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HomeMy WebLinkAboutMin - City Council - 1989 - 05/04 - 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 Judy Morrison, Acting 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 48 p.m. on Thursday, May 4, 1989, 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) Mayor Farmer began the review of the Consent Agenda items. There was no discussion on the Consent Agenda Items. Mayor Farmer reviewed Agenda Item VI, Presentation of Plaques -of - Appreciation to Mel Hays, Place No. 2, on the Library Board, and Marty Hendrix, City Secretary Judy Morrison, Acting City Secretary, stated both individuals were notified of the presentation. Marty Hendrix will be present at the meeting for her presentation; however, Mel Hays had not contacted the City Secretary's office so she was unsure if he would be present. Mayor Farmer reviewed Agenda Item VII, Public Hearing on a Request to Amend P D 46 to Increase the Community Facilities Zoning and Decrease Multi- family and Garden Office Zoning as Requested by First Methodist Church and First Presbyterian Church and Consider an Ordinance Amending P.D 46 ALLEN CITY COUNCIL REGULAR SESSION MAY 4, 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 Judy Morrison, Acting 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 48 p.m. on Thursday, May 4, 1989, 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) Mayor Farmer began the review of the Consent Agenda items. There was no discussion on the Consent Agenda Items. Mayor Farmer reviewed Agenda Item VI, Presentation of Plaques -of - Appreciation to Mel Hays, Place No. 2, on the Library Board, and Marty Hendrix, City Secretary Judy Morrison, Acting City Secretary, stated both individuals were notified of the presentation. Marty Hendrix will be present at the meeting for her presentation; however, Mel Hays had not contacted the City Secretary's office so she was unsure if he would be present. Mayor Farmer reviewed Agenda Item VII, Public Hearing on a Request to Amend P D 46 to Increase the Community Facilities Zoning and Decrease Multi- family and Garden Office Zoning as Requested by First Methodist Church and First Presbyterian Church and Consider an Ordinance Amending P.D 46 REGULAR SESSION MAY 4, 1989 Page2 ALLEN CITY COUNCIL WORKSHOP SESSION - 6:45 P.M. Discussion of Consent Agenda and Regular Agenda Items (cont'd) (Agenda Item II) Bill Petty, Director of Community Development, stated that all the residents in the affected area were notified regarding the change in zoning but he had not received any response. This action will handle the zoning for both churches. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item VIII, Consider Awarding Bid as Requested by Parks and Recreation Department. Jon McCarty, City Manager, discussed the irregularities of the two bids The mower is to be purchased on a lease/purchase arrangement and staff is attempting to arrange for a lower cost on the three year pay -out. Staff is not recommending the lowest bid in this instance. Mr McCarty indicated the pick-up proposed in this bid selection is larger than originally proposed in the budget, the purpose for the crew cab is to be able to safely transport the crew to the various job sites Discussion was held regarding the possibility of an out -right purchase for the mower rather than lease/purchase option. Staff was encouraged to shop further for a better interest rate if the lease/purchase option is pursued and to check the prepayment penalty involved with early payoff The fiscal year budget will be scrutinized to determine the best avenue of purchase. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item VIII, Report from Parks and Recreation Director on Field Practice Schedules and Light Use Fee. Rhoda Savage, Parks and Recreation Director, provided information to the Council regarding Allen youth baseball and softball. Ms. Savage informed the Council that Ed Voss has been appointed as the department liaison to the Allen Sports Association. He will be a communicator who will centralize information, field complaints and resolve differences Coordination among ASA baseball, represented by Kenny McGowan, ASA softball represented by Linda and Gary Parker and Allen YMCA represented by Craig Gossard proved to be very successful. Practices and games have been scheduled for all leagues on a fair and equitable basis. Ms Savage discussed the number of registrants for each league, the number of fields available, and the number of practice slots available. She indicated that all parties are pleased with the scheduling at the present time. Staff would like to study the fiscal impact of the light fee in response to the ordinance which was adopted last fall and bring back a report and recommendation prior to next year's ASA spring schedule. ALLEN CITY COUNCIL REGULAR SESSION MAY 4, 1989 Page 3 WORKSHOP SESSION - 6:45 P.M. Discussion of Consent Agenda and Regular Agenda Items (cont'd) (Agenda Item II) Mayor Farmer advised that the City is not positioning itself to change anything, but merely to study the effect of the ordinance during this fiscal year There was no further discussion on this item. Mayor Farmer reviewed Agenda Item X, Consider Amending Library Construction Budget. This request is to allow the use of funds allocated for the library construction as part of the contingency budget. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item XI, Other Business. Notice of Cable Television Rate Change. Mayor Farmer indicated this reflects a change in how the rate is structured. City ordinance allows the cable company to set their own rates after notification of the City Council. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item XII, Other Business. Revised City Chat Schedule. Jon McCarty, City Manager, indicated the schedule has changed slightly in order that the articles can appear on current issues in a timely fashion. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item XII, Other Business. Council Subcom- mittee Reports Councilman Jim Wolfe informed the Council of a Development Forum to be held Tuesday, May 23, at 7.00 p.m. Councilman Gary Edstrom discussed the meeting held with Southwestern Bell. Jon McCarty, City Manager, discussed the sales tax option and the franchise fee in relation to Southwestern Bell. Councilman Jerry Wilson indicated meetings have been scheduled with the hospital administrators of those institutions considered for medical control. Topics presently being discussed by the services committee are economic development survey and communications. Council Committee Reports: Finance/Adminiatration (Agenda Item III -A) This agenda item was passed over There was no discussion on this agenda item. Council Committee Reports: Development (Agenda Item III -B) This agenda item was passed over There was no discussion on this agenda item. 11 Is ALLEN CITY COUNCIL REGULAR SESSION MAY 4, 1989 WORKSHOP SESSION - 6:45 P.M. Council Committee Reports: Services Page 4 (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 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, May 4, 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 38 p.m. on Thursday, May 4, 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 Councilman Glass, 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 April 20, 1989 - Regular Session. B Authorization to city staff to pay bills associated with the 1985 Capital Improvement Program as follows 1 Schoolhouse Audio -Visual $430 00 CIP Project No. 40-001-6 Police & Courts Building - Audio Visual Equipment Period. Thru April 18, 1989 2 Southwestern Bell Telecom $475.75 CIP Project No. 40-001-6 Police & Courts Building - Telephone Equipment Period. Thru April 11, 1989 L ALLEN CITY COUNCIL REGULAR SESSION MAY 4, 1989 Page 5 CONSENT AGENDA (cont'd) (Agenda Item V) 3 Lightbourn Equipment Company $300 00 CIP Project No. 40-001-6 Police & Courts Building - 5 Year Warranty on Generator Period. Thru April 14, 1989 4. Sherrill Draperies $647 00 CIP Project No. 40-001-6 Police & Courts Building - Vertical Blinds Period. Thru April 18, 1989 5. Southern Pacific Transportation $54,815 27 CIP Project No. 75-001-6 Construction of Main Street Phase I - Railroad Crossing Main Street Period. Thru March 31, 1989 6 Graham Associates CIP Project No. 75-002-2 $6,005 00 Construction of Main Street Phases II & III - Contract Administration Period. Thru March 28, 1989 7 Tri -Con Services $124,348.35 CIP Project No. 75-002-1 Construction of Main Street Phases 11 & III - Contracted Services Period. Thru April 24, 1989 8. Southwestern Laboratories $3,990.00 CIP Project No. 75-002-6 Construction of Main Street Phases II & III - Environmental Study Period. Thru April 25, 1989 9 Claerhout Associates $115 00 CIP Project No. 40-001-6 Police & Courts Building - Tackboard Period. Thru May 1, 1989 ALLEN CITY COUNCIL SESSION IsREGULAR MAY 4, 1989 Page 6 CONSENT AGENDA (cout'd) (Agenda Item V) 10. Southern Mechanical $24,843.82 CIP Project No. 90-005-1 Construction of Main Street Phases II & III - Utility Relocation Period. Payment #4A C Set Thursday, May 11, 1989 as the Called - Special Session to Canvass the Returns for the May 6, 1989, City Council Election. The motion carried. End of Consent Agenda Presentation of Plaques-of-Appreciation to Mel Hays, Place No. 2, on the Library Board, and Marty Hendrix, City Secretary (Agenda Item VI) Mayor Farmer presented a plaque-of-appreciation to Marty Hendrix, City Secretary, for exemplary service March 16, 1981 to April 17, 1989 Ms. Hendrix expressed her appreciation for the plaque and the opportunity to work for the City of Allen. Mel Hays was not present to receive his plaque, but it will be forwarded to him by the City Secretary's office. Public Hearing: Request to Amend P. D. 46 to Increase the Com- munity Facilities Zoning and Decrease Multi- family and Garden Office Zoning in