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HomeMy WebLinkAboutMin - City Council - 1988 - 05/05 - RegularALLEN CITY COUNCIL REGULAR SESSION MAY 5, 1988 Present- Joe Farmer, Mayor Council Members: Rex Womack Jerry Wilson, Mayor Pro Tem Bobby Glass Jim Wolfe Jim Pendleton (arrived at 6:52 p.m.) Absent: Jack Pennington City Staff- Jon McCarty, City Manager Marty Hendrix, City Secretary WORKSHOP SESSION - 6:45 P.M. With a quorum of the Council Members present, the workshop session of the Allen City Council was called to order by Mayor Farmer at 6:50 p.m. on Thursday, May 5, 1988, in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas. Other city staff in attendance was IL Richard Carroll, Chief of Police. Discussion of Consent Agenda and Regular Agenda Items (Agenda Item II) Mayor Farmer began the review of the Consent Agenda items. There was no discussion needed on any of the items. Mayor Farmer advised that Agenda Item VI was the presentation of the plaque -of -appreciation to Gary Edstrom, former member of the Parks and Recreation Board. He advised that the City Secretary had requested that this item be placed on the agenda again as Mr. Edstrom had not been notified to attend the last meeting. Mayor Farmer reviewed Agenda Item VII on the request for a digital display sign on an existing Class 6 Freeway Sign located on the Turrentine- Jackson-Morrow property. There was no discussion on this agenda item. Mayor Farmer reviewed Agenda Item VIII regarding the approval of specifications and authorization to solicit bids for furniture for the Police and Courts Building. There was discussion by the Council on if this was a routine bid, what the proposed budget figure was for the furnishings and equipment, and if the funds were not sufficient to purchase all of the furnishings for the building at this time, had the city staff considered a lease/purchase arrange- ment. There was further discussion on using a lease/ purchase arrangement on the furnishings and perhaps the use of it as a backup plan. There was further review of the bid alternates. Police Chief Richard Carroll spoke before the Council on the two bid alternates. One alternate was for the secretarial unit to be located in the police administrative offices and the other alternate was unit pricing of the chairs in the lobby area. Mayor Farmer reviewed Agenda Item IX regarding the selection of an independent consultant to develop a telecommunications plan for the municipal complex site. Councilman Jim Wolfe discussed with the Council and the city ALLEN CITY COUNCIL REGULAR SESSION MAY 5, 1988 WORKSHOP SESSION - 6:45 P.M. Page 2 Discussion of Consent Agenda and Regular Agenda Items (cont'd) (Agenda Item II) staff if the Council would take action for the authorization to go forward with the Request for Proposal (RFP), with the stipulation that the Telephone Subcommittee work with the city staff on the format for the RFP and to do some additional wording revisions. Mr. Wolfe advised that the Telephone Subcommittee would be meeting either before or after the workshop session on the water and sewer rates to be held on Monday, May 9, 1988. In discussion by the Council, it was suggested that qualifications of the consultant also be included in the RFP. Mayor Pro Tem Wilson provided the city staff with a list of several consultants that do this type of work to be included in the RFP mailing. There was further discussion by the Council on this item regarding the amount of funds that had been indicated for the work and if it would be sufficient. It was recommended that the amount of the study be raised to $5,000 and if the RFP's came in over that figure, then the Council would have to review this topic again. If the cost for the study came in at $5,000 or less then the Telephone Subcommittee would have the authorization to go forward with the study. There was further discussion on the timing concerns of this project, and if this project could be done in two phases. The first phase to be the wiring of the system, and the second to be the actual acquisition and installation of the equipment. There was also discussion on the need for the by-pass system in this study, since the EAS request has been approved by the PUC. Councilman Wolfe indicated that it would not be needed. There was also discussion on the capability in the system for future 911 service since this issue may come up during the voting process for EAS. It was pointed out that this would be included in the study. City Manager McCarty also advised the Council of legislation that had been passed regarding 911 and that the Council of Governments would be working with local cities on this project. It was also pointed out that on future telephone bills the telephone companies would be including a surcharge for 911 implementation. Mayor Farmer moved on to the next agenda item, being X, consideration of membership in the North Texas Commission. Councilman Pendleton spoke before the Council on the meeting with the representatives of the North Texas Commission that was attended by several Council Members. He advised of the cost of the membership and when the fee had to be paid. He pointed out that since the city did not have