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HomeMy WebLinkAboutMin - City Council - 1988 - 08/04 - RegularALLEN CITY COUNCIL REGULAR SESSION AUGUST 4, 1988 Present: Joe Farmer, Mayor Council Members: Rex Womack (arrived at 7:08 p.m.) Jerry Wilson, Mayor Pro Tem Jim Wolfe Jim Pendleton Gary Edstrom Absent: Bobby Glass City staff: Jon McCarty, City Manager Marty Hendrix, City Secretary WORKSHOP SESSION - 6:30 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 6:45 p.m. on Thursday, August 4, 1988, in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas. Discussion of Consent Agenda and Regular Agenda Items (Agenda Item II) With Mayor Farmer in consultation with the City Manager, Mayor Pro Tem Wilson began the review of the Consent Agenda items. The Council discussed the proposed ordinance shown as Consent Agenda Item IV -D, for establishing a fee for reserving lighted ball fields for practice. Council Members discussed if there had been any feedback from any in- dividuals or athletic groups regarding this additional charge. Mayor Pro Tem Wilson then moved on to Agenda Item V, a proposed resolution supporting the Collin County Bond program. The Council discussed if this resolution showed support for all of the issues and if this was the position that the city wanted to take in this matter. Mayor Pro Tem Wilson reviewed Agenda Item VI, presentation regarding the 911 service implementation. There was no discussion on this item. Mayor Pro Tem Wilson reviewed Agenda Item VII, the specifications for the mini computer system and the authorization for the issuance of the request for proposals. The Council discussed the cost for this computer, what equipment was presently being used and for what functions, and the need to provide a copy of the computer study to the newest Council Member, Gary Edstrom. Mayor Pro Tem Wilson moved on to review Agenda Item VIII, the quarterly financial reports. The Council discussed the water and sewer rates and the raise in the sewer rate. The Council also discussed the franchise tax paid by the various utilities. Those utilities are Southwestern Bell Telephone Company, Texas Power and Light, Lone Star Gas Company, and Cablevision. The Council discussed reviewing those franchise tax rates and determining a method for raising those rates. Charlotte Smith, Finance Director, spoke before the Council on the water receipts and the reasoning behind the low receipts during this hot summer weather. ALLEN CITY COUNCIL REGULAR SESSION AUGUST 4, 1988 Page 2 WORKSHOP SESSION - 6:30 P.M. Discussion of Consent Agenda and Regular Agenda Items (cont'd) (Agenda Item II) Mayor Pro Tem Wilson moved onto the next agenda item. The Council briefly reviewed the schedule for the "City Chat" articles that appear in the local newspaper. Mayor Pro Tem Wilson moved over the next agenda items, being acknowledge receipt of FY 1988 - 89 budget, the EAS update, and items of interest to the Council. Mayor Pro Tem Wilson reviewed items to be discussed regarding the appointment to the Sign Control Board and the appointment of Tom Glab as Public Works Director. Mayor Farmer returned to the meeting at 7:18 p.m. He advised that Councilman Glass would not be at the meeting due to illness. There was further discussion on the appointment to the Sign Control Board and the number of individuals interested in that appointment and a forthcoming recommendation from the members of the Council's Interview Committee. The Council returned to discussion on Agenda Item V, regarding the resolution supporting the Collin County Bond program. The Council discussed the contents of the resolution and how the wording in the resolution had been determined. They also discussed with city staff who would be present from the country to make the presentation. Mayor Farmer advised the Council that he had met with the city staff regarding the specifications for the mini computer system and advised that his questions on the wording of the document had been clarified by the city staff. Items of Interest to the Council (Agenda Item III) •Councilman Rex Womack advised the Council of information that he had obtained from the City Manager regarding the city's over 65 tax exemption and the interest he had in reviewing this exemption and in considering raising this exemption for the next fiscal year. Mayor Pro Tem Wilson advised the Council of the status of the EAS publi•city campaign and the printing of the materials for this campaign and how they will be distributed. He handed out to the Council copies of how the brochure would appear. Mr. Wilson also advised the Council of the support from the local newspaper and how an article would appear in it each time until the balloting process. Councilman Wolfe also advised the Council of the number of volunteers that had been obtained for the EAS campaign. 