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HomeMy WebLinkAboutMin - City Council - 1988 - 03/25 - CalledALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION March 25 & 26, 1988 Friday, March 25, 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 Bill Petty, Director of Community Development Charlotte Smith, Finance Director Ron Gentry, Fire Chief Mark Thornton, Director of Parks & Recreation Tom Glab, City Engineer Barbara Buehler, Library Director Ed Stevens, Administrative Assistant, Police Department The Allen City Council and city staff convened at 12:00 noon in the Trinity IV Ballroom of the Harvey Hotel, 1600 N.Central Expressway, Plano, Texas, to eat lunch and begin the planning and workshop session. With a quorum of the Council Members present, the called - special planning and workshop session of the Allen City Council was called to order by Mayor Farmer at 12:31 p.m. on Friday, March 25, 1988, in the Trinity Ballroom IV of the Harvey Hotel, 1600 N.Central Expressway, Plano, Texas. City Manager Jon McCarty advised the Council of a few business items relating to the planning and workshop session before the discussion began. Issues Identification (Agenda Item II) Mayor Farmer advised the Council that this agenda item was to provide the Council with an opportunity to identify issues that they would like to bring forward for discussion by the Council during this workshop session. The following items were identified by the various Council Members: 1. Beer/Wine Sales or Liquor by the Drink - What regulations or ordi- nances should be in place in the city prior to an election on this matter. 2. City staff to define process leading up to an election for either beer/wine sales or liquor by the drink. 3. a. What are the property tax implications of the Central Business District (CBD) to residences located in that area. b. City needs to look at homestead exemption for residents 65 years of age or older. 4. The need to look at identifying potential liability exposures, i.e., AIDS, physical barriers. ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 25 & 26, 1988 Page 2 Issues Identinmlion (cont'd) (Agenda Item II) 5. The need to review paving assessment policies and funding mechan- isms/formulas. 6. The need to look at reinstituting Police "Housewatch" Program. 7. What is the difference in the status of the EAS (Extended Area Service) Case in Allen versus that of the City of Rockwall. S. The need to look at the city's public relations efforts: a. Internal (city & citizens) b. External (community image) 9. The need to look at the federal legislative issues as they relate tax liability for cities, as well as zoning issues. 10. The need to look at Council organization (providing for standing committees and ad hoc committees when needed)/work approach/ Council conduct/rules of procedure/appointments/pre-meeting briefing. 11. The need to look forward to the upcoming 1989 Texas Legislative Session in order to provide input and response. 12. The need for 911 in the city. 13. The need to look at the format of the city's Council/Boards & Commission Christmas Party. 14. The need for paramedic service. 15. The need to look at and review the city organization as it relates to efficiency and effectiveness. 16. The need to look at providing for a process that the Council and Planning and Zoning Commission Members can use for actually visualizing zoning and planning concepts and how they have worked in the city or in other cities. (perhaps an occasional bus tour) 17. The need to look at the City of Allen/Allen Independent School District relationship, as well as the Economic Development Alliance and the need for better communications between these entities. 18. The need to look at organizations that provide sports activities to the residents of Allen. 19. The need to provide for an organizational chart for the City of Allen by department and the reporting order of personnel. 20. The need to review outstanding contracts on an annual basis in order to determine appropriateness of performance and covenants. 21. The need to look at the long term and short term policy and strategies of idle funds investment. 22. The need to look into the matter of lost/stolen books and fines in the Library. 23. The need to review the location and adequacy of fire facilities. 24. The need to look at the city's liability as it relates to streets, how they are constructed, the visibility on the street, how it is maintained, etc. ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING 6 WORKSHOP SESSION MARCH 25 4 26, 1988 Page 3 Issues Identification (cont'd) (Agenda Item II) 25. The need to look at the position of City Attorney and if the city is in a position that it needs to be a staff position. 26. The need to promote in the community neighborhood integrity and encourage residents to participate. 