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HomeMy WebLinkAboutMin - City Council - 1989 - 01/05 - RegularPresent: Joe Farmer, Mayor Council Members: Rex Womack Jerry Wilson, Mayor Pro Tem Bobby Glass Jim Wolfe Jim Pendleton Gary Edstrom 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 6:55 p.m. on Thursday, January 5, 1989, in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas Other city staff members present were Bill Petty, Director of Community Development and Tom Gish, Director of Public Works. At this time Mayor Farmer recognized Judy Edquist, the Editor of The Allen American, and advised that there had been some changes in the staffing at the newspaper and Ms Edquist would be covering the City Council Meetings. Discussion of Consent Agenda and Regular Agenda Items (Agenda Item II) Mayor Farmer began the review of the Consent Agenda items. There was discussion by the Council on Consent Agenda Item V -D, consideration of a variance to the terms of the sign regulations ordinance on a request from Belz Construction Company to retain the 280 square foot Class 5 sign located on the Belz's property at U S. 75 and Shelby Drive. The Council discussed with Bill Petty, Director of Community Development and city staff support to the Sign Control Board, the reasoning behind the voting of the members of the Sign Control Board on this item and the code enforcement on this sign. There was no further discussion on any of the other items listed under the Consent Agenda. ALLEN CITY COUNCIL REGULAR SESSION JANUARY 5, 1989 Present: Joe Farmer, Mayor Council Members: Rex Womack Jerry Wilson, Mayor Pro Tem Bobby Glass Jim Wolfe Jim Pendleton Gary Edstrom 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 6:55 p.m. on Thursday, January 5, 1989, in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas Other city staff members present were Bill Petty, Director of Community Development and Tom Gish, Director of Public Works. At this time Mayor Farmer recognized Judy Edquist, the Editor of The Allen American, and advised that there had been some changes in the staffing at the newspaper and Ms Edquist would be covering the City Council Meetings. Discussion of Consent Agenda and Regular Agenda Items (Agenda Item II) Mayor Farmer began the review of the Consent Agenda items. There was discussion by the Council on Consent Agenda Item V -D, consideration of a variance to the terms of the sign regulations ordinance on a request from Belz Construction Company to retain the 280 square foot Class 5 sign located on the Belz's property at U S. 75 and Shelby Drive. The Council discussed with Bill Petty, Director of Community Development and city staff support to the Sign Control Board, the reasoning behind the voting of the members of the Sign Control Board on this item and the code enforcement on this sign. There was no further discussion on any of the other items listed under the Consent Agenda. ALLEN CITY COUNCIL REGULAR SESSION JANUARY 5, 1989 WORKSHOP SESSION - 6:30 P.M. Page 2 Discussion of Consent Agenda and Regular Agenda Items (cont'd) (Agenda Item II) Mayor Farmer reviewed Agenda Item VI, the tabled items regarding approval of the construction priority schedule for water and sewer projects, the authoriza- tion on the selection of an engineering firm for the utility relocation at U. S. 75, and the approval of the initial project budgets for water and sewer capital projects. Councilman Jim Wolfe, Chairman of the Development Subcommittee, advised the Council that the city staff had new facts to present on these items, and a new priority list to present. Councilman Wolfe advised that the presentation would be made during the regular session. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item VII -A, the review of bids and authorization to execute a contract for the landscape improvements related to the Main Street (McDermott) Phases II and III construction. Bill Petty advised the Council that the bid tabulation sheets would be presented to the Council during the regular session and a recommendation to award the bid to the low bidder. The Council discussed with Mr. Petty the fact that two of the bidders had been eliminated due to insufficient bonding and that two other bidders had withdrawn their bids due to not providing sufficient bids on all items in the specifications. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item VII -B, authorization to execute a contract with Texas Utilities for street lighting. Mr. Petty explained to the Council the contract with Texas Utilities for street lighting for the Main Street (McDermott) Phases II and III project. Mr. Petty pointed out that the city staff would be recommending a new lighting fixture made by GE and that it was similar to the Kem fixture that the city is presently using, however, it is lower in cost. The Council discussed with city staff how long the alternative GE fixture had been available, if the new lighting fixtures were more economical to operate, how the lights operated, i.e., if they were on timers or operated with an electronic eye. There was also discussion on the lights that were installed on Main Street, how the city was billed for them, and if they were on a timer or used an electronic eye. It was pointed out that city staff should check into the use of a timer for the street lights. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item VII -C, authorization to execute an agreement with Southern Pacific Transportation Company to build a railroad crossing on McDermott as part of the Main Street (McDermott) Phases II and III construction. The Council questioned the difference in the cost of the contract for the crossing that appeared in the resolution and the memo in the Council's packet. City Secretary Marty Hendrix advised that there had been a typographi- cal error in the resolution and she distributed a new resolution. She also advised that the contracts were to be executed by the Mayor rather than the City Manager ALLEN CITY COUNCIL REGULAR SESSION JANUARY 5, 1989 Page 3 WORKSHOP SESSION - 6:30 P.M. Discussion of Consent Agenda and Regular Agenda Items (cont'd) (Agenda Item II) and the resolution had been corrected to reflect that change also. There was discussion by the Council on the cost of the project and the crossing that was placed on Bethany Road. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item VII -D, authorization for completion of the utility relocations as part of the Main Street (McDermott) Phases II and III construction project. Tom Glab, Director of Public Works, spoke before the Council on the circumstances of the contract with Southern Mechanical for the relocation of the utilities on McDermott Drive. He advised of the fact that the construction had to be stopped due to lack of right-of-way and easements on a certain tract of land and that the contractor had to move off of the site. He stated now the utilities had to be completed so that the paving construction can begin. Mr. Gish pointed out that the contractor had been asked to provide costs for completion of the project and the city had bid the remaining utility construction as part of the recent paving project bid as an alternate in case the costs from the contractor were to high to move back onto the project. Mr. Glab advised that the costs from the contractor for completion of the project were $5,000 lower than the costs appearing in the low bidder on the paving project. Mr. Glob did point out to the Council that Southern Mechanical was insisting that the city provide to them some compensation for the delays that they had experienced and to move back onto the job site. Mr. Glass advised that figure was $8,900. There was considerable discussion by the Council on this item and why the city asked the contractor to submit new costs for completion of the project when the entire project had already been bid and a contract executed, if the $8,900 had been included in the costs projected to finish the project, and if the bid amount was still under at $5,000 including the $8,900 figure. Councilman Jim Wolfe, Chairman of the Development Subcommittee, spoke before the Council on the discussions the subcommittee had with city staff on this matter and Mr. Wolfe explained that Southern Mechanical was going to pursue the payment of the $8,900 whether they finished the project or not. Also, the contract with the city allowed for this type of payment if the project was delayed. There was further discussion by the Council on if the original contract had ever been terminated and if this would be considered as a change order to the original contract. There was discussion on what the city staff's specific recommendation was on this matter. Mr. Gish advised that the city staff's recommendation was that the I ALLEN CITY COUNCIL REGULAR SESSION JANUARY 5, 1989 WORKSHOP SESSION - 6:30 P.M. Page 4 Discussion of Consent Agenda and Regular Agenda Items (cont'd) (Agenda Item II) City Council authorize a change work order to the original contract to allow for the completion of the project, to include the award of the delay of work compensa- tion in the amount of $8,900, and to include a 10% contingency to cover any unforeseen problems that might occur in the completion of this project. There was further discussion by the Council on the action to be taken, what the city had paid to the contractor on this project to date, if the city was paying for this work twice, and what caused the delay on this project. The Council discussed further what caused the problems on this project, the obtaining of the right-of-way and easement on the property located at the southwest corner of Main Street and State Highway 5, if the city was going to pursue condemnation on the property, when the condemnation hearing would be held, when the contractor can start on this utility job, how the value will be determined on the property for the right-of-way and the possibility that the property owner will settle without a condemnation proceeding. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item VII -E, establishing the construction budgets for the Main Street (McDermott) Phases II and III project and paving of the Butler Street project. Bill Petty, director of Community Development, advised that a total budget had been prepared for these projects and would be presented during the regular session. There was no discussion on this item. Mayor Farmer reviewed Agenda Item VIII, accepting resignation of Ray Smith, Place No. 2, on the Board of Adjustment and declaring a vacancy. Mayor Farmer advised that the action on this item would be just to accept the resignation of Ray Smith and declare a vacancy in that position. City Secretary Marty Hendrix asked the Council if they would like to proceed with a replacement to that position. She pointed out that the Board of Adjustment is not an active board at this time and the board has two alternates which can serve in this vacancy if needed. She advised that appointments to certain boards and commissions would be occurring in May and this vacancy could be filled at that time. After a brief discussion by the Council, it was concluded that the vacancy could be filled during the May appointments. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item IX -A, contribution and expenditure statements to be filed by the City Council on January 17. City Secretary Marty Hendrix advised the Council that it was time for them to file the contribution and expenditure statements. She noted that the only Council Member needing to file a statement was Gary Edstrom, as all of the other Council Members had filed termination of their campaign treasurers. There was no discussion on this item. L� ALLEN CITY COUNCIL REGULAR SESSION JANUARY 5, 1989 WORKSHOP SESSION - 6:30 P.M. Discussion of Consent Agenda and Regular Agenda Items (cont'd) (Agenda Item II) Mayor Farmer reviewed Agenda Item IX -B, ownership status of cable television system. City Manager Jon McCarty advised the Council that this item was just a matter of information that the control of Communications Services, Inc. , the cable television franchise, is being acquired by a subsidiary of Tele- Communications, Inc. Mayor Farmer added that he and the City Manager had met with Ed Musser, the local General Manager, and the Texas Manager recently on this change. There was no discussion on this item. Mayor Farmer reviewed Agenda Item IX -C, the "City Chat" schedule. Mayor Farmer referenced the list of "City Chat" articles that are forthcoming. City Manager McCarty advised of some alterations that had been made to the schedule. There was no discussion on this item. Mayor Farmer reviewed Agenda Item IX -D, Main Street assessment public hearing procedures. Bill Petty, Director of Community Development, advised the Council of the public hearing on the Main Street (McDermott) assessment to be held on Tuesday, January 10, at 7:00 p.m. Mr. Petty advised that the information in the Council's packet was the format for the meeting procedure. Mr. Petty then distributed to the Council Members a copy of the enhancement study on the properties involved in the street assessment. Mr. Petty also distributed a copy of the engineer's roll showing the estimated cost for construction of the project, the property owners and description of the properties, the amount of front footage on the properties, the enhancement to the properties and the assessment to the properties. Mr. Petty pointed out to the Council that the cost for the project had been reduced since the bid on the paving had been lower than the budget estimate on the project. Mr. Petty then explained the assessment policy of charging 25% of the cost of the project to the adjacent property owners. The Council discussed how many individual owners there were in this project and what the Council might expect in attendance at the Tuesday night meeting. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item IX -E, Chamber of Commerce annual banquet. There was no discussion on this item. Mayor Farmer reviewed Agenda Item IX -F, Items of Interest to the Council. Mayor Farmer advised that these items could be brought forward during the regular session. There was no discussion on this item. Council Committee Reports: Finance\Administration (Agenda Item III -A) This agenda item was passed over. There was no discussion on this agenda item. WORKSHOP SESSION - 6:30 P.M. Page 6 Council Committee Reports: Development (Agenda Item III -B) This agenda item was passed over. There was no discussion on this agenda item. Council Committee Reports: Services (Agenda Item III -C) This agenda item was passed over. There was no discussion on this agenda item. Items of Interest to the Council (Agenda Item IV) This agenda item was passed over. Thee was no discussion on this agenda item. With no further discussion on any of the agenda items under the workshop session, Mayor Farmer adjourned the workshop session at 7:28 p.m. on Thursday, January 5, 1989. 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, January 5, 1989, 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 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 December 15, 1988 -Regular Session. B. Approval of City Council Minutes of December 22, 1988 -Called - Special Session and Workshop Session. C. Authorization to city staff to pay bills associated with the 1985 Capital Improvement Program as follows: 11 ALLEN CITY COUNCIL REGULAR SESSION JANUARY 5, 1989 WORKSHOP SESSION - 6:30 P.M. Page 6 Council Committee Reports: Development (Agenda Item III -B) This agenda item was passed over. There was no discussion on this agenda item. Council Committee Reports: Services (Agenda Item III -C) This agenda item was passed over. There was no discussion on this agenda item. Items of Interest to the Council (Agenda Item IV) This agenda item was passed over. Thee was no discussion on this agenda item. With no further discussion on any of the agenda items under the workshop session, Mayor Farmer adjourned the workshop session at 7:28 p.m. on Thursday, January 5, 1989. 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, January 5, 1989, 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 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 December 15, 1988 -Regular Session. B. Approval of City Council Minutes of December 22, 1988 -Called - Special Session and Workshop Session. C. Authorization to city staff to pay bills associated with the 1985 Capital Improvement Program as follows: 11 ALLEN CITY COUNCIL REGULAR SESSION JANUARY 5, 1989 Page 7 CONSENT AGENDA (cont'd) (Agenda Item V) 1. Black & Veatch $2,000.00 CIP Project No. 40-001-2\ 55-001-2 - Construction of the Municipal Complex Infrastructure Period: Thru November, 1988 2. A -G Sod Farms $367.50 CIP Project No. 50-001-6 Construction of Police and Courts Building - Grass Sod for Landscaping Period: Thru December 14, 1988 3. DEB Construction $4,632.00 CIP Projection No. 40-001-6 Construction of Police and Courts Building - Conduit Installation Period: Thru December 21, 1988 4. Hidell Architects $4,086.99 CIP Project No. 55-001-3 Construction of Library Building - Architectural Services Period: Thru November 30, 1988 5. Harte-Hanks (The Allen American) $54.00 CIP Project No. 75-002-6 Construction of Main Street (McDermott) Phases II and III - Legal Notice to Bidders Period: Thru November 30, 1988 6. Trinity Engineering $22.00 CIP Project No. 35-001-3 Construction of Municipal Complex Infrastructure - Testing Period: Thru November 30, 1988 D. Approval of a Variance to the Terms of the Sign Regulations Ordinance Under Section 11 as Approved by the Sign Control Board for a Request from Belz Construction Company to Retain the 280 Square Foot Class 5 Sign Currently Located on the Property for Use in Advertising the Property for a Period of One Year. It I A I ALLEN CITY COUNCIL REGULAR SESSION JANUARY 5, 1989 Page 8 CONSENT AGENDA (cont'd) (Agenda Item V) E. Approval of a Variance to the Terms of the Sign Regulations Ordinance Section 11 as Approved by the Sign Control Board from the Allen Library Board to Place Four 32 Square Foot Sign Locations Throughout the City and One 80 Square Foot Sign Located at the New Allen Library for the Purpose of Advertising the "Buy a Book, Build a Mind" Campaign. The motion carried. End of Consent Agenda TABLED ITEM: Approval of Construction Priority Schedule for Nater and Sewer Projects; Authorimtion for Selection of an Engineering Firm and Approval of the Initial Project Budgets for Water and Sewer Capital Projects. (Agenda Item VI) MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman Glass, the Council voted seven (7) for and none (0) opposed to remove this item from the table for consideration. The motion carried. Tom Glob, Director of Public Works, distributed to the Council a new copy of the water and sewer priority capital project list showing the priority listing of the projects, the cost to complete, the remaining bonds with the new interceptor, the cost to complete, and the remaining bonds with the force main relocation. The handout also showed the list of developers involved in the developer reimbursement payments. This list had been revised since the City Council meeting held on December 1, 1988. The list showed the following priorities and costs: 1. Finish 2MG Elevated Water Storage Tank $91,800.00 2. Finish Relocation of Utilities for $83,000.00 Main Street (McDermott) Phase II & III 3. Sewer Relocation at Bethany Road Underpass $150,000.00 4. Painting Lucas Tank $90,000.00 5. High Point Sewer $40,000.00 6. Developers Reimbursement $108,000.00 7. Implement Telemetry $90,000.00 8. Emergency Reserve $20,000.00 9. Paint Hillside Tank $77,600.00 10. Hydrants and Valves $10,000.00 11. High Point Water $54,000.00 12. Manhole Replacements $25,000.00 13. Sewer Collection Repairs $10,000.00 14. Water Distribution Repairs $10,000.00 15. Water Project Contingency .00 16. Encase 24" Water Line in W. McDermott .00 L ALLEN CITY COUNCIL REGULAR SESSION JANUARY 5, 1989 TABLED ITEM: Approval of Construction Priority Schedule for Water and Sewer Projects; Authorization for Selection of an Engineering Firm and Approval of the Initial Project Budgets for Water and Sewer Capital Projects. (cont'd) Developer Reimbursements: Landmark Paragon Cottonwood Apartments Page 9 (Agenda Item VI) $43,956.00 $29,376.00 $34,668.00 Mr. Gish reviewed the list with the Council and spoke about the inspections made on the Lucas Ground Water Storage Tank and the Hillside Elevated Water Tank and the need to have these tanks repaired and painted. Mr. Gish passed around to the Council photographs that had been taken of the Lucas tank showing the areas of rust and missing paint. Mr. Gish advised that the remaining bond funds can fund items 1 through 8. Mr. Club advised that the city staff's recommendation was that the City Council approve the water and sewer project priority list as presented; that authorization be given to city staff to proceed with projects listed as 1 through 8; that authorization be given to city staff to proceed with making developer reimbursements as shown; that authorization be given to the city staff to proceed with the selection of an engineering firm for the work on the relocation of the sewer line and force main at Bethany Road; and to approve the proposed budget of the force main relocation at Bethany Road Underpass. The budget for the force main relocation at the Bethany Road Underpass is as follows: Engineering Design $ 11,000.00 Survey (Design & Constrctn.) $ 4,000.00 Materials Testing $ 2,000.00 Total $ 17,000.00 Construction $127,000.00 5$ Contingency $ 6,000.00 Total $133,000.00 GRAND TOTAL $150,000.00 A ALLEN CITY COUNCIL REGULAR SESSION JANUARY 5, 1999 Page 10 TABLED ITEM: Approval of Construction Priority Schedule for Water and Sewer Projects; Authorization for Selection of an Engineering Firm and Approval of the Initial Project Budgets for Water and Sewer Capital Projects. (cont'd) (Agenda Item VI) Councilman Wolfe, Chairman of the Development Subcommittee, spoke before the Council on the recommendation of the subcommittee and that the subcommittee was in concurrence with the city staff's recommendations. There was discussion by the Council with city staff on if there was any money available for an independent inspection of the painting contrac- tor's work on the water tanks, how beneficial this type of inspection would be and if it could be cost justified. There was further discussion on how and when some of the projects will be completed and if they would all be implemented at the same time, at different times according to the priority schedule, or at the city staff's discretion. Mr. Gish explained to the Council the down time for the Lucas Water Storage Tank and what the costs for the project included. MOTION: Upon a motion made by Mayor Pro Tem Wilson and seconded by Councilman Edstrom, the Council voted seven (7) for and none (0) opposed to approve the water and sewer project priority list as presented; that authorization be given to city staff to proceed with projects listed as I through 8; that authorization be given to city staff to proceed with making developer reimbursements to a maximum presented; that authorization be given to the city staff to proceed with the selection of an engineering firm for the work