the funds in this budget year, they could be included in the next budget year and paid at that time. He also advised of the benefits of this membership and how it could be useful for the city's economic development planning and implementation. There was discussion by the Council on the benefits of this membership and their concerns. Mayor Farmer reviewed Agenda Item XI, being the proposed changes to the bylaws and local regulations of the Allen Industrial Development Corporation. At the Mayor's request, City Manager McCarty explained to the Council the need for the changes in the bylaws and regulations of the Allen Industrial Development Corporation and why the membership of that commit- tee would now consist of Council Members. He further advised that the action needed by the Council on this item would be review and discussion of the proposed bylaws and regulations, directions to the city staff on them if any, and the appointment of two Council Members to serve on the Board of Directors. Mr. McCarty pointed out to the Council the fact that the new board would review and approve the new proposed bylaws and regulations and then they would be sent to the Council for additional approval. He pointed out that the only member left on the existing board at the present time was Frank Dugger. The other two members were no longer able to serve in that capacity. The Council discussed the time factor involved in this board, the need to appoint two members of the Council to this board, and the need for them to meet immediately to review and adopt the new proposed bylaws and regulations. There was further discussion by the Council on if there were certain qualifications that the board members needed to have, if any of the Council Members were interested in serving in this capacity, and the fact that they needed to be available within the next two weeks. After Further ALLEN CITY COUNCIL REGULAR SESSION MAY 5, 1988 Page 3 WORKSHOP SESSION - 6:45 P.M. Discussion of Consent Agenda and Regular Agenda Items (cont'd) (Agenda Item II) discussion, it was concluded that Council Members Bobby Glass and Rex Womack would be appointed in this capacity. Mayor Farmer advised that the next agenda item, XII -A, was just a matter of information and distribution of the Parks and Recreation and Library Summer Brochure. Mayor Farmer asked the Council if they had any items of interest to bring forward. City Manager McCarty advised the Council that he wanted to review with them the location of the city's flag design to be painted on the city's 2 MG elevated water storage tank located west of U.S. 75. Mr. McCarty advised that the best visibility of the tank was from traveling north on U.S. 75 and south on U.S. 75, therefore the flag design would be painted on both of those elevations. Councilman Wolfe asked city staff why there was a street blockade on Pebblebrook right off of State Highway 5 and what type of work they were doing there. He pointed out that the blockade was too close to that intersection and asked if it could be moved back somewhat. City staff advised they would check into it. As it was almost time to convene the regular session of the Allen City Council, Agenda Items III -A, "Specifications and Bids on Police/Fire Radio Equipment"; III -B, "Allen Heights Construction Schedule"; and IV, "Items of Interest to the Council", were passed over. The workshop session was recessed into the regular session at 7:28 p.m. REGULAR SESSION - 7:30 P.M. With a quorum of the Council Members present, the regular session of the Allen City Council was called to order by Mayor Farmer at 7:30 p.m. on Thursday, May 5, 1988, in the Council Chambers of the Allen Municipal Annex, One Butler Circle, Allen, Texas. CONSENT AGENDA (Agenda Item V) MOTION: Upon a motion made by Councilman Wolfe and seconded by Mayor Pro Tem 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 April 18, 1988 - Called - Special Workshop Session. B. Approval of City Council Minutes of April 21, 1988 - Regular Session. C. Set Thursday, May 12, 1988, as the Called - Special Session to Canvass the Returns for the May 7, 1988, City Council Election. D. Authorization to City Staff to Pay Bills Associated with the 1985 Capital Improvement Program as Follows: 1. Hidell Architects $1,252.45 CIP Project No. 55-001-3 Construction of Library Building Period: Thru March 29. 1988 ALLEN CITY COUNCIL REGULAR SESSION MAY 5, 1988 CONSENT AGENDA 2. 3. 4. 5. 6. 7. 8. 9. 