27. The need to look at the purchasing study and the implications of it. 28. The need for the City Council to establish a subcommittee or designate members to visit the Municipal Court operation and provide for the evaluation of the Municipal Court Judge and court procedures. This could also be expanded to include all city boards/ commissions. At this time, city staff suggested that minutes of the boards/ commissions be included in the Council's agenda packet for their review as a matter of information. 29. The need to reinstate that the Police Department deliver Council packets, as this gives the Council an opportunity to meet the officers. Mayor Farmer advised that prioritizing of these topics will take place later in the meeting when the Council returns to this agenda item. The Mayor recessed the workshop session at 1:52 p.m. The meeting was reconvened at 2:00 p.m. Comprehensive Plan (Agenda Item III) Bill Petty, Director of Community Development, spoke before the Council on the topic of the Comprehensive Plan and pointed out that the major question to be asked of the Council was, "Is there a significant need for a partial update of the Comprehensive Plan?" If a majority of the Council determined that this was necessary then the next two questions will be to identify the major areas of the plan that need to be considered for review and to address the methodology to be used for the process. Mr. Petty then provided the Council with handout information explaining the plan evaluation, what was needed with a partial update and a major update and what needed to be undertaken within the next five years to more specifically define projects and programs identified in the plan. Mr. Petty explained the handout materials to the Council. Mr. Petty then posed the question of, "Is there a significant need for a partial update of the Comprehensive Plan?" In a straw vote taken of the Council, a majority of the Council voted yes. Based upon that determination, Mr. Petty then posed the question, "What are the major and/or specific areas of focus?" The Council then developed a list of items to be considered under that question. Those items were: 1. The need for a survey 2. Geographic Area Updates 3. Review of all Categories 4. Economic Development 5. Abundance of One Zoning District Over Another 6. User Fees vs Taxes 7. New City Services - identified but not implemented ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING 6 WORKSHOP SESSION MARCH 25 & 26, 1988 Page 4 Comprehensive Plan (oont'd) (Agenda Item III) 8. Capital Improvement Projects 9. Management Goals 10. Government Services 11. Secondary Thoroughfare System 12. Land Use Mr. Petty then posed the next question, "What methods should be used to accomplish the update?" The following topics were suggested by the Council: 1. Need for another citizens survey. a. City staff b. Consultant 2. Staff Review (in-house) 3. Citizens Committee 4. Public Forums 5. Consultants 6. Neighbor Coordinators 7. Boards/Commissions/Council S. Alternatives to Mail Survey a. Telephone b. Cable Television C. Newsletter - Comments Section 9. Update of Plan a. Consultant b. Staff There was discussion by the Council on the proposed topics and how staff would review the previous survey and determine appropriate questions and draft up a new survey document. There was also discussion on the use of the boards/ commissions and City Council in this process. There was further discussion on the update of the plan by city staff, who would make the determination on the interpretation of the questions asked, and how the direction of the questions would be used to update the plan. Mr. Petty then requested that the Council and all staff members rank the their four top priority items from the above list to be calculated by staff members to be reported later in the meeting. ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING h WORKSHOP SESSION MARCH 25 6 26, 1988 Page 5 Allen Communication System (Agenda Item IV) Mayor Farmer advised the Council that he had prepared a document regarding a area wide communications network for the City of Allen to provide for better communication between the city and residents. He advised of the four methods of proposed communications as follows: 1. Community Wide Information Network (C -WIN) 2. Issues Advisory Committee 3. Individual Dialogue Sessions 4. Publications and Reports Mayor Farmer then explained to the Council and staff what he envisioned with the Community Wide Information Network (C -WIN). He explained that the elements of this method were to establish a vehicle to carry information to all Allen citizens and was intended to promote knowledge, understanding, support, involvement and accomplish confidence in city/community related matters. Mayor Farmer advised the Council that the important elements in this plan were that it was an information carrying system (not an opinion gathering system), that it was to be provided to all citizens, and to promote confidence. He then outlined the elements of this structure, which