on the relocation of the sewer line and force main at Bethany Road Underpass; and to approve the initial budget of the water and sewer capital project for the force main relocation at the Bethany Road Underpass as presented and all in accordance with the city staff's recommen- dations, as stated. The motion carried. Consideration of Items Related to the Main Street (McDermott) Phsses II & III Construction: Review Bids and Authorize Execution of a Contract for Landscape Improvements (Agenda Item VII -A) Bill Petty, Director of Community Development, spoke before the Council on the solicitation of bids, receipt of bids, the bid opening held on December 8, 1988, and the tabulation of the bid results on the landscaping ALLEN CITY COUNCIL REGULAR SESSION JANUARY 5, 1989 Page 11 Consideration of Items Related to the Main Street (McDermott) Phases II S III Construction: Review Bids and Authorize Execution of a Contract for Landscape Improvements (cont'd) (Agenda Item VII -A) for the Main Street (McDermott) Phases II and III project. Mr. Petty distributed to the Council a letter from The SWA Group, the landscaping architects for the city, along with a bid tabulation sheet, and a list of the projects and references for the apparent lowest and best bidder. Mr. Petty explained to the Council that the bid specifications had been prepared with five alternates, due to the fact that the budget estimate for the landscaping project had been determined to be $380,821.10. The alternates would provide for ways of reducing the contract price if the bids came in too high for the project. Mr. Petty explained that the city had received nine (9) bids, two (2) of the bids had been eliminated due to lack of appropriate bid bonding, two (2) bids had been withdrawn due to mistakes in bidding some items, thus leaving five (5) valid bid documents. Mr. Petty then reviewed the bid tabulation sheet and advised that the apparent lowest and best bid belonged to O'Brien Landscape in the amount of $255,168.00. Mr. Petty advised that the city staff's recommendation was to award the bid to O'Brien Landscape in the amount of $255,168.00, including all of the alternates as bid. Mr. Petty then advised of the references received on this contractor and that they were favorable comments. There was discussion by the Council with the city staff on the letter from The SWA Group and their recommendation not to include alternate number 5, which was storage of currently purchased landscaping supplies until the time the landscaping can be completed. There was considerable discussion on just what the landscaping plan looked like for Main Street (McDermott) Phases II and III, how many trees were in the plan and how they were arranged, why a bid alternate had been 15 gallon trees as opposed to 30 gallon trees, the elimination of some of the trees in order to reduce the contract amount, and the watering requirements of the size of the trees. Mayor Farmer pointed out after the discussion that it appeared to be a consensus of the Council that they wanted to look at the approved plan of the landscaping of Main Street (McDermott) Phases II and III again at their next Council meeting. ALLEN CITY COUNCIL REGULAR SESSION JANUARY 5, 1989 Page 12 Consideration of Items Related to the Main Street (McDermott) Phases II & III Construction: Review Bids and Authorize Execution of a Contract for Landscape Improvements (cont'd) (Agenda Item VII -A) There was further discussion on if the award of the contract is delayed, how it will affect the upcoming public hearing and street assess- ment on this project. Bill Petty advised the Council that there would be a problem on the assessment if the contract is not let at this meeting. The contracts involved in the assessment needed to be awarded prior to the holding of the public hearing on the street assessment. There was further discussion by the Council on putting in the flexibility of making changes to the contract. MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman Edstrom, the Council voted seven (7) for and none (0) opposed to award the bid to the lowest and best bid being O'Brien Landscape in the amount of $255,158.00, in accordance with the city staff's recommendation, as stated, and subject to the flexibility by the City Council to eliminate any or all of the alternates after further review and consideration of the landscape plan originally approved; and to authorize the city manager to execute the contract document. The motion carried. Authorization to Execute the Contract with Texas Utilities for Street Lighting (Agenda Item VII -B) Bill Petty, Director of Community Development, spoke before the Council on