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HomeMy WebLinkAboutMin - City Council - 1989 - 03/16 - RegularALLEN CITY COUNCIL REGULAR SESSION MARCH 16, 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 - 6:45 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, March 16, 1989, in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas. Other city staff members present were Barbara Buehler, Library Director, Bill Petty, Director of Community Development, and Walter Curtis, Tax Assessor/ Collector Discussion of Consent Agenda and Regular Agenda Items (Agenda Item II) Mayor Farmer began the review of the Consent Agenda items. The Council discussed the items on the Consent Agenda that pertained to the tax report and the resolution making an adjustment to the 1988 tax roll. The Council discussed with Walter Curtis, Tax Assessor/ Collector, the percentage of collections received to date. It was pointed out that there was a typographical error in the resolution regarding the adjustment in Account No. 8726 and the figure "$2,355 96" should be a plus figure, not a minus figure. City Secretary Marty Hendrix advised that correction would be made. Mr Curtis also advised the Tax Office had used their own funds to provide for a reimbursement to Plano Savings and Loan, as they had paid city taxes and are not in the city, and the city needed to reimburse the Tax Office in the amount of $1,801 30. There was a brief discussion on the fact that the rollback tax election did not pass. There was no further discussion on this item. ALLEN CITY COUNCIL �.j REGULAR SESSION ® MARCH 16, 1989 WORKSHOP SESSION - 6:45 P.M. Page 2 Discussion of Consent Agenda and Regular Agenda Items (cont'd) (Agenda Item II) cosmetic changes, thus reducing the amount of the bid document so that it will come in within the city's proposed budget. She advised that the existing library shelving would not be painted, but would be used as it exists in the work area. Mayor Farmer then reviewed Agenda Item VI, Public Hearing on a Request for a Specific Use Permit to Include Additional Seating for a Restaurant/ Private Club Located at 602 East Main Street. Bill Petty, Director of Community Development, spoke before the Council on the posting of the sign notifying the public of the public hearing and that it had not met the exact requirements of the Zoning Ordinance. Mr Petty explained that the sign was the wrong size and was placed in the wrong location. Mr Petty stated that city staff had found out about it, notified the owner of the property about the wrong size and location, and the owner then complied with the requirements and the new sign had been in place approximately seven days Mr Petty advised that he felt the intent to meet the requirements of the Zoning Ordinance had been shown by the first sign, but it was the wrong size and at the wrong location. Mr Petty further stated that there had been no inquiries on this public hearing or opposition stated to it. He advised the Council that since the requirements of the Zoning Ordinance had not been met to the letter of the law, the Council had the option of rescheduling the public hearing if necessary There was a brief discussion on who would be presenting the request before the Council during the public hearing There was no further discussion on this item by the Council. Mayor Farmer then reviewed Agenda Item VII, Review Bids and Authorize the Purchase of Furniture and Equipment for the New Library Building Barbara Buehler, Library Director, spoke before the Council on this item. Mrs. Buehler distributed to the Council the budget for the furnishings, which reflected a figure of $244,000. She advised the Council of the number of bids that had been received on the library equipment and shelving listed in referenced "package B" Mrs. Buehler then advised the Council on the only bid received on "package B" and that packet had come in higher than was estimated. Mrs Buehler then explained to the Council that the other bid referenced as "package A" was for the other furnishings for the library and meeting room facilities She distributed to the Council a bid summary and advised that only four (4) bids were received on that package, one of which there had been an error discovered in the bid document proposal. Due to that error, the bidder, Wilbide, had withdrawn their bid proposal. She advised that the low bidder for package A was McKinney Office Supply and BI Interiors for the library shelving, both bids being over the city's estimated budget for these items. She explained further that in package B for the library shelving, they had wanted to use the existing shelving in the library, and simply have it disassembled, painted and reassembled in the new library facility However, this had turned out not to be cost effective and also a deterrent to the bidding of "package B" She advised that in order to get these packages to come in