order to facilitate the expan- sion of the First United Methodist Church and the Construction of a New Church Facility for the First Presbyterian Church. Location: William Perrin Survey, Abstract No. 708, and the George W Ford Survey, Abstract No. 328 Zoning: Community Facilities Requested by First United Methodist r Church and First LPresbyterian Church (Agenda Item VII) and ALLEN CITY COUNCIL REGULAR SESSION MAY 4, 1989 Ordinance No. 921-5-89: An Ordinance of the City Council of the City of Allen, Collin County, Texas, Amending Comprehensive Zoning Ordinance No. 829-11-87, as Previously Amended, and Ordinance No. 802-8-87 as Delineated on the Official Zoning Map as Planned Development No. 46, so as to Change Tracts 1, 2 and 3 by Increasing the Community Facilities Zoning as Described in Exhibit "C" Attached Hereto, Said Tract of Land Being Described as Approximately 33.60 Acres Lying in the William Perrin Survey, Abstract No. 708, and the George W Ford Survey, Ab- stract No. 328, Collin County, Texea; Providing for an Amended Land Use Plan; Providing for a Penalty of Fine Not to Exceed the Sum of One Thousand Dollars ($1,000.00) for Each Offense; Page 7 Providing for a Severability Clause; and Providing for an Effective Date. (Agenda Item VII) Mayor Farmer read the request into the record as follows "Public Hearing on a Request to Amend P D No. 46 to Increase the Community Facilities Zoning and Decrease Multi -family and Garden Office Zoning as Requested by First Methodist Church and First Presbyterian Church and Consider an Ordinance Amending P D No. 46. Bill Petty, Director of Community Development, presented a summary of the request. The purpose of this request is to facilitate the expansion of the First United Methodist Church and the construction of a new church facility for the First Presbyterian Church. The plan originally done in 1987 reflecting the extension of a roadway will remain in place. Mayor Farmer opened the public hearing. No one appeared to speak either for or against the request. Mayor Farmer closed the public hearing MOTION: Upon a motion made by Councilman Womack and seconded by Councilman Glass, the Council voted seven (7) for and none (0) opposed to approve the request to Amend Planned Development No. 46 to increase the community facilities zoning and decrease multi- family and garden office zoning as presented and in accordance with the recommendation of the Planning and Zoning commission, as stated, sr and to adopt Ordinance No 921-5-89, as previously captioned. The ■L motion carried. I ALLEN CITY COUNCIL REGULAR SESSION MAY 4, 1989 Consider Awarding Bid as Requested by Parks and Recreation Department Out -Front Mower Page 8 (Agenda Item VIII -A) Mayor Farmer advised the Council of the two items under consideration for the Parks and Recreation Department, specifically an out -front mower and a pick- up Rhoda Savage, Parks and Recreation Director, reported that bids were opened on April 6 for a grooming tractor and mowing unit. Four bids met specifications Staff recommended purchase of a Cushman 807, $876 over low bidder, because of present maintenance experience on Cushman equipment and being able to salvage used parts from future expired equipment now in use. Ms. Savage suggested a leaselpurchase agreement at the lowest terms available. Discussion was held regarding the standardization of equipment in the department, capitalizing on maintenance training and the use of equipment parts no longer in use for maintenance purposes on new machinery as long as the price of such equipment is in line with others on the market. Staff discussed the durability and workmanship of the three types of mowers submitted for bid. 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 the awarding of the bid for an out -front mower to Watson's Distributing Company for a Cushman 807 in the amount of $7,941 according to staff recommendation and further, that a lease/purchase contract be entered into contingent upon the inability, due to budget constraints, to enter into a direct purchase agreement. The motion carried. Pickup (Agenda Item VIII -B) Rhoda Savage, Parks and Recreation Director, reported bids were opened on April 26, 1989 for a four door crew cab pick-up. A total of six bids were received with low bidder being submitted by Williams Buick GMC at $13,111.93 which is $3,111 93 over the budgeted amount. Discussion took place regarding the safety aspects of a crew cab for the transportation of crew to the job site as well as city liability MOTION Upon a motion made by Councilman Wolfe and seconded by Councilman Glass, the Council voted six (6) for and one (1) opposed with Councilman Pendleton casting the negative vote, to approve staff recommendation to purchase a GMC one ton crew cab truck from Williams Buick GMC at a purchase price of $13,111 93 The motion carried. ALLEN CITY COUNCIL REGULAR SESSION MAY 4, 1989 Page 9 Report from Parks and Recreation Director on