the street lighting to be installed for Main Street (McDermott) Phases II and III. Mr. Petty advised that the city had always used the Kem lighting standards for street medians. Mr. Petty advised that he had investigated other possibilities and felt that a lighting fixture made by GE would look just as nice as the Kem fixture and would cost the city one-third the price. He advised that the GE lighting fixtures were used in the Stonebridge Development in McKinney. Mr. Petty advised that the city staff's recommendation was that the City Council authorize the City Manager to enter into a contract with TU Electric for the purchase and installation of GE lighting standards for the Main Street (McDermott) Phases II and III project in a contract amount of $55,357.00. Mr. Petty explained that a 10% contingency is being requested to be built into the contract to cover the cost of trenching in rock if necessary. ALLEN CITY COUNCIL REGULAR SESSION JANUARY 5, 1989 Page 13 Consideration of Items Related to the Main Street (McDermott) Phases II & III Construction: Authorization to Execute the Contract with Texas Utilities for Street Lighting (cont'd) (Agenda Item VII -B) MOTION: Upon a motion made by Councilman Womack and seconded by Councilman Glass, the Council voted seven (7)for and none (0) opposed to authorize the City Manager to enter into a contract with TU Electric for the purchase and installation of GE lighting standards for the Main Street (McDermott) Phases II and III project in a contract amount of $55,357.00, all in accordance with the city staff's recommendation, as stated. The motion carried. Resolution No. 896-1-88(R): A Resolution of the City Council of the City of Allen, Texas, Authorizing the Mayor to Execute an Agreement Between the City and The Southern Pacific Transportation Company Concerning Construction of Grade Crossing on McDermott Drive. (Agenda Item VII -C) Tom Gish, the Director of Public Works, spoke before the Council on the proposed resolution regarding the execution of an agreement between the city and Southern Pacific Transportation Company regarding the construction of a grade crossing on McDermott Drive as part of the construction of the Main Street (McDermott) Phase II and III project. Mr. Gish advised that the cost for the construction was $294,507.00. Mr. Glab advised that the city staff's recommendation was to adopt the proposed resolution as presented. MOTION: Upon a motion made by Councilman Pendleton and seconded by Councilman Wolfe, the Council voted seven (7) for and none (0) opposed to approve and adopt Resolution No. 896-1-88(R), as captioned previously, and in accordance with the city staff's recommendation. The motion carried. Authorize the Completion of the Utility Relocations in the Main Street (McDermott) Phases II and III Project (Agenda Item VII -D) City Manager Jon McCarty spoke before the Council on the need to amend the existing contract with Southern Mechanical in order to proceed with the completion of the utility relocation in the Main Street (McDermott) ALLEN CITY COUNCIL REGULAR SESSION JANUARY 5, 1989 Page 14 Consideration of Items Related to the Main Street (McDermott) Phases II & III Construction: Authorize the Completion of the Utility Relocations in the Main Street (McDermott) Phases II and III Project (cant'd) (Agenda Item VII -D) Phases II and III project and to authorize an amendment to the budget for that project. Tom Glob, Director of Public Works, advised that the amendment to the contract amount would be $48,559.00. MOTION: Upon a motion made by Councilman Glass and seconded by Mayor Pro Tem Wilson, the Council voted seven (7) for and none (0) opposed to approve the amendment to budget for the existing contract with Southern Mechanical for the utility relocation for the Main Street (McDermott) Phases II and III project in the amount of $48,559.00 and to authorize a change work order reflecting the amount of the contract increase, in accordance with the city staff's recommendation as stated during the workshop session. The motion carried. Establish Construction Budgets for the Main Street (McDermott) Phases II and III and Butler Street Projects. (Agenda Item VII -E) Bill Petty, Director of Community Development, presented to the Council the following budget on the Main Street (McDermott) Phases I1 and III project: Paving and Drainage $1,766,131.00 Contingency $ 106,000.00 Total $1,872,131.00 Engineering - Design $ 156,912.65 Engineering - Survey $ 35,000.00 Engineering - Staking $ 50,000.00 Landscape Design $ 30,000.00 Landscape $ 255,168.00 10$ Contingency $ 25,516.00 Total $ 280,684.80 Street Lighting $ 55,375.00 10% Contingency $ 