10 (c ont'd) Helms Printing Company Account No. 03-45030 Printing Services - Series 1988 General Obligation Bond Certif- icates Period: Thru April 20, 1988 Southwest Securities, Inc. Account No. 03-45030 Financial Advisory Fee - 1988 General Obligation Bond Sale Period: Thru April 18, 1988 TU Electric CIP Project No. 90-002-6 Construction of 2 MG Elevated Water Tower - Power Lines to Facility Period: Thru April 26, 1988 Hydrostorage, Inc. CIP Project No. 90-002-1 Construction of 2 MG Elevated Water Tower - Application No. 8 Period: Thru April 26, 1988 SVA Concrete CIP Project No. 50-004-2 Construction of Story Park - Irrigation Construction Period: Thru May 20, 1988 AMFAC Distribution CIP Project No. 50-004-2 Construction of Story Park - Meter Tap Period: Thru April 13, 1988 SWA Group CIP Project No. 75-002-2 Construction of Main Street - Phases II & III - Professional Services for Landscaping Design and Reimbursable Expenses Period: 3/1/88 - 3/31/88 Reynolds Asphalt & Construction CIP Project No. 75-001-6 Construction of Main Street - Phase I - Construction of Railroad Crossing on Main Street Period: Thru April 13, 1988 Gohmann Asphalt & Construction CIP Project No. 75-001-6 Construction of Main Street - Phase I - Construction of Railroad Crossing on Main Street - Asphalt Materials Period: Thra April 6, 1988 Page 4 (Agenda Item V) $665.00 $18,191.25 $991.00 $70,936.52 $15,875.50 $74.25 $504.48 $424.62 $358.38 ALLEN CITY COUNCIL REGULAR SESSION MAY 5, 1988 Page 5 CONSENT AGENDA (cont'd) (Agenda Item V) 11. Professional Service Industries $684.00 CIP Project No. 40-001-2 Construction of Police and Courts Building - Testing, Inspection Period: Thru April 11, 1988 E. Approval of an Amendment to the Budget for the Enhance- ment Study of Property Adjacent to the Main Street Phase II and III Project and Authorization to the City Manager to Enter into a Contract with Metro Appraisal Service, Inc., in the Amount of $17,000. The motion carried. End of Consent Agenda Presentation of a Plaque -of -Apprec- iation to Gary Edstrom for Service on the Parks and Recreation Board (Agenda Item VI) Mayor Farmer passed over this agenda item as Mr. Edstrom was not present at this time. Approval of a Request for a Digital Display Sign on Existing Class 6 Freeway Sign Located on the Turrentine-Jackson-Morrow Property (Agenda Item VII) Mayor Farmer advised the Council that this request was for a digital display sign on an existing Class 6 Freeway Sign to be located at the Ridgeview Memorial Park, located on the west side of U.S. 75. The digital sign would be a clock with the advertising for the Wysong Emergency Center on it. There was no representative present at this meeting to speak on this request. Bill Petty, Director of Community Development, advised that this sign met all of the requirements of the sign ordinance and that it is before the Council for approval based upon the requirements of the sign ordinance. At this time, Mr. Mike Gentille, 1325 Rocky Creek, sitting in the audience, asked why the city needed this sign. Mayor Farmer explained to Mr. Gentille the request and that the property owner where the sign is located had requested the sign, not the city. MOTION: Upon a motion made by Councilman Pendleton and seconded by Councilman Glass, the Council voted six (6) for and none (0) opposed to approve the request for the digital display sign on the existing Class 6 Freeway Sign located on the Turrentine-Jackson- Morrow property, also known as the Ridgeview Memorial Park site. The motion carried. Approval of Specifications and Author- ization to Solicit Bids for Furniture for the Police and Courts Building (Agenda Item VIII) Police Chief Richard Carroll spoke before the Council on the specifica- tions and the request to solicit bids for the interior furnishings and equip- ment for the new police and courts building. Chief Carroll explained to the Council that there were two items being offered as alternates in this bid. He explained that those items were the secretarial unit in the police administra- tion office area, and an individual bid price on the chairs to be located in the lobby area. Chief Carroll advised the Council that the advisory committee had worked on the furnishing selections for the specifications. It was the city ALLEN CITY COUNCIL REGULAR SESSION MAY 5, 1988 Page 6 Approval of Specffieations and Author- ization to Solicit Bids for Furniture for the Police and Courts Building (cont'd) (Agenda Item VIII) staff's recommendation that the specifications be approved as presented and t to authorize the solicitation of bids for the interior furnishings and equip- ment for the new police and courts building. The proposed budget for these furnishings consisted of $84,000. There was discussion by the Council with city staff on the specification document and if the chairs in the lobby were also to be bid as a group in order to perhaps get a lower price as a group. Chief Carroll indicated that they could also be bid as a group. MOTION: Upon a motion made by Councilman Womack and seconded by Councilman Glass, the Council voted six (6) for and none (0) opposed to approve the specifications and authorize the solicita- tion of bids for the interior furnishings and equipment for the new Police and Courts Building, in accordance with the city staff's recommendation, as stated. The motion carried. Authorization to the Telephone Subcom- mittee to Select an Independent Con- sultant to Develop a Telecanun.,nications Plan for City Offices (Agenda Item UI) Councilman Jim Wolfe advised the Council that the Telephone Subcommit- tee was requesting that they be given authorization to go forward with the Request for Proposal (RFP) and selection of an independent consultant to develop a telecommunications plan for the municipal complex site, with the stipulation that the subcommittee will work with the city staff on some minor revisions and wording revisions in the format of the proposed RFP. The revisions