were: 1. Unit Level (smallest) (10 to 12 households) 2. Cluster Level (10 to 12 units) 4, 3. Zone Level (all clusters in zone area) (election precincts) Mayor Farmer then explained how the Issues Advisory Committee would be established. He stated this structure which would consist of a couple of Council Members meeting with representation from the major organizations in the city, to be identified by the entire Council, probably on a bi-yearly basis in order to identify and analyze major issues or problems in the community. Mayor Farmer then explained that the individual dialogue sessions would allow for residents to meet with Council Members on a one-on-one basis to discuss various items. Mayor Farmer stated that this would be on a scheduled basis perhaps once a month, with two or three Council Members and on a rotating basis. These meetings would be held during the evening hours at the city hall. Mayor Farmer than advised that the publications and reports could consist of many things, but he was suggesting the establishing the "State of the City Report" to citizens which would report on major issues and major projects in the city. Mayor Farmer then briefly touched on the subtopics of public information officer, use of cable television, the city's existing newsletter, and use of the local newspaper. He suggested that a column in the local newspaper would be to focus on a city department perhaps once a month. There was discussion by the Council on this being an ambitious goal and if the city can get enough involvement to make this system work. There was further discussion on how frequent the people involved in this network would be used in their role. Mayor Farmer explained further how the process would work in dissemin- ating information through the network. The Council discussed some negative aspects of this network system and the political implications of it. The Council also discussed if this method was to be used to get more community involvement. ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 25 & 26, 1988 Page 6 Allen Communication System (cont'd) (Agenda Item IV) There was further discussion on the four items being separate and that they can work together, but do not have to work together. Mayor Farmer pointed out to the Council that this was a communication process and was not intended to be used as receiving information or a griping session. There was more discussion on where the various level of units would find meeting space and when they would get together. It was concluded that the Council could consider all or any part of this suggestion and use it as part of the policies to be created in this workshop. Mayor Farmer recessed the called - special workshop session at 4:45 p.m. The meeting was convened at 5:04 p.m. At this time, Bill Petty, Director of Community Development, advised the Council of the priority ranking regarding the focus topics of the Comprehen- sive Plan Update, as follows: 1. Economic Development 2. Survey 3. Government Services 4. Land Use 5. Capital Improvement Programs 6. Review All Categories * * * * * * * * * * 7. User Fees vs Taxes 8. Secondary Thoroughfares 9. Management Goals It was concluded that the list should be stopped after number 6. Mr. Petty then advised that the following ranking represented the method topics suggested under question no. 2 on how to accomplish the update: 1. City survey by staff 2. Boards/Commissions/Council 3. Citizens Committee 4. Plan Update by Staff There was discussion by the staff on this and what exactly was meant by item number 4. The Council also discussed when city staff would be prepared to present something on this to the Council. Public Use of City Facilities (Agenda Item V) Mark Thornton, Director of Parks and Recreation, spoke before the Council as the facilitator on the topic of public use of city facilities. This topic had been suggested because the new library facility and police and courts facility will have meeting space available for use. Mr. Thornton advised the Council that there would be a debate on this subject to show both sides of the argument, with Tom Glab taking the positive side of allowing the public to use the facilities, and with Ron Gentry, the Fire Chief, taking the negative side to not allow the public to use city facilities. ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 25 & 26, 1988 Page 7 Public Use of City Facilities (cent'd) (Agenda Item V) Upon completion of the debate, the Council discussed who would be responsible when it came to a liability issue, and the need to establish appropriate rules and regulations. There was discussion by the Council on maximizing the use of the city's facilities by -allowing the public to use city facilities, however, guidelines need to be established. There was further discussion on what the rules and regulations should contain, i.e., should the purpose of the group activity be a part of the process as to whether that group can use the facilities, should the time of day be a consideration, should consumption of food and beverages be a consideration, should the age of the group be considered, should what type of enterprise or business be a consideration, should a religious group be allowed to use the facilities, should political campaigning be allowed, and should the election process be allowed. There was also discussion on whether groups or individuals that live outside the city should be allowed to use the city's facilities, and if so should they pay more to use the facility than a citizen. There was discussion by the Council on providing maximum use of facilities for the community, with rules and guidelines and not necessarily eliminating outsiders. There was also discussion on whether to charge a fee, the need to look at the types of groups that will use the facilities, such as religious or political, and if the city would be subsidizing one group over another if the group continuously uses the facilities, if the city can allow one type of group to use the facilities and not allow another type of group with the same interest use the facilities, the need to establish a limited amount of time that a group can use the facilities each month, need to consider who will set up for these meetings, and whether they will use city's visual aid equipment or provide their own. There was further discussion on whether religious organizations should be allowed at all to use the public facilities, and the guidelines that are used by the school district, and what actual meeting space will be available in the new city facilities. There was further discussion by the Council on what has worked in this particular situation in other cities. Issues Identification (Agenda Item VI) Mayor Farmer suggested to the Council that of the issues that were identified at the beginning of the meeting at lunch, the Council needed to prioritize those items by picking their top three categories. This could be done at the beginning of the meeting in the morning. Recess (Agenda Item VII) Mayor Farmer recessed the called - special planning and workshop session of the Allen City Council at 6:01 p.m. on Friday, March 25, 1988. ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 25 & 26, 1988 Page 8 Saturday, March 26, 1988 Present: Joe Farmer, Mayor Council Members: Rex Womack Jerry Wilson, Mayor Pro Tem (arrived at 12:15 p.m.) Bobby Glass Jim Wolfe Jim Pendleton (arrived at 9:00 a.m.) Jack Pennington City staff Jon McCarty, City Manager Marty Hendrix, City Secretary Bill Petty, Director of Community Development (arrived at 10:00 a.m.) Charlotte Smith, Finance Director (arrived at 10:00 a.m.) Ron Gentry, Fire Chief (arrived at 10:00 a.m.) Mark Thornton, Director of Parks & Recreation (arrived at 10:00 a.m.) Tom Gish, City Engineer (arrived at 10:00 a.m.) Barbara Buehler, Library Director (arrived at 10:00 a.m.) Ed Stevens, Administrative Assistant, Police Department (arrived at 10:00 a.m.) Guests: Lewis McClain, with Administrative & Fiscal Consulting Services, Inc. Bob McClain, with Administrative & Fiscal Consulting Services, Inc. Bob Dransfield, Attorney with Hutchinson, Price, Boyle & Brooks (arrived at 10:00 a.m.) With a quorum of the Council Members present, the Allen City Council reconvened at 8:00 a.m. on Saturday, March 26, 1988, in the Trinity IV Ballroom of the Harvey Hotel, 1600 N.Central Expressway, Plano, Texas, to continue the called - special planning and workshop session. Water/Sewer Finances (Agenda Item II) Mayor Farmer advised the Council that Lewis McClain, with Administra- tive & Fiscal Consulting Services, Inc., would provide an overview of the enterprise funds for the city's water and sewer utility. Mr. Lewis McClain provided the Council with handout materials and reviewed those materials with the Council during his presentation. The handout materials contained sheets showing the key players in the process, being the bond holders, the North Texas Municipal Water District, creditors, auditors and rate payers. Mr. McClain explained how each of the key players is involved in the process. Mr. McClain then explained the sheet showing items to be considered in relation to the bond selling process, with those items being the bond ordinance, bond covenants which cover areas of revenue stream pledge, rates, additional bonds and fund segregation and transfers. The Council discussed with Mr. McClain the need to better understand the 1.2 coverage factor and what is used to calculate the figure and how it is calculated. The Council also discussed with Mr. McClain who would stop the city from selling bonds, if by the bond covenants additional bonds were not to be sold. The Council discussed with Mr. McClain how the issuance of future bonds have an effect on the previous bond covenants and how certain bond covenants, if not met, can prevent the future selling of bonds until the covenants are met. ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 25 & 26, 1988 Page 9 Water/Sewer Finances (cont'd) (Agenda Item I1) Mr. McClain then reviewed with the Council the portion of the handout materials that showed the external protectors of the covenant. Those protectors being the bond advisor, the bond attorney, auditors, financial planners/analysts, rating agencies, underwriters, the paying agent/registrar, and insurance companies. Mr. McClain then reviewed the sheet showing the key components and balances of the water and sewer enterprise fund for the City of Allen and provided the Council with the figures to fill in for the operating funds, capital recovery fee fund, capital improvement fund, the interest and sinking fund, the debt service reserve fund and the deposit fund. There was further discussion by the Council on how the legislature in the last session had changed the law relating to the establishing and use of "capital recovery fees". City Manager Jon McCarty advised the Council of how the city had calculated their capital recovery fee that was in place at the present time and how the funds were to be used. He further advised that the city staff is looking into the matter now to see what has to be done for the calculation of this fee and how it can be used in accordance with the new legislation. Mr. McClain then reviewed the figures needed to provide income to fund the enterprise fund and the differing perspectives. Those perspectives being the budget view, the economic view and the bond view. Again, Mc. McClain gave the Council the figures for those perspectives for the operating revenues, non-operating, interest income and a total, for operations, for pro - rata, for G & A transfer, for debt service, and a grand total. He then provided the Council with the net income. There was discussion by the Council with city staff on the pro -rata contract for Belz Outlet Mall, how the payback was determined, how much longer will the payback plan last since it is based on the amount of sales tax revenue received by the outlet mall, and how much is still left to be paid. Mr. McClain then quickly reviewed other measures of fiscal health measured on the balance sheet, such as the net working capital, cash, receivables, and payables; reviewed measures of fiscal health in the area of revenues and expenditures such as working capital, debt ratio, G & A ratio and depreciation versus capital. Mr. McClain then reviewed the remaining focal points, which included the city's equity in the system, water loss and unaccounted for water, the inflow/infiltration, and the collection and application of the capital recovery fee. There was considerable discussion by the Council with city staff and Mr. McClain on the debt bond coverage factor as shown in the bond ordinances, and the calculation of the coverage factor. It was concluded by the Council that the information that Mr. McClain had provided was very informative and the handout materials very useful. The Council expressed their desire to have this same type of handout material or simplified format used when Mr. McClain brings forth his water and sewer rate study. City Manager Jon McCarty then reviewed briefly with the Council some additional handout materials that had been prepared by the Water and Sewer IL Department personnel. Mr. McCarty advised that the material included items to be considered as policies and implemented in order to account for water usage, recommendations for ways to increase accountability of water loss and increase revenues from loss in the following areas: Kitty Hawk, Ford Park, Jupiter Road Water Corporation, Fire Hydrant Meter Repair, and other meters. Mr. McCarty advised that a Water Loss Accountability Study for FY 86 - 87 had also been provided in the handout materials, showing the location and the water usage in gallons. There was also a water consumption analysis monthly comparison from October 1986 through September 1987, and a meter test information showing meters that were tested at 16 different locations throughout the city. ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 25 & 26, 1988 Page 10 Water/Sewer Finances (cont'd) (Agenda Item II) Mr. McCarty advised that city staff had determined that further study needed to be done on the meter testing in order to get a 1% testing of all of the meters that exist in the city. Mr. McCarty advised the Council that these materials had been provided as a matter of information and requested that the Council review this information before another workshop is scheduled on the water and sewer rate study. Mayor Farmer recessed the meeting at 10:15 a.m. The meeting recon- vened at 10:23 a.m. Economic Development (Agenda Item III) City Manager Jon McCarty introduced Bob Dransfield, attorney, with Hutchinson, Price, Boyle & Brooks, who was to speak before the Council on tax abatement as it relates to economic development. Mr. Dransfield advised the Council of the process required