5,536.00 Total $ 60,893.00 Railroad Crossing $ 294,507.00 Enhancement Study $ 18,800.00 Right -of -Way Clearing $ 38,488.58 GRAND TOTAL $2,837,417.03 I I ALLEN CITY COUNCIL REGULAR SESSION JANUARY 5, 1989 Establish Construction Budgets for the Main Street (McDermott) Phases II and III and Butler Street Projects (cont'd) Page 15 (Agenda Item VII -E) Mr. Petty spoke before the Council on the budget and advised that with the bids on the paving and the landscaping on the project coming in under the estimated budget the cost of the project is approximately $600, 000 under the budget estimate. Mr. Petty pointed out that this would in turn reduce the 25% amount to be assessed against the abutting property owners. The Council briefly discussed the time frame for the completion of the project. MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman Glass, the Council voted seven (7)for and none (0) opposed to approve the proposed budget for the Main Street (McDermott) Phases II and III projects as presented by the city staff. The motion carried. Accept Resignation of Ray Smith, Place No. 2 on the Board of Adjustment and Declaring a Vacancy (Agenda Item VIII) Mayor Farmer advised of the receipt of the letter of resignation from Ray Smith, member of the Board of Adjustment in Place No. 2. MOTION: Upon a motion made by Councilman Womack and seconded by Councilman Glass, the Council voted seven (7)for and none (0) opposed to accept the letter of resignation from Ray Smith, member of the Board of Adjustment in Place No. 2 and to declare a vacancy in that position. The motion carried. Contribution and Expenditure StatementFiDing (Agenda Item DI -A) Mayor Farmer advised that this item had been covered in the workshop session as a matter of information. There was no action taken on this item. Ownership Status of Cable Television (Agenda Item DC -B) Mayor Farmer advised that this was an item of information which advised the Council of the change in the ownership of the cable television franchise in the city and had no affect on the city. There was no action taken on this item. ALLEN CITY COUNCIL REGULAR SESSION JANUARY 5, 1969 Page 16 City Chat Schedule (Agenda Item IX -C) Mayor Farmer referenced the list of articles in the packet. This item was received as a matter of information. There was no action taken on this item. Main Street (McDermott) Assessment Public Hearing Procedures (Agenda Item DC -D) Mayor Farmer referenced the procedure provided in the Council's packet for the conducting of the public hearing on the Main Street (McDermott) assessment and asked if anyone had any questions on this matter. This item was received as a matter of information. There was no action taken on this item. Chamber of Commerce Annual Banquet (Agenda Item UI -E) Mayor Farmer advised that the Chamber of Commerce Annual Banquet was being held on Saturday, February 11, and tickets were available. He pointed out that a silent auction was being held to raise funds for the ��� library books. City Secretary Marty Hendrix asked the Council Members to E1 contact her if they planned to attend. This item was received as a matter f` of information. There was no action taken on this item. Items of Interest to the Council (Agenda Item UI -F) Mayor Farmer advised that there had been some staff changes at The Allen American newspaper and that he and the City Manger had met with Judy Edquist, the editor, regarding those changes. City Manager Jon McCarty advised the Council of a letter he had received from Clarence Daugherty, Public Works Director for Collin County, that advised of some new legislation being proposed regarding the establish- ing of a water and waste water authority for the county which would act in the unincorporated areas for the purpose of providing ample water and waste water facilities. Mr. McCarty stated that he would provide this information to any of the Council Members who were interested. Mayor Farmer reminded everyone of the upcoming rollback tax election to be held on February 4, 1989 and the Council's desire to appear again before the various civic organizations regarding this issue. Mayor Farmer advised that a list of those civic organizations' meeting dates and times had been prepared by the City Secretary. He stated that he had signed up to do several of the brief presentations and would be calling upon other Council Members to participate in this effort. I ALLEN CITY COUNCIL REGULAR SESSION j JANUARY 5, 1989 Adjourn Page 17 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 9:22 p.m. on Thursday, January 5, 1989. The motion carried. APPROVED: G( 7�;� /Joe Farmer, MAYOR ATTEST: Marty Hendrix, CW, CITY SECRETARY Lf