under budget the architect had reviewed the specifications and made some cosmetic changes, thus reducing the amount of the bid document so that it will come in within the city's proposed budget. She advised that the existing library shelving would not be painted, but would be used as it exists in the work area. ALLEN CITY COUNCIL REGULAR SESSION MARCH 16, 1989 WORKSHOP SESSION - 6:45 P.M. Page 3 Discussion of Consent Agenda and Regular Agenda Items (cont'd) (Agenda Item II) She advised that the color of the new shelving would be a color that would match the existing shelving Mrs Buehler then advised that the city staff recommen- dation was to award the bid for package A to McKinney Office Supply in the new amount and to BI Interiors for package B, per the changes made. Mrs. Buehler advised that several members of the Library Board and the architect would be at the regular meeting, if the Council had any questions. There was considerable discussion by the Council on how the bids could be negotiated, if the bids could be thrown out, and if the city should rebid the furnishings and shelving Mrs. Buehler distributed to the Council some additional handout materials, which were a letter from Hidell Architects dated March 16, 1989, and letters from McKinney Office Supply and BI Interiors with their proposals after the changes were proposed by the architect. At the request of the Council, Mrs. Buehler reviewed in detail what changes and reduction in furnishings were proposed by the architect. She stated that there was a $10,670.00 reduction in the McKinney Office Supply bid. She then explained that BI Interiors is the only manufacturer of the particular library shelving that the city has and she explained what changes had been made in the library shelving in order to reduce the price of the shelving She also advised that they were deleting the painting of the old library shelving for a $22,676 00 reduction. There was further discussion on the need to talk with all of the bidders regarding the reduction on the amount of items to be purchased and can they legally adjust their bids. There was considerable discussion on the only bid for the shelving and why there was only one bid. The Council also discussed the price increase that Steel Case Furnishings was going to forgo in order to reduce the bid proposal, and how the estimate on the shelving was determined by the architect. Mayor Farmer explained to the Council that he felt there were three alternatives. One was to award the bids in the original amount of $277,403.00, one was to rebid, and one was to award the bids on the negotiated bid amounts The Council discussed the alternatives with the City Manager and requested his opinion on the matter There was further discussion on if the scope of the bids had been changed significantly to warrant the need for a rebid. There was further discussion on the entire issue With no further time for more discussion on this item, it was concluded that it would be discussed further during the regular session. Council Committee Reports: Finance/Administration (Agenda Item III -A) This agenda item was passed over There was no discussion on this agenda item. ALLEN CITY COUNCIL REGULAR SESSION MARCH 16, 1989 WORKSHOP SESSION - 6:45 P.M. Page 4 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. Items of Interest to the Council (Agenda Item IV) This agenda item was passed over There was no discussion on this agenda item. With no further discussion, the workshop session of the Allen City Council was adjourned at 7 30 p.m. on Thursday, March 16, 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 7.35 p.m. on Thursday, March 16, 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 Glass and seconded by Councilman Womack, 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 February 7, 1989 - Called - Special Workshop Session. B Approval of City Council Minutes of March 2 1989 - Regular Session. C Authorization to city staff to pay bills associated with the 1985 Capital Improvement Program as follows Page 5 (Agenda Item V) $1,261.06 $51,243.30 $2,478.00 $2,222.50 $717 94 $35,049.32 $1,425.00 ALLEN CITY COUNCIL REGULAR SESSION MARCH 16, 1989 CONSENT AGENDA (cont'd) 1 Hidell Architects CIP Project No. 55-001-3 Construction of the Library Building - Architectural fee Period. Thru February 28, 1989 2. Bartex, Inc. CIP Project No. 55-001-1 Construction of Library Building - Construction Services Period. Thru February 21, 1989 3 Schoolhouse Audio -Visual CIP Project No. 40-001-6 Construction of Police & Courts Building - Audio Visual Equipment Period. Thru February 28, 1989 4. Graham Associates CIP Project No. 75-002-2 Construction of Main Street Phases 11 & III - Engineering Services Period. Thru February 28, 1989 5 Hidell Architects CIP Project No. 40-001-3 Construction of Police & Courts Building - Architectural Services Period. Thru February 28, 1989 6. TMC Foundations