adiourn (Agenda Item VIII) The Allen City Council reconvened into regular session at 10:26 p.m. in the Council Chambers of the Allen Municipal Annex, One Butler Circle, Allen, Texas. MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman Pendleton, the Council voted seven (7) for and none (0) opposed to adjourn the regular session of the Allen City Council at 10:27 p.m. on Thursday, March 17, 1988. The motion carried. These minutes approved on the 7th day Of April , 1988. APPROVED: Gf r�- Jo6 Farmer, MAYOR TTEST: Marty Hendrix, C, City Secretary