would also include raising the authorized consultant fee from a range of $2,000 - $3,000 to $5,000. As discussion earlier by the Council, Mr. Wolfe pointed out that if the fee was determined to be over the $5,000 figure, then the approval of the work by the consultant would have to be brought back before the Council for action. Mayor Farmer pointed out that the RFP was to be sent to consultants, not to vendors who produce the equipment. MOTION: Upon a motion made by Councilman Glass and seconded by Councilman Pendleton, the Council voted six (6) for and none (0) opposed to authorize the City Council Telephone Subcommittee to go forward with the Request for Proposal (RFP) and selection of an independent consultant to develop a telecommunications plan for the municipal complex site, with the stipulation that the subcommittee work with the city staff on some minor revisions and additional wording changes in the format of the proposed RFP, which would include the raising the consultant fee to $5,000. The action to also include that if the consultant fee is determined to be over the $5,000 figure, the item will have to be brought back to the Council for approval. The motion carried. At this time, Mayor Farmer pointed out to all individuals in attendance at this meeting that the city had appeared before the Public Utility Commis- sion on Wednesday, May 4, 1988, in Austin, Texas, and had won a favorable ruling from the Commission on the city's request for Extended Area Service. The city would now be holding a balloting process to vote for whether the customers in the 727 exchange wanted mandatory extended area service or not. Mayor Farmer advised that more details on the balloting process would be forthcoming. At this time Mayor Farmer returned to Agenda Item VI ALLEN CITY COUNCII. REGULAR SESSION MAY 5, 1988 Page 7 Presentation of a Plaque -of -Apprec- iation to Gary Edstrom for Service on the Parks and Recreation Board (Agenda Item VI) Mayor Farmer presented a plaque -of -appreciation to Gary Edstrom, former member to Place No. 5 on the Parks and Recreation Board, for his service to the city in that capacity from September of 1984 through March of 1988. Mayor Farmer returned to Agenda Item X. Resolution No. 852-5-88(R): A Resolution of the City Council of the City of Allen, Collin County, Texas, Authorizing the Mayor to Execute an Agreement With the North Texas Commission for Economic Development Services for a Period of One Year from the 15th Day of May, 1988. (Agenda Item X) Councilman Jim Pendleton spoke before the Council on the work of the North Texas Commission and their goals for economic development in the North Texas area. He advised of the advantages for the city by joining this entity and advised that the city could pay their membership dues during the next budget year, since funds were not available this year. Mayor Farmer advised the Council that a proposed resolution and an agreement contract were before the Council for action regarding the membership in the North Texas Commission. There was discussion by the Council on the proposed resolution and the c/ proposed agreement and that different dates were shown on those documents. City staff clarified that the proposed date was the 15th of May, 1988, with the payment of the membership fees to be made on the 15th day of May, 1989. If approved, the date in the agreement would be changed from the May 1st date to reflect the 15th day of May. There was further discussion on the agreement stating that the Mayor would be the city's representative to this commission and would be the voting member, and what those responsibilities would entail. It was pointed out that the City Manager could fill in if the Mayor was unable to serve. There was a reference made to paragraph (d) shown on page 2 of the agreement and if it was to be taken literally since it said, "make available to citizens and residents of the city such materials, including economic research, as it has and may develop . . ." There was further discussion on the capabilities of the commission, how the city could utilize them, and the appropriation of the budget funds in the amount of $1,393.00 in the next year's budget for this membership fee. MOTION: Upon a motion made by Councilman Wolfe and seconded by Mayor Pro Tem Wilson, the Council voted six (6) for and none (0) opposed to approve and adopt Resolution No. 852-5-88(R), as captioned previously. The motion carried. Consider Changes to the Bylaws and Local Regulations of the Allen Industrial Development Corporation (Agenda Item XI) Mayor Farmer advised the Council of the prior organization of the Allen Industrial Development Corporation and the need at this time to reorganize this corporation, with the appointment of two Council Members to serve in that capacity with an existing member of the corporation, Frank Dagger. Mayor Farmer then advised that the new reorganized corporation would then review the new proposed bylaws and local regulations and approve them and forward them to the Council for their consideration. ALLEN CITY COUNCIL REGULAR SESSION MAY 5, 1988 Page 8 Consider Changes to the Bylaws and Local Regulations of the Allen Industrial Development Corporation (cont'd) (Agenda Item XI) The Council briefly discussed the contact that had been made with Mr. Frank Dugger and if he still wished to serve in this capacity. City Manager McCarty advised that Mr. Dugger was still willing to serve on the Board of Directors, if the Council so desired. MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman Pendleton, the Council voted six (6) for and none (0) opposed to appoint Council Members Bobby Glass and Rex Womack as members to the Board of Directors of the Allen Industrial Development Corporation to serve with Board Member Frank Dugger for a term of office for each board member to be six (6) years. The motion carried. Parks and Recreation and Library Brochure (Agenda Item XII -A) Parks and Recreation Director Mark Thornton presented to the Council a copy of the new Summer Parks and Recreation and Library Brochure which had been prepared by his department. Mr. Thornton advised that his new employee, Ed Voss, had done the brochure and that it had been done in house on the city's computer equipment and the cost of the brochure had been reduced considerably. The Council commended Mr. Thornton and his employees on this work. 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 XII -B) Mayor Farmer asked the Council if they had any items of interest to bring forward. •City Manager McCarty advised the Council that the city's new 2 MG elevated water tower had been painted and it was now time to paint the city's flag design on it. He pointed out that the flag design was going to be placed on the north and south elevations, since those positions would received the most visibility from people traveling on U.S. 75. Mr. McCarty pointed out to the Council that matching the appropriate colors in the flag design had been difficult, but as soon as it had been resolved, the painting would begin. The Council discussed further with the city staff the lighting of the tower and when that would be accomplished and if a light was to be placed on the top of the tank. Mr. McCarty advised the Council that the lights were not on the tank as of this date as there was no electrical power to the site at this time. -Mayor Farmer reviewed with the Council their upcoming schedule of important dates to remember. Those dates included: Saturday, May 7, 1988 - City Council Election Monday, May 9, 1988 - 7:00 p.m. - Water & Sewer Workshop Session and Council's Telephone Subcommittee will meet after the Workshop Session Thursday, May 12, 1988 - 6:30 p.m. - Special Session to Canvass Election Returns Mayor Farmer requested that the Council meet at 6:30 p.m. on Thursday, May 12, 1988, due to a banquet that he must attend later in the evening. The Council concurred on the time proposed. ALLEN CITY COUNCIL REGULAR SESSION MAY 5, 1988 Page 9 Items of Interest to the Council (Agenda Item XII -B) -Mayor Farmer asked if there was anyone in the audience that wish to speak before the Council under items of interest. At this time Mrs. Melanie Jones, 1323 Rocky Creek, spoke before the Council on her concerns for the statements made in the local newspaper regarding the proposed increases in the water and sewer rates and why the large increase was needed; the effect of the economy in Allen and the number of houses on the market for sale and those that have been repossessed; the loss of soccer fields on the municipal site for construction of a pond, fountains, and an art center; what the city was doing for economic development to encourage business and industry to come to Allen to help the tax base; and what the city did to discourage the Firestone Store from establishing their operation in Allen. There was considerable discussion by the Council with Mrs. Jones to clarify the proposed water and sewer rates, the work by the city to obtain Extended Area Service in order to promote economic development, the approval of the request by Firestone and their decision not to proceed with the development of the site approved, and encouraging Allen residents to get involved in their community and what happens here. With no further discussion, Mayor Farmer adjourned the regular session of the Allen City Council into Executive Session at 8:47 p.m. Executive Session (Agenda Item XIII) In accordance with Article 6252-17, V.A.T.C.S. (Open Meetings Law), Section 2(e), the Allen City Council convened into Executive Session at 8:55 p.m. in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas, in order to discuss matters pertaining to and related to the real estate negotiations for the parks and recreation special use facility known as the Texin Rod and Gun Club. The Executive Session was adjourned at 10:50 p.m. Reconvene to Adiourn (Agenda Item XIV) The Allen City Council reconvened into regular session at 10:55 p.m. in the Council Chambers of the Allen Municipal Annex, One Butler Circle, Allen, Texas. MOTION: Upon a motion made by Mayor Pro Tem Wilson and seconded by Councilman Womack, the Council voted six (6) for and none (0) opposed to adjourn the regular session of the Allen City Council at p.m. The motion carried. These minutes approved on the 19th day of May , 1988. APPROVED: 16{ /0-"� J96 Farmer, MAYOR ATTEST: Marty Hendrix, MC, CITY SECRETARY