CIP Project No. 40-001-1 Construction of Police & Courts Building - Construction Services Application No. 15 Period. Thru February 28, 1989 7 Dring Engineering CIP Project No. 40-001-6 Construction of Police & Courts Building - Maintenance Agreement for Heating and Air Conditioning Units Period. Thru March 7, 1989 Page 5 (Agenda Item V) $1,261.06 $51,243.30 $2,478.00 $2,222.50 $717 94 $35,049.32 $1,425.00 ALLEN CITY COUNCIL REGULAR SESSION MARCH 16, 1989 Page 6 CONSENT AGENDA (cont'd) (Agenda Item V) 8. Burtis Roofing Co. $1,588.00 CIP Project No. 60-002-1 Renovation of Central Fire Station - Roo£ing Repair Period. Thru January 20, 1989 9 SWA Group $847.97 CIP Project No. 50-003-2 Construction of Sesquicentennial Park - Professional Services Period. Thru February 16, 1989 10. Harte-Hanks Community Newspaper $43 20 CIP Project No. 75-002-6 Construction of Main Street Phases II & III - Public Hearing Notice Period. Thru January 31, 1989 11 Glenn Thurman, Inc. CIP Project No. 35-001-1 $9,727 39 Construction of Municipal Complex Infrastructure - Construction Services Application No. 8 Period. Thru March 3, 1989 12. Southern Mechanical Plumbing, Inc. $11,798 50 CIP Project No. 90-005-1 Construction of McDermott Utility Relocation - Construction Services Application No. 11 Period. Thru February 25, 1989 13 SWA Group $8,512.42 CIP Project No. 75-002-2 Construction of Main Street Phases II & III - Landscape Design Period. Thru December 31, 1988 D Schedule of Taxes Receivable as of January 31, 1989 E. Resolution No. 911-3-89(R). A Resolution by the City Council of the City of Allen, Collin County, Texas, Authorizing an Adjustment to the 1988 Tax Roll. ALLEN CITY COUNCIL REGULAR SESSION MARCH 16, 1989 Page 7 CONSENT AGENDA (cout'd) (Agenda Item V) Ordinance No. 912-3-89: An Ordinance of the City of Allen, Collin County, Texas, Accepting the Improvements on a Portion of F.M. 2170, Further Described as Being Portions of F.M. 2170, Containing Portions of McDermott Drive From a Point 221 Feet West of Allen Drive to Allen Drive; Along Allen Drive to Main Street, Along Main Street to 83 Feet West of Dogwood Street; Said Portions Being Hereinafter Described and in the City of Allen, Collin County, Texas; Providing for the Attachment of Exhibit "A" Correcting the Rolls and Estimates Thereof; Amending City of Allen Ordinance No. 635-9-85, Section 3(d); Ordinance No. 623-8-85, Section 5(d); Ordinance No. 646-10-85, Section 7; By Altering the Time and Manner for Payments of Such Assessments; Declaring an Emergency; Providing that this Ordinance Shall Take Effect Immediately upon its Passage. G Ordinance No. 913-3-89: An Ordinance of the City of Allen, Collin County, Texas, Accepting the Improvements on a Portion of Jupiter Road, Further Described as Being a Portion of Jupiter Road From F.M. 2170 to the Intersecting Point of the Concrete Improved Road Section North of White Oak Drive, Said Portions Being Hereinafter Described and in the City of Allen, Collin County, Texas; Providing for the Attachment of Exhibit "A" Correcting the Rolls and Estimates Thereof; Amending City of Allen Ordinance No. 760-11-86, Section 5(D); Ordinance No. 764-11-86, Section 3(d); Ordinance No. 770-12-86, Section 7, by Altering the Time and Manner for Payments of Such Assessments; Declaring an Emergency; Providing that this Ordinance Shall Take Effect Immediately upon its Passage. The motion carried. End of Consent Agenda Public Hearing: Request for a Spe- cific Use Permit to Include Additional Seating for Restaur- ant/Private Club Location: 602 East Main Street Zoning: Shopping Center Requested by • Ron Crockett, El Rio Restaurant (Agenda Item VI) and ALLEN CITY COUNCIL REGULAR SESSION MARCH 16, 1989 Page 8 Ordinance No. 914-3-89: An Ordinance of the City of Allen, Collin County, Texas, Amending Ordinance No. 829- 11-87, as Heretofore Amended, by Amending Ordinance No. 688-4-86 of the City of Allen, so as to Amend the Floor Plan and Site Plan of the Existing Specific Use Permit for a Restaurant/ Private Club at 602 E. Main Street; to Attach as Exhibits the Site Plan, Floor Plan; Presently Delineated on the Offi- cial Zoning Map as Shopping Center; Providing for a Penalty, Providing for an Effective Date; and Providing for Publication of the option. (Agenda Item VI) Mayor Farmer read the request into the record as follows. "Public Hearing request for a Specific Use Permit to Include Additional Seating for Restaurant/ Private Club Located at 602 East Main Street as Requested by Ron Crockett of E1 Rio's Restaurant and Consider an Ordinance Approving the Specific Use Permit." Mayor Farmer advised of the recommendation of the Planning and Zoning Commission. The Planning and Zoning Commission, at their regular meeting held on February 9, 1989, recommended to the City Council approval of the request for amendment to the Specific Use Permit for El Rio Restaurant as presented. Ron