for using tax abatement, which included establishing a reinvestment zone, which can be for residential or industrial/ commercial development; of entering a tax abatement agreement; how to determine the exemption amount for the tax abatement, and the need to consider other political subdivisions when proceeding with tax abatement. Those subdivisions being school districts, water districts, college district, etc. He then spoke before the Council on tax increment financing and how that goes hand in hand with tax abatement. He then advised of establishing public improvement districts (PID). He pointed out to the Council what an impact tax abatement can have on county road districts, property utility district, MUD Districts and Water Districts. There was discussion by the Council with Mr. Dransfield on if esta- blishing a PID should be done in anticipation of development or in reaction to development. The Council also discussed with Mr. Dransfield if any city has gone out and entered into agreements with a county or school district or any other districts before their tax abatement is initiated so that all of that is taken care of at the beginning rather than in reaction to a request for tax abatement. Mr. Dransfield advised that he was not aware of any but, this would be a very good idea. Mr. Dransfield concluded his presentation with discussion on the tax increment financing. There was discussion on if the junior college districts had to be included in the tax abatement agreement. With no further discussion, Mayor Farmer recessed the meeting at 11:25 a.m. The meeting reconvened at 11:30 a.m. Mayor Farmer asked the city staff why EAS (Extended Area Service) had been included as a subtopic under the economic development topic. City Manager Jon McCarty advised the Council that it had been included as being advantageous to promoting economic development in the city. Mr. McCarty also advised that he had hoped that a recommendation would have been made by this time by the Administrative Law Judge in Austin, so that a schedule could be prepared for the upcoming events in the EAS process for the Council's review. Mr. McCarty pointed out that this had not occurred. Mayor Farmer suggested that the Council establish a position that it will be up to the chairman of that subcommittee as to when a status report or recommendation will be brought forward to the Council on EAS. Mayor Farmer then referenced to the city staff and the Council some information that had been distributed in the City Manager's Administrative ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 25 & 26, 1988 Page 11 Economic Development (cont'd) (Agenda Item III) Report dated February 26, 1988, regarding the survey that is being prepared by the Economic Development Alliance. Mayor Farmer discussed with city staff as to how the survey will be used, who will complete the survey, and who will use the information gathered. City Manager Jon McCarty advised the Council that the survey was initiated in order to obtain opinions on the city's strengths and weaknesses. He also advised that the survey will be targeted to the businesses in the community but the general citizen population may also be surveyed. The structure was to provide information to the Economic Development Advisory Board. There was further discussion by the Council with city staff on if this survey and the city's proposed survey to update the comprehensive plan would result in two massive survey efforts and if one survey could serve both purposes. Issues Identification (Agenda Item IV) Based upon the Council submission of their three top priorities of issues, the city staff had calculated those priorities and the results were: 1. Council Organization 2. Public Relations 3. a. Paramedic Service b. Beer/Wine Starting with the first topic, City Manager McCarty listed on a flip chart the subtopics to be considered under this topic. Those subtopics being: 1. Organization 2. Work Approach 3. Conduct 4. Procedures S. Rules of Procedure 6. Appointments 7. Pre -Meeting Briefing Mayor Farmer started with the first subtopic, organization. He outlined for the Council the current method for development of the Council agenda by the City Manager, with review of the agenda items by the City Manager with the Mayor. The Council discussed the procedures as they relate to the zoning issues and how they took a good deal of time to review and discuss in a Council meeting and if these types of agenda items could be ironed out in a workshop session prior to the Council meeting. It was pointed out that the recommen- dation of the Planning and Zoning Commission could be reviewed this time. The Council further discussed that this would give them an opportunity to perhaps delve into the Planning and Zoning Commission recommendations, especially when members vote in opposition to a request, or abstain from voting on a request. There was further discussion by the Council on establishing policies whereby Board/ Commission members could not abstain from acting on an item unless they have a conflict of interest. ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 25 & 26, 1988 Page 12 Issues Identification (cont'd) (Agenda Item IV) Bill Petty, Director of Community Development, spoke before the Council on the city staff's view point as to reporting why a Planning and Zoning Commission had voted one way or another on a certain item and the inability to be able to do that at certain items. The Council discussed further that a mechanism needs to be in place for providing that members have to state the reason or reasons why they are voting against something. Bill Petty spoke before the Council on the preparation of the Planning and Zoning Commission's agenda packet and advised that the same information could be sent to them. He also reiterated for the Council the purpose of the Planning and Zoning Commission and how they do the review work so that the Council will not have to do that work. There was further discussion by the Council on their relationship with the Planning and Zoning Commission. Mayor Farmer requested that the City Secretary research the question of an "abstaining vote" and how that vote is determined to be counted. City Manager Jon McCarty advised the Council that when the Planning and Zoning Commission agenda is prepared and sent out in packet form to the Commission, that information could be forwarded to the Council for their information. The Council also discussed the need for city staff to provide Council with any additional information on an agenda item if something significant has happened between the time the agenda packets are sent out to the Council and the night of the Council meeting. Mayor Farmer recessed the called - special planning and workshop session of the Allen City Council at 12:15 p.m. in order to eat lunch. The meeting was reconvened at 1:00 p.m. Issues Identification (cont'd) (Agenda Item IV) The Council continued their discussion on the agenda preparation process. City Manager Jon McCarty advised the Council that according to the city's charter, the Mayor can add agenda items, if he chooses, or an item can be placed on the agenda by two Council Members. Mayor Farmer also advised the Council that he was now meeting with the City Manager and City Secretary on the Monday of the week of the Council meetings at 7:15 a.m. to discuss the agenda items and to handle any other city business as necessary, such as proclamations. The Council then discussed the issue of holding a workshop session prior to the regular City Council meeting. Mayor Farmer suggested that the Council try this workshop session for approximately two to three months, starting at 6:45 p.m., in the Conference Room of the Allen Municipal Annex, for the purpose of reviewing zoning issues, new developments, items on the Council's agenda and that the workshop session not be highly structured at this time. Mayor Farmer added that the Council should try this method and then see if they are interested in getting the Planning and Zoning Commis- sion's packet of information. The Council discussed if a quorum was not present at the workshop session prior to the regular Council meeting, could the Council still meet and discuss the items. It was concluded that the first workshop session would begin at the next regular meeting to be held on Thursday, April 7, 1988, beginning at 6:45 p.m. Mayor Farmer advised that he would like to continue the discussion on the topic of public relations during the executive session or under the recap at the end of the session today. ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 25 & 26, 1988 Page 13 Charter Revisions (Agenda Item V) City Manager Jon McCarty advised the Council of the research that had been conducted by city staff on the charter and the areas that needed to be looked at for revisions. Each Council Member had been provided with a copy of the city's charter and handout material regarding the revisions that needed vto be made. City Manager McCarty reviewed the provisions in State Law that pertain to charter revisions, court decisions that also pertain to charter revisions, provisions for amendments listed in the charter, and federal laws that are applicable. Mr. McCarty then began to review with the Council the areas in the charter that needed to be revised or reviewed for pertain changes. Mayor Farmer requested that Mr. McCarty not continue with the total review of the areas to be suggested for changes, but asked how long a process this charter review process would entail. Mr. McCarty advised it could be from a three to six month period of time for a committee to review and make recommendations. He advised time would also be needed for the city staff to look at the proposed changes, and wording in the charter would need to be prepared by an attorney. The Council discussed if there was a need for the Council to establish