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, August 4, 1988, in the Council Chambers of the Allen Municipal Annex, One Butler Circle, Allen, Texas. CONSENT AGENDA (Agenda Item IV) 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 July 21, 1988 - Regular Session. ALLEN CITY COUNCIL REGULAR SESSION AUGUST 4, 1988 Page 3 CONSENT AGENDA (cont'd) 1985 Capital Improvement Program as follows: (Agenda Item IV) B. Authorization to city staff to pay bills associated with the 1985 Capital Improvement Program as follows: 1. The Allen American $50.40 CIP Project No. 40-001-6 Construction of Police & Courts Building Period: Thru June 30, 1988 2. Black and Veatch Engineers $2,000.00 CIP Project No. 40-001-21 55- 001-2 - Construction of Municipal Site Infrastructure Period: Thru June 30, 1988 3. SSSC, Inc. $950.00 CIP Project No. 90-002-6 Construction of 2 MG Elevated Water Storage Tank - Irrigation and Sump Pump Services Period: Then July 31, 1988 4. Black & Veatch Engineers $1,474.34 CIP Project No. 90-002-2 Construction of 2 MG Elevated Water Storage Tank - Resident Engineering Services Period: Thru June 30, 1988 4 5. Bartex, Inc. $70,667.80 CIP Project No. 55-001-1 Construction of library Building - Contractor - Application No. 2 Period: Thru July 27, 1988 6. SVA Concrete Company $31,150.00 CIP Project No. 50-006-6 Construction of Cottonwood Bend Playground - Contractor Period: Thru July 29, 1988 C. Ordinance No. 866-8-88: An Ordinance of the City Council of the City of Allen, Collin County, Texas, Abolishing the Engineering Department and Transferring Those Functions to the Public Works Department. D. Ordinance No. 867-8-88: An Ordinance of the City Council of the City of Allen, Collin County, Texas, Amending Ordinance No. 543-9-84 Establishing a Fee for the Use of Lighted Ball Fields for Purposes of Practice and Providing for an Effective Date. E. Set August 25, 1988 as the Public Hearing on Budget as Required by Section 4.04 of Allen City Charter. F. Set September 1, 1988 as Public Hearing Date on an Appeal from the Planning and Zoning Commission Requested by Larry Fransisco for Retail Use in Exchange Parkway South Addition located at 703 North Greenville Avenue. G. Resolution No. 868-8-88(R): A Resolution of the City Council of the City of Allen, Collin County, Texas, Stating That for the Purpose of the Telephone Extended Area Service Balloting Process, the City Secretary Will be Considered to be Under the Direction of the City Manager's Office. ALLEN CITY COUNCIL REGULAR SESSION AUGUST 4, 1988 Page 4 CONSENT AGENDA (cont'd) (Agenda Item IV) The motion carried. End of Consent A¢enda Resolution No. 869-8-88(R): A Resolution of the City Council of the City of Allen, Collin County, Texas, Supporting the Projects Contained in the Collin County Bond Program Scheduled for Election on Election on Asst 13, 1988.13, 1988. (Agenda Item V) Mayor Farmer introduced Charles Below, Co -Chairman of the Collin County Bond Committee. Mr. Belew then introduced other members of the various Collin County Bond Subcommittees. Those individuals were Don Proeschel, Robert Powers, and Eileen Tollett of the Open Space Committee, and Collin County representatives Jack Hatchell, Commissioner; and Ruben Dilgato, and Bill Frazier, of the Public Works Department. Mr. Belew distributed to the City Council brochures and handout materials developed for the upcoming Collin County Bond program which explained the seven propositions. He referenced the fact sheet showing the propositions and the tax impact that each proposition would have. Mr. Below advised of the background of the development of the bond committees, the research on the needs and the work of the volunteers on the development of this bond project. Mr. Below then pointed out the proposed resolution showing support for the bond program and all of the propositions and requesting that the city adopt the resolution showing their support. The Council discussed with the representatives present the proposition regarding the open space and what was covered under that proposition. Mr. Belew explained what he knew about the proposition and the acquisition of some native blackland prairie that was located in Collin County in two sites. Don Proeschel, a member of the Collin County Open Space Board, spoke before the Council on the details of the bond proposition and advised of the need for the money in order to purchase 463 acres of blackland prairie in eastern Collin County, and the funds for an outdoor educational camp in Collin County for youth groups, families, church groups, etc. Mayor Farmer discussed with the representatives present what county staff positions would be administering the various propositions if the bond funds were voted in. Commissioner Jack Hatchell spoke before the Council on the proposition regarding the McKinney Airport and what the bond funds would be used for in connection with the airport. The Council discussed the roads and bridges proposition and posed questions to the county staff about the priorities of the roadway construction. Mayor Farmer advised of the roadway projects that were designated for the City of Allen. Mayor Farmer advised the Council of the proposed resolution that would support the total Collin County bond program as presented. MOTION: Upon a motion made by Councilman Womack and seconded by Councilman Wolfe, the Council voted six (6) for and none (0) opposed to approve and adopt Resolution No. 869-8-88(R). The motion carried. ALLEN CITY COUNCIL REGULAR SESSION AUGUST 4, 1988 Page 5 Presentation from Mr. Fred Keithley, NCTCOG, Regarding 911 Service (Agenda Item VI) Mr. Fred Keithley, Director of Human Services with the North Central Texas Council of Governments, spoke