Crockett, representing E1 Rio's Restaurant, spoke before the Council on behalf of this request. He stated that there was a need for an additional seating area in order to provide a dining area for local civic groups and clubs and for overflow capacity for weekends. Mayor Farmer opened the public hearing. No one appeared to speak either for or against the request. Mayor Farmer closed the public hearing The Council discussed with Mr Crockett the current seating capacity of 140 and the need for the additional 45 seats Bill Petty, Director of Community Development, spoke before the Council on the fact that the facility meets the parking requirements and all of the other criteria. Mr Crockett pointed out that the additional space is needed for food service and not liquor sales MOTION Upon a motion made by Councilman Womack and seconded by Mayor Pro Tem Wilson, the Council voted seven (7) for and none (0) opposed to approve the request for an amendment to the Specific Use Permit to allow for additional seating for El Rio Restaurant as presented and in accordance with the recommendation of the Planning and Zoning Commission, as stated, and to adopt Ordinance No. 914-3-89, as captioned previously The motion carried. ALLEN CITY COUNCIL REGULAR SESSION MARCH 16, 1989 Page 9 Review Bids and Authorize the Purchase of Furniture and Equipment for the New Library Buildin¢ (Agenda Item VII) Mayor Farmer explained that the proposed budget for the library furniture and equipment was $244,000 for the materials that were bid in packages "A" and "B" Mayor Farmer advised that the bids came in above the estimated budget for each of these packages. He advised that there have been discussions held with each of the lowest bidders for these packages and revised statements have been received from those bidders, based upon eliminations, changes in quantities, and cosmetic design. He advised that McKinney Office Supply provided a statement which now reflects a figure of $158,943 for package "A" and a statement from BI Interiors in the amount of $85,057 for package "B", which brings the figure to $244,000, which is within the city's approved estimated budget range. Mayor Farmer review the three options to be considered by the Council on this agenda item. He advised that they could approve the bids as submitted and go above the city's budget, the second is to rebid the whole process, and the third is to take the adjusted figures from the two low bidders that are within the city's budget. He advised further that there were two questions that the Council needed to answer in this regard. Question number one was would it benefit the city, the citizens and taxpayers to go back to bid, and the other is, have we changed substantially what we bid in the first place At the request of the Council, Greg Ibanez, with Hidell Architects, spoke before the Council about the painting process for the city' existing library shelving and why it is so expensive and why there was only one bid received on the shelving Mr Ibanez explained to the Council that the two other bidders sold the same shelving product but this area was not their territory However, the architect had encouraged them to submit bids simply for competition. There was discussion by the Council on if the two bidders that did not submit bids should be contacted to see why they did not bid on the package. The Council also discussed the award of the bid on one package and not the other package and what it would do to the schedule of obtaining the products. Mr Ibanez spoke before the Council on the changes that had been made to the shelving regarding the color and the type. Mr Ibanez emphasized that the specifications were not changed just the scope of them. There was further discussion on the lowest bid received for package A and with the change in the scope, the reduction in the bid price. There was discussion on if the other bidders should be given an opportunity to change their proposals. Mr Ibanez explained that the negotiation was made with the lowest bidder because he was the lowest and best bidder EThere was further discussion by the Council on this matter ALLEN CITY COUNCIL REGULAR SESSION MARCH 16, 1989 Page 10 The Council discussed with Mr Blaylock a portion of the by-laws which used the word "Allen area resident" and if this was to mean in the corporate city limits or to include the school district area. There was discussion by the Council and city staff on that some city boards/commission the members had to live in the city, however, the Library Board was open to people who lived in the surrounding communities also. There was further discussion on just leaving the membership to the Allen Substance Abuse Prevention Council open. There was also discussion on if the ASAP Council had any budgetary powers, and city staff advised that they were simply an advisory body to the Council and the School Board. Review Bids