districts rather than running by places on the Council and how the federal government felt about this matter. Mr. McCarty advised of the City of Plano's recent charter amendment election and that they were able to maintain their at -large places. The Council discussed when the charter election could take place and it was suggested that it be held at the next City Council election in 1989 or a special election could be called. The Council then discussed that this charter election could become a political issue among the candidates. The Council also discussed the necessity of a citizens committee to review the charter for changes. In further discussion by the Council, it was concluded that the city staff would develop a plan that would lay out the process of going through a charter election and bring the plan forward to the Council for adoption. That plan should include time frame for the process and suggested election date, establishing a citizens committee, define the topics to be review, and to outline the process. Mayor Farmer recessed the called - special meeting at 1:40 p.m. All of the department heads, except the City Manager and City Secretary, left the workshop session. The meeting reconvened at 1:45 p.m. At 1:46 p.m., Mayor Farmer advised that the City Council would convened into Executive Session in accordance with the Open Meetings Law. Executive Session (Agenda Item VI) In accordance with Article 6252-17, V.A.T.C.S. (Open Meetings Law), Section 2(g), the Allen City Council convened into Executive Session at 1:46 p.m. in the Trinity Ballroom IV of the Harvey Hotel, 1600 N. Central Expressway, Plano, Texas, in order to discuss matters pertaining to person- nel, i.e., staff organization. The Executive Session was adjourned at 3:00 p.m. The Allen City Council reconvened back into the called - special workshop session. ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 25 & 26, 1988 Page 14 Recap of Issues Identification (Agenda Item VII) The Council continued their discussion on the issues identification that were selected earlier in the workshop. Discussion by the Council centered around public relations and the image of the city by residents, developers, and other cities. There was considerable discussion by the Council regarding comments that they had received by telephone or through the Chamber of Commerce re- garding the fact that city standards were hard to deal with and were not flexible and that city staff did not project a positive attitude and work with people in a customer relationship. Suggestions were made by the Council that personnel in the front lobby area should create a friendly atmosphere for people who come into the city offices and that each person that comes to the city offices should be treated as an important customer, with city staff working to resolve their problems. The following suggestions were made by the Council for the city staff to look into: 1. A study be done of the environment at city hall both from a physical and emotional aspect, with consideration of additional signage or posters to provide direction and help to anyone visiting city hall. 2. The need to eliminate a person having to make repeated trips to city hall to get something accomplished or resolved. 3. What is the attention and attitude of the staff when working with the public. 4. City staff to make sure they follow up and accomplish a resolution on complaints received. 5. The need to advise employees of using good telephone skills and tact with people calling in to city hall. 6. The need to develop a better line of communication between the City of Allen and the Allen Chamber of Commerce. 7. The Council needing to meet with members of the city boards and commissions to get a level of understanding. 8. Making a policy that will not allow a person to abstain from voting on a board or commission just because they do not want to vote on the matter. There was further discussion by the Council on other topics. A sug- gestion was made that the budget process be lengthened from the established time frame of Friday night through Sunday afternoon, to Thursday night or Friday morning through to Sunday afternoon. The Council also briefly discussed the issue of beer/wine sales in Allen and if it will provide for more economic development or deter economic development. The Council also discussed the restaurant in the city that currently has a private club and if the restaurant was maintaining the appropriate sale of food in comparison to liquor and if an audit had been done on this establishment by the city to verify that fact. Adjourn Agenda Item (VIII) Mayor Farmer adjourned the called - special planning and workshop session of the Allen City Council at 4:09 p.m. ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 25 & 26, 1988 Page 15 These minutes approved on the 7th day of April , 1988. APPROVED: 4 oe Farmer, MAYOR ATTEST: M' (UJl/V� C�' Marty Hendrix, CW, CITY SECRETAR c