before the Council on House Bill 911 and the implementation of 911 emergency telephone service in communities throughout the State of Texas. Mr. Keithley distributed to the Council a packet of information on the 911 emergency telephone service. Mr. Keithley pointed out that 911 service had to be implemented in counties with population of 120,000 or over by September 1, 1995. Mr. Keathley also review the equalization surcharge and how it was charged to telephone customers and how the funds generated from this surcharge would be used. There was discussion by the Council on the surcharge and if the implementation of the Extended Area Service would have an impact on the amount of surcharge. Mr. Keithley went on to explain the North Central Texas Council of Government's position in the planning strategy for the regional plans for 911 and the status of the regional plan for Collin County. At the Council's request, Mr. Keithley explained that resolutions have to be adopted by entities to show their support for 911 and a resolution to implement the 911 emergency service. There was discussion on what entities have to adopt the resolutions and if the county has to also do this and what timeframe is used for the adoption of the resolutions. There was further discussion by the Council on the liability issue regarding 911 service, if the city can implement 911 service on their own, and how the regional plan would help the City of Allen. There was also discussion on how funds from the surcharge were being used to help police departments purchase basic equipment and would additional personnel needed to operate this system also be covered with these funds. This item was received as a matter of information. There was no action taken on this item. Consider Specifications for Mini Computer System and Authorizing Request for Proposals (Agenda Item VII) Mayor Farmer advised the Council that he had met with the city staff on this item earlier in the evening and had clarified his questions on the specifications for the mini computer system. He then opened the floor for discussion on the specifications. Councilman Wolfe pointed out that the table of contents showed the wrong page numbers for the specifications. He also pointed out a question to Section 1, the last paragraph, in that the first sentence contradicted the last sentence in that paragraph in that section. This paragraph pertained to the bidding of the hardware and software packages. Councilman Wolfe recommended that the wording "hardware prime" with a "software sub" or a "software prime" with a "hardware sub" be used. He also added that the city should want a prime contractor on the hook for the integration and installation of the equipment. The Mayor also added that details of training must also be spelled out. Jay Cofield, the city's Data Processing Coordinator, spoke before the Council on this paragraph. Mayor Farmer recommended that clarification was needed here and requested that the city staff do some additional word- smithing. Mayor Pro Tem Wilson pointed out that Councilman Edstrom had not been on the Council during the review of the city's master plan for computeriza- tion and requested that the city staff give a brief presentation on this phase II of the project. ALLEN CITY COUNCIL REGULAR SESSION AUGUST 4, 1988 Page 6 Consider Specifications for Mini Computer System and Authorizing Request for Proposals (cont'd) (Agenda Item VII) At this time, Jay Cofield, Data Processing Coordinator, spoke before the Council on the phases of the computer system for the city, advised of the reasons for the updating of the system, and advised of the steps included in phase II of the project. The Council discussed with Mr. Cofield the assessment of phase I of the computerization. There was further discussion by the Council with city staff on item number 8 on the general requirement on page 9 regarding the source code and that this section need some clarification and what would obtaining the source code do to the maintenance agreement. MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman Pendleton, the Council voted six (6) for and none (0) opposed to approve the specifications for the mini computer system with corrections to be made to the wording per the discussions held by the Council and to authorize the city staff to send out the Request for Proposals (RFP's). The motion carried. Mayor Farmer recessed the regular session of the Allen City Council at 8:57 p.m. The meeting reconvened at 9:03 p.m. Quarterly Financial Report - Ending June 30, 1988 (Agenda Item VIII) Charlotte Smith, Finance Director, reviewed with the Council quarterly financial reports for the period ending June 30, 1988. The Council discussed the comparison of revenues for the Water and Sewer Fund for FY 87 - 88 to FY 86 - 87. There was considerable discussion on the amount of water revenues needed to be collected by September 30 in order to keep on track with the estimates from the recent water and sewer rate study. There was further discussion with city staff on if there were any additional revenues in this account that would be received by the end of the year. In further discussion, Mayor Pro Tem Wilson pointed out to the Council that franchise fees had been discussed in the workshop session and