and Authorise the Purchase of Furniture and Equipment for the New Library Building (cont'd) (Agenda Item VII) 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 award of the bid for package "A" to McKinney Office Supply in the amount of $168,943; and to award the bid to BI Interiors in the amount of $85,057 for package "B", with the consideration that the architect contact by telephone the two "no bid" companies for package "B" in order to verify that the changes in the scope of the specifications will in deed not change the "no bid" status of those two bidders That if there is an indication that they would be so inclined to bid, that the city will give them a specific time to bid, and then the city will rebid package "B" The motion carried. Review and Consider Approval of the Bylaws for the Substance Abuse Prevention Task Force (Agenda Item VIII) Joel Blaylock, Substance Abuse Prevention Coordinator, spoke before the Council on the Allen Substance Abuse Prevention (ASAP) Council and explained that it would consist of two bodies, the larger volunteer community group and the smaller selected core leadership group, the Steering Committee. He advised that membership on the ASAP Council would consist of any Allen citizen who expressed a desire to serve. The Steering Committee would consist of seven positions selected jointly by the Allen City Council and the AISD Board of Trustees. Mr Blaylock explained further the appointment process to the Steering Committee, terms of office and election of officers They would develop the yearly plan of activities Mr Blaylock then reviewed the by-laws which had been prepared and advised that based upon the action of the Council on the by-laws, they would go before the Allen Independent School District Board of Trustees on March 27, 1989. Mr Blaylock also advised that this board would have to meet the requirements of the open meetings law, based upon discussion with the city attorney The Council discussed with Mr Blaylock a portion of the by-laws which used the word "Allen area resident" and if this was to mean in the corporate city limits or to include the school district area. There was discussion by the Council and city staff on that some city boards/commission the members had to live in the city, however, the Library Board was open to people who lived in the surrounding communities also. There was further discussion on just leaving the membership to the Allen Substance Abuse Prevention Council open. There was also discussion on if the ASAP Council had any budgetary powers, and city staff advised that they were simply an advisory body to the Council and the School Board. �1 ALLEN CITY COUNCIL REGULAR SESSION MARCH 16, 1989 Review and Consider Approval of the Bylaws for the Substance Abuse Prevention Task Force (cont'd) Page 11 (Agenda Item VIII) There was considerable discussion on how the Steering Committee members are selected, how the officers are selected, and what happens when a vacancy occurs The Council also discussed the yearly work plan, and who would develop it. The Council discussed the need for the Council and the AISD Board of Trustees to review a general outline of the yearly work plan before it is presented to the ASAP Council. City Manager McCarty advised that this was the proposed plan and the wording would be adjusted to reflect this and provide for better clarification. The Council also discussed the wording in paragraph A2 of Section 1 on page 1 of the by-laws which reflected that "a yearly plan of work to be considered and once approve, be "administered" by the ASAP Council" Mayor Farmer requested that the word "administered" be changed to "implemented" The Council also discussed the need for city staff to perhaps reconsider whether they wanted to include the limitation of two consecutive terms of office for the members serving on the Steering Committee because they may find those members will be the hard working members. The Council also discussed the donation of funds and how they would be accounted for in the city's budget. Mayor Farmer pointed out some wording changes needed to be made in paragraph Bl on page 2 to change the wording, "shall be made by "recommend- ation" rather than using "nomination" The next sentence should be changed to read, "Members of the Steering Committee must be members of the ASAP Council." In further discussion, it was concluded that the interview process for the members to the Steering Committee should be conducted by the City Manager and the AISD Superintendent, rather than by a committee of the Council and the School Board. 