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HomeMy WebLinkAboutMin - City Council - 1989 - 11/16 - RegularPresent: Joe Farmer, Mayor Council Members: Rex Womack (Arrived at 7.03 p.m.) Jerry Wilson, Mayor Pro Tem Bobby Glass Jim Wolfe Alan Fyke Gary Edstrom City Staff Jon McCarty, City Manager (Arrived at 7 40 p.m.) Judy Morrison, City Secretary IWORKSHOP 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, November 16, 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 Michael Stanger, Assistant to the City Manager discussed an item authorizing payment to Hydrostorage, Inc. of Des Moines, Iowa. Since the project had not been completed according to schedule, staff and Hydrostorage have agreed to a settlement whereby the City will retain $30,000 in liquidated damages Staff will recommend that the Council approve a final payment of $48,500 to Hydrostorage for the 2 mg Rowlett Road water tower There was no further discussion on this item. Mayor Farmer reviewed Agenda Item VI, Approve Appointment of Dave Whitehead as Director of Public Works in Accordance with Section 3 05(E) of the Allen City Charter Mayor Farmer introduced Mr Whitehead to those of Council who had not yet met him. This is a standard procedure for the Council to approve the selection of the Public Works Director There was no further discussion on this item. ALLEN CITY COUNCIL REGULAR MEETING NOVEMBER 16, 1989 Present: Joe Farmer, Mayor Council Members: Rex Womack (Arrived at 7.03 p.m.) Jerry Wilson, Mayor Pro Tem Bobby Glass Jim Wolfe Alan Fyke Gary Edstrom City Staff Jon McCarty, City Manager (Arrived at 7 40 p.m.) Judy Morrison, City Secretary IWORKSHOP 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, November 16, 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 Michael Stanger, Assistant to the City Manager discussed an item authorizing payment to Hydrostorage, Inc. of Des Moines, Iowa. Since the project had not been completed according to schedule, staff and Hydrostorage have agreed to a settlement whereby the City will retain $30,000 in liquidated damages Staff will recommend that the Council approve a final payment of $48,500 to Hydrostorage for the 2 mg Rowlett Road water tower There was no further discussion on this item. Mayor Farmer reviewed Agenda Item VI, Approve Appointment of Dave Whitehead as Director of Public Works in Accordance with Section 3 05(E) of the Allen City Charter Mayor Farmer introduced Mr Whitehead to those of Council who had not yet met him. This is a standard procedure for the Council to approve the selection of the Public Works Director There was no further discussion on this item. ALLEN CITY COUNCIL WORKSHOP SESSION ' NOVEMBER 16, 1989 PAGE 2 Discussion of Consent Agenda and Regular Agenda Items (Cont'd) (Agenda Item II) Mayor Farmer reviewed Agenda Item VII, Review Bids and Consider Awarding a Contract for Purchase of Police Vehicles. Richard Carroll, Police Chief, will be presenting information regarding this item during the regular session. Mayor Farmer indicated Mr Carroll will also be introducing several individuals from the Police Department who have recently been selected for key positions in the department. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item VIII, Review Bids and Consider Awarding Contract for High Point Estates Sanitary Sewer Line Extension. Dave Whitehead, Public Works Director, indicated a design flaw in the original plans has been detected. This will not require any additional cost for the project; however, an easement will need to be retained from the United Bank of Waco who has shown full cooperation for this project. The engineer will redesign the plans to incorporate this design inconsistency According to the original plans, the cleanup repair patching was to be done by City crews. Mr Whitehead requested that the contractor provide this service and that this be accomplished through a change order After discussions with the low bidder, it was determined he would be able to complete the job within 30- 35 days Because of the various items of consideration, Mr Whitehead recom- mended that Council award the bid to the low bidder, Paten Utilities. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item IX, Approve Specifications and Authorize Bidding for Heavy Equipment for Public Works Department. There was no discussion on this item. Mayor Farmer reviewed Agenda Item X, Approve Use of Street Overlay Funds for Surface Upgrading for Malone Road and Exchange Parkway Mayor Farmer discussed the overlay of Exchange and Malone Roads The Development Subcommittee views this project as an important linkup of Allen's roadway projects and is very critical for the future traffic flow patterns There was no further discussion on this item. Mayor Farmer reviewed Agenda Item XI, Consider Capital Improvement Projects of the Fiscal Year 1989-90 Using Remaining Bond Funds The Services Subcommittee will bring forth a recommendation during the regular meeting regarding the City Communication Project requesting that staff be given authority to enter into contract negotiations with the City of McKinney There was no further discussion on this item. Mayor Farmer reviewed Agenda Item XII, Other Business. There was no discussion on this item. I I ALLEN CITY COUNCIL WORKSHOP SESSION NOVEMBER 16, 1989 PAGE 3 Discussion of Consent Agenda and Regular Agenda Items (Cont'd) (Agenda Item II) A concern was raised regarding the Employee Christmas Party and the City's liability in conjunction with the serving of alcohol. There was no further 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. 