Field Practice Schedules and Light Use Fee (Agenda Item IX) Mayor Farmer advised that the Council had reviewed material staff provided in response to a personal appearance at last Council Meeting by Kenny McGowan, ASA Baseball Commissioner Staff has worked with Mr McGowan regarding practice scheduling conflicts and light use fee. Rhoda Savage, Parks and Recreation Director, advised that staff has worked with both league commissioners of ASA and the YMCA program coordinator and has set up a field practice schedule and game schedule for each of the teams involved. Ms. Savage advised that staff will be monitoring the scheduling this year and will be working to insure continued cooperation and interaction with the leagues next spring. Mayor Farmer advised that the second item of concern was the light usage fee set by an ordinance adopted last fall. Staff will be monitoring the fiscal impact of this ordinance and will report back to Council at a later date. This item was received as a matter of information. There was no action taken on this item. Consider Amending Library Construction Budget (Agenda Item X) Barbara Buehler, Library Director, advised the Council of $75,000 in sold bonds has not been included in the Library Building project fund. She discussed several contingency items anticipated before completion of the project and recommended that all these funds be made available by amending the present contingency figure of $10,260 to $85,260 Discussion took place regarding actual contingency figures and percentages in the original budget and the need for this added flexibility in the present contingency budget. MOTION Upon a motion made by Councilman Womack and seconded by Councilman Edstrom, the Council voted five (5) for and two (2) opposed with Councilman Pendleton and Mayor Pro Tem Wilson casting the negative votes, to amend the contingency budget for the library project to include $35,000 of the funds available, bringing the total contingency fund for the library building project to $45,260. The motion carried. ALLEN CITY COUNCIL REGULAR SESSION MAY 4, 1989 Page 10 Notice of Cable Television Rate Change (Agenda Item XI -A) Mayor Farmer advised that a rate change notification has been delivered to the Council from Communications Services, Inc. indicating that the new basic service rate will be $15.50 per month effective June 1, 1989 This rate includes a basic set top converter There will no longer be a charge for additional outlets for cable ready TV sets Mayor Farmer advised that Communications Services, Inc. is obligated to notify the Council of a rate change but are not obligated to seek the Council's approval of such changes. This item was received as a matter of information. There was no action taken on this item. City Chat (Agenda Item XI -B) Mayor Farmer advised that the City Chat Schedule has been revised to accommodate current and timely information to our citizens. This item was received as a matter of information. There was no action taken on this item. ! Council Subcommittee Reports (Agenda Item XI -C) LDevelopment Subcommittee • Councilman Wolfe reported that a Development Forum will be held Tuesday, May 23, 1989 at 7.00 p.m. at City Hall. Finance/Administration Subcommittee • Councilman Womack reported that the Southwestern Bell franchise fee will be discussed at the next quarterly meeting of the Council. Services Subcommittee • Mayor Pro Tem Wilson reported that the residential survey and business survey developed by the Allen Economic Development Alliance has been completed. The Alliance will review the results next Wednesday, May 9 LWFW will do a formal presentation to the Council at a later date. • Michael Stanger, Assistant to the City Manager, advised the Council of the percentage of return of the surveys He profiled the residential and business responses Mr Stanger related the respondents' reflections on economic development. 11 I I ALLEN CITY COUNCIL REGULAR SESSION MAY 4, 1989 Page 11 Council Subcommittee Reports (cont'd) (Agenda Item X -IC) Services Subcommittee (cont'd) • Mayor Pro Tem Wilson advised that HCA Medical Center, Plano is drafting a contract to be submitted to the City for study Westpark and North Texas Medical has been contacted and meetings will be established with both entities to discuss the process and choice of medical control for the City of Allen and reiterate the City's appreciation for their participation in the process. • Mayor Pro Tem Wilson also advised that a study is being done regarding internal communications for the City and more information will be available in the near future. Items of Interest to Council (Agenda Item XI -D) There was no discussion on this item. Adiourn (Agenda Item XII) 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 9.02 p.m. , on Thursday, May 4, 1989 The motion carried. These minutes approved on the 18th day of May, 1989. APPROVED• J e Farmer, MAYOR ATTEST* �z��Ju Morri n, ACTING CITY SECRETARY