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 by-laws of the Allen Substance Abuse Prevention Council with the appropriate changes made per Council's discussion as referenced above. The motion carried. Resolution No. 915-3-89(R): A Resolu- tion of the City Council of the City of Allen, Collin County, Texas, Adopting the Report of the Mayor as the Official Program of Legislative Priorities for the City for the Current Year, and Direct- ing the City Manager to Execute Samna. (Agenda Item IX) Mayor Farmer advised of the proposed resolution and that the attachment to the resolution identified the goals and objectives of the legislative program. ALLEN CITY COUNCIL REGULAR SESSION MARCH 16, 1989 Page 12 Resolution No. 915-3-89(R) (cont'd): (Agenda Item IX) The Council discussed paragraph D of the objectives and why the city would just support legislation which provides safe and efficient transportation oppor- tunities, in just the North Texas and Collin County areas and why it just wasn't to support all transportation issues. The Council also discussed paragraph I and if the word should be "and" rather than "or", which is used between "liability of local governments or which increase the availability" The Council also discussed if the Council would review all of the legislation issues as a whole or if the subcommittees would review the legislation, if the whole Council would act on the legislation, and if the legislation goals and objections were directed at the state legislature and if it pertains to the federal legislation. The Council also discussed adding "city" to objective IIF In further discussion, it was concluded by the Council that the following amendments would be made to the attachment: Objective IID be changed accordingly to: Transportation. Support legislation which provides safe and efficient transportation opportunities, by whatever mode, in general for the state, with special interest in the North Texas and Collin County areas 2. Objective IIF be changed accordingly to: City, County government and ISDs. Support legislation which improves and strengthens the capabilities of city and county governments and school districts to perform their necessary duties in a high-quality and efficient manner 3. Objective III be changed accordingly to: Tort reform: Support legislation which reduces the tort liability of local governments, and/or which increase the availability of and access to liability insurance and reinsurance coverage for local governments MOTION: Upon a motion made by Councilman Pendleton and seconded by Mayor Pro Tem Wilson, the Council voted seven (7) for and none (0) opposed to approve and adopt Resolution No. 915-3-89(R), with the attachment amended per discussions referenced above. The motion carried. Resolution No. 916-3-89(R) A Resolu- tion of the City Council of the City of Allen, Collin County, Texas, Appoint - Ing the Election Officials for the May 6, 1989 City Council Election, Setting the Rate of Pay for the Election Officials, the Maximum Number of Election Clerks N I ALLEN CITY COUNCIL REGULAR SESSION MARCH 16, 1989 Page 13 Resolution No. 916-3-89(R)(cont'd): for the Polling Place, and Designation of the Absentee Ballot Board. (Agenda Item X) Mayor Farmer advised that the proposed resolution merely set out the appointment of the election judge, alternate judge, and number of clerks and rate of pay for the upcoming City Council Election to be held on May 6, 1989 City Secretary Marty Hendrix advised the Council that the election judge was Peggy Armand, the alternate judge was Vicki Smith and the only clerk at the present time was Darlene Ballinger Other clerks would be appointed before the election. MOTION: Upon a motion made by Councilman Glass and seconded by Councilman Womack, the Council voted seven (7) for and none (0) opposed to approve and adopt Resolution No. 916-3-89(R), as presented and as captioned previously The motion carried. Spring Planning Session (Agenda Item XI -A) City Manager McCarty reminded the Council of the upcoming Spring Planning Session to be held on Friday, March 17, and Saturday, March 18, 1989 The Council briefly reviewed the agenda for the session. This item was received as a matter of information. There was no action taken on this item. Subcommittee Reports (Agenda Item XI -B) Finance/Administration Subcommittee Councilman Womack, Chairman of the Finance/Administration Subcommittee advised of the upcoming meeting of the subcommittee to discuss the franchise fee with Southwestern Bell Telephone Company The City Secretary added that the subcommittee would be reviewing and making a decision on a location for the Council's budget retreat and if anyone had any suggestions, she would take those recommendations to the subcommittee Services Subcommittee Mayor Pro Tem Wilson, Chairman of the Services Subcommittee, advised of the work being done on the paramedic program and of an upcoming meeting regarding the medical control facility Mayor Pro Tem Wilson then advised of a meeting of the Economic Development Alliance to review the work of LWFW on the development of the survey instruments to be mailed to homes and businesses in Allen, which had been presented at the meeting He advised of the