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, November 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, November 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 Fyke and seconded by Councilman Wolfe, 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 ALLEN CITY COUNCIL REGULAR SESSION NOVEMBER 16, 1989 PAGE 4 CONSENT AGENDA (Cont'd) (Agenda Item V) A. Approval of City Council Minutes of November 2, 1989 - Regular I Session. B Authorization to city staff to pay bills associated with the 1985 Capital Improvement Program as follows 1 Graham Associates $1,255 00 For, Engineering Services - Main Street Phases II & III Period. Thru October 24, 1989 2 SWA Group $815 70 For, Reproductions & Miscellaneous - Main Street Phases II & III Period. July 1 - July 31, 1989 3 Hydrostorage, Inc. $48,500 00 For- Retainage (Negotiated) - 2 MG Elevated Water Tower Period. Thru November 14, 1989 4. Cummings & Pewitt $945.00 For, Phase II Design Services - Bethany Road Sewer Force Main Period. Thru November 30, 1989 5 Cummings & Pewitt $200.00 For, Phase III Construction - Bethany Road Sewer Force Main Period. Thru November 30, 1989 C Resolution No. 953-11-89: A Resolution of the City Council of the City of Allen, Collin County, Texas, Authorizing an Adjustment to the 1989 Tax Roll. D Schedule of Taxes Receivable as of October 31, 1989 The motion carried. End of Consent Agenda I ALLEN CITY COUNCIL REGULAR SESSION NOVEMBER 16, 1989 PAGE 5 Approve Appointment of Dave Whitehead as Director of Public Works in Accordance with Sec. 3.05 (E) of Allen City Charter (Agenda Item VI) Section 3 05(E) of the Allen City Charter establishes the Public Works Department and states in part, " the Public Works Director shall be appointed by the City Manager with the approval of Council for an indefinite term." The City Manager has selected Dave Whitehead as the new Director of Public Works. 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 appointment of Dave Whitehead as Public Works Director for the City of Allen in accordance with the recommendation of the City Manager The motion carried. Review Bids and Consider Awarding Contract for Purchase of Police Vehicles (Agenda Item VII) Richard Carroll, Police Chief, discussed the bid results from the bid opening on October 30, 1989. Four bids were received for the full-size vehicles and one bid was received for a mid-size vehicle. The Ford Taurus is available with afull police package. The present red lights would not be useable, however, on this mid-size vehicle. The cost savings of the mid-size vehicles would more than cover the cost of the new lights Approved Budget $44,400 Ford Taurus (3) $40,644 Red Light Systems $ 2,700 MOTION Upon a motion made by Councilman Womack and seconded by Councilman Edstrom, the Council voted seven (7) for and none (0) opposed to award a contract to Bob Tomes Ford, McKinney, Texas, in the amount of $40,644 for the purchase of three Ford Taurus police vehicles and the authority to purchase three sets of overhead lights if necessary, according to staff recommendation. The motion carried. Richard Carroll, Police Chief, introduced the following individuals to the Council and gave a brief background on each. This individuals were recently promoted to positions of Sergeant and Lieutenant. Conrad Averna, Sergeant Bret Miller, Sergeant Mike Stephens, Lieutenant - Operations Ed Stevens, Lieutenant - Services I I I ALLEN CITY COUNCIL REGULAR SESSION NOVEMBER 16, 1989 PAGE 6 Mayor Farmer expressed his appreciation and the appreciation of the Council for the contribution these gentlemen have made thus far in the department and look forward to continued future contributions to the City of Allen. Review Bids and Consider Awarding Contract for High Point Estates Sanitary Sewer Line Extension (Agenda Item VIII) Dave Whitehead informed the Council bids were opened on October 12 for sanitary sewer services to Highpoint Estates. Fifteen bids were received with the two low bidders being Patco Utilities and Murray Construction Mr Whitehead presented the revised budget as follows. Engineering $5,400 00 Construction $46,459 17 Contingencies $2,500 00 TOTAL $54,359.17 Procedures