that the Council needed to look at those fees in order to try and do a revision of the fees and to also look at fines and see if they could be raised. This item was received as a matter of information. There was no action taken on this item. Review City Chat Schedule (Agenda Item IX) Mayor Farmer briefly reviewed the list of upcoming articles for the "City Chat" column that appears weekly in "The Allen American" newspaper. This item was received as a matter of information. There was no action taken on this item. Acknowledge Receipt of FY 1988 - 89 Budget (Agenda Item R -A) Mayor Farmer and the City Council Members all acknowledged receipt of their FY 1988 - 89 Budgets. RAS Update (Agenda Item R -B) Councilman Jim Wolfe presented to the Council the revised schedule that he had worked up on the EAS balloting process and publicity campaign. He also advised of the status of the presentations that he had made before various civic organizations in the community and the response he had received regarding EAS. He also advised of the number of volunteers that had ALLEN CITY COUNCIL REGULAR SESSION AUGUST 4, 1988 RAS Update (cont'd) Page 7 (Agenda Item X -B) committed to work on the publicity campaign, the telephone bank, and the street canvassers. He also reviewed the status of the publicity campaign and the campaign materials, pointed out the cooperation of the local newspaper in this process and advised that news releases were going out to the Dallas 440, newspapers. The Council discussed using the radio stations for additional publicity. Mr. Wolfe also advised that the final balloting procedures had been developed and distributed. 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 X-C) -Councilman Rex Womack advised the Council that he had obtained information on the over 65 tax exemption and was proposing that the Council look at this benefit to see if it can be increased. Mr. Womack pointed out that this exemption pertained to 212 homes in the city. Mr. Womack distributed information to the Council on this item and reviewed the figures shown. Mr. Womack also recommended to the Council that a policy be establish whereby the Council will review this item on a yearly basis. In further discussion, Mr. Womack recommended to the Council that the over 65 exemption be increased from $15,000 to $20,000. There was discussion by the Council on how and when this exemption appears on the person's tax statement, what the tax exemptions were for Plano and McKinney, and how the Council felt about pursuing this increase. It was the consensus of the Council that there was an interest to pursue it. -City Secretary Marty Hendrix advised the Council of the upcoming appointments to some city boards in September and that notices will be placed in the newspaper in August regarding these appointments. With no further discussion, Mayor Farmer adjourned the regular session of the Allen City Council at 9:45 p.m. into a brief recess to follow with the executive session. Executive Session (Agenda Item XI) 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 9:58 p.m. in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas, in order to discuss matters pertaining to the appointment of Tom Glab to be the Public Works Director and the appointment to Place No. 5 on the city's Sign Control Board. The Executive Session was adjourned at 11:08 p.m. Reconvene to Consider Items Discussed During Rrecutive Session (Agenda Item XII) The Allen City Council reconvened into regular session at 11:10 p.m. in the Council Chambers of the Allen Municipal Annex, One Butler Circle, Allen, Texas. Approval of the Appointment of Tom Glab to be Public Works Director Mayor Farmer advised that the floor was open for a motion to approve the appointment of Tom Gish as the Public Works Director. MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman Womack, the Council voted six (6) for and none (0) opposed to approve the appointment of Tom Gish to be the Public Works Director. The motion carried. ALLEN CITY COUNCIL REGULAR SESSION AUGUST 4, 1988 Page 8 Appointment to Place No. 5 on the Sign Control Board Mayor Farmer advised that the floor was open for nominations to Place Adjourn MOTION: Upon a motion made by Councilman Womack and seconded by Mayor Pro Tem Wilson, the Council voted six (6) for and none (0) opposed to adjourn the regular session of the Allen City Council at 11:15 p.m. on Thursday, August 4, 1988. The motion carried. These minutes approved on the 18th day of Au¢ust 1988. L\»XrY1aPF z4e ;4140� Coe J�Farmer, MAYOR ATTEST: Marty Hendrix, CITY SEGRET YCITY SECRET Y No. 5 on the Sign Control Board. MOTION: Upon a motion made by Mayor Pro Tem Wilson and seconded by Councilman Edstrom, the Council voted six (6) for and none (0) opposed to nominate and appoint by acclamation Gary Crowe to Place No. 5 on the Sign Control Board. The motion carried. Adjourn MOTION: Upon a motion made by Councilman Womack and seconded by Mayor Pro Tem Wilson, the Council voted six (6) for and none (0) opposed to adjourn the regular session of the Allen City Council at 11:15 p.m. on Thursday, August 4, 1988. The motion carried. These minutes approved on the 18th day of Au¢ust 1988. L\»XrY1aPF z4e ;4140� Coe J�Farmer, MAYOR ATTEST: Marty Hendrix, CITY SEGRET YCITY SECRET Y