tabulation of the survey results once the surveys have ALLEN CITY COUNCIL REGULAR SESSION MARCH 16, 1969 Page 14 Subcommittee Reports (cont'd) (Agenda Item XI -B) been completed and returned to LWFW and how that information will be utilized to formulate a policy for economic development. Mayor Pro Tem Wilson then advised of the work on the communication system and the progress in that area, with plans for a recommendation to be brought forward by April. The Council discussed the business surveys that were going to be mailed, the date of mailing, if there was a date identified for return of the survey, and the use of a cover letter to explain the survey and how it will be used. Development Subcommittee Councilman Wolfe, Chairman of the Development Subcommittee, distributed to the Council some information that the subcommittee had prepared on the plans for the development forum which showed the number of attendees at the upcoming meeting, the agenda for the meeting, and a survey that was to be circulated to the attendees in order to receive input on their opinions on the various planning and development aspects in the city He advised that the next step was to set the date of the meeting He encouraged all of the Council Members to review the information and if they wanted to provide input, they could contact him during the week. He also advised of the subcommittee's ongoing review of the lighting fixtures on Main Street and that the manufacturer of the lighting fixture had sent samples of the sand blasted lenses for the city to install to try to see if it will cut down on the glare of the lights. Mr Wolfe also advised of the tour given to the subcommittee by the Water Department personnel of the Water and Sewer facilities and how interesting it was. Items of Interest to the Council (Agenda Item XI -C) -City Manager Jon McCarty advised the Council of the status of the work plan being developed for Collin County for the 9-1-1 service. He advised of his service on the NCTCOG Task Force and the Collin County Task Force. He advised the Council of their visit to the City of Addison to see their 9-1-1 system set-up and routed pictures of the system to the Council for their review He briefly explained how the 9-1-1 system works, that a plan has been drafted by the county, and that five PSAP's will be located in Collin County, being in Allen, McKinney, Collin County Sheriff's Office, Frisco, and Princeton. -Police Chief Richard Carroll advised the Council that the Police Department was planning to move to their new facilities on Thursday, March 23, 1989 •In response to questions posed by Mayor Farmer at a previous Council meeting, Barbara Buehler, Library Director, spoke before the Council on planned I ALLEN CITY COUNCIL REGULAR SESSION MARCH 16, 1969 Page 15 Items of Interest to the Council (Agenda Item XI -C) celebrations for the Bi -Centennial Celebration of the U S Constitution. She advised that the Allen Library would not be planning any activities for this event this year due to the limited space in the old library Mayor Farmer also advised of plans that he had heard of in this regard. With no further discussion, Mayor Farmer recessed the regular session of the Allen City Council into Executive Session at 9:30 p.m. Executive Session (Agenda Item XII) In accordance with Article 6252-17, V.A.T C.S. (Open Meetings Law), Sections 2(e), 2(£), and 2(g), the Allen City Council convened into Executive Session at 9 30 p.m. in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas in order to discuss matters pertaining to consider park property purchase The Executive Session was adjourned at 11:09 p.m. Reconvene and Consider Items Discussed During Executive Session (Agenda Item XIII) The Allen City Council reconvened into regular session at 11 11 p m. on Thursday, March 16, 1989, in the Council Chambers of the Allen Municipal Annex. Mayor Farmer advised that the Council discussed the purchase of park property for a special use facility He then opened the floor for a motion on this matter MOTION A motion made by Councilman Glass and seconded by Councilman Edstrom to authorize the City Manager to enter into a contract to purchase the property known as the Texin Rod and Gun Club and to authorize the funds to get the legal agent needed to prepare the contract necessary for the purchase. The Council voted five (5) in favor of the motion and two (2) opposed, with Mayor Pro Tem Wilson and Councilman Pendleton, casting the negative votes The motion carried. Adiourn (Agenda Item XIV) MOTION: Upon a motion made by Mayor Pro Tem Wilson 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 11.13 p.m., on Thursday, March 16, 1989 The motion carried. ALLEN CITY COUNCIL REGULAR SESSION MARCH 16, 1989 These minutes approved on the 6th day of April, 1989. APPROVED 59e)q'4.ct.�- JOe Farmer, MAYOR ATTEST - N\ 1\ a'j- l 1 ",^i v` i Marty Hendrix, C , CITY SECRETARY Page 16