to follow would include the preparation of the contract, the receipt of necessary bonds (certificate of insurance, etc.) and the preparation of a letter to proceed. MOTION: Upon a motion made by Mayor Pro Tem Wilson and seconded by Councilman Fyke, the Council voted seven (7) for and none (0) opposed to award the construction contract to the low bidder, Patco Utilities, with a bid amount of $46,459 17 to be completed within 30- 35 working days in accordance with staff recommendation. The motion carried. Approve Specifications and Authorize Bidding for Heavy Equipment for Public Works Department (Agenda Item DI) A new backhoe has been approved by the City Council from the Capital Outlay funds. The existing backhoe is in immediate need of repair causing a great amount of down time. MOTION Upon a motion made by Councilman Edstrom and seconded by Councilman Class, the Council voted seven (7) for and none (0) opposed to approve the specifications of the backhoe for the Public Works Department and authorize staff to go out for bid, in accordance with staff recommendation. The motion carried. ALLEN CITY COUNCIL REGULAR SESSION NOVEMBER 16, 1989 PAGE 7 Approve Use of Street Overlay hinds for Surface Upgrading for Malone Road and Exchange Parkway (Agenda Item X) The street overlay project for surface upgrading of Malone Road will be accomplished with Collin County providing the labor and the City of Allen providing the materials. Collin County is planning to begin work on Malone Road in December of this year Staff is also requesting approval to pave the unpaved portion of Exchange Boulevard to Malone Road. The following provides the budget on the project. Malone Road Overlay Program $29,030.00 Exchange Overlay Program $6,203 25 Unspent Asphalt Overlay Funds $243,277 75 MOTION Upon a motion made by Councilman Fyke and seconded by Mayor Pro Tem Wilson, the Council voted seven (7) for and none (0) opposed to approve the use of funds for paving Malone Road from Stacy Road to iF.M. 2170 and Exchange Boulevard from the present end of paving to mil Malone Road and to authorize the City Manager to enter into a contract with Collin County for joint project cooperation, in accordance with staff and Development Subcommittee recommendation. The motion carried. Consider Capital Improvement Projects of the Fiscal Year 1989-90 Using Remaining Bond Funds (Agenda Item XI) The Services Subcommittee was assigned the task of reviewing the current Emergency Communications System and evaluating the need for improvement for a new radio system. A Communications Plan was developed which outlines the current system and its needs It has been determined that the best interests of the City of Allen would be served by joining a 800 MHz trunked system such as that owned by the City of McKinney The cost of joining the McKinney system is estimated at $179,000 for equipment only An additional annual cost is estimated at $6,600 for rental of a portion of the McKinney System. Staff will bring the proposed contracts back to Council for review and approval at which time staff will be authorized to solicit for equipment bids. MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman Glass, the Council voted seven (7) for and none (0) opposed to authorize staff to enter into contract negotiations with the City of McKinney, in accordance with staff and subcommittee recommendation. The motion carried. C ALLEN CITY COUNCIL REGULAR SESSION NOVEMBER 16, 1989 Calender PAGE 8 (Agenda Item XII -A) Discussion was held regarding the calendar format. Council expressed an interest in an updated calendar as needed. Discussion was held regarding the January 4, Regular Meeting This meeting will be posted, but there will be no business conducted at the meeting Items of Interest to Council (Agenda Item XII -B) Collin County Public Officials Association will be held on November 30, 1989 at the Holiday Inn in McKinney Subcommittee Reports Finance / Administration (Agenda Item XII -C) There were no Finance or Administration reports to discuss by the Council at this time. DeveloDment Subcommittee Planning and Zoning has made a decision to meet Monday night due to Thanksgiving being on their regular meeting night. Council has authorized staff to set the public hearing date if needed as a result of the Planning and Zoning meeting, for the December 7, regular meeting The Development Survey has been approved and will be mailed out immediately Council will be informed of the results as soon as possible. Services Subcommittee The topic of Ambulance Remount will be brought to Council in December Mayor Farmer discussed a "Celebrate Allen - EAS" program developing which will be held December 17 at the High School Auditorium between 1 30 - 3.30 p.m. The Council and Boards and Commission will be expected to participate in the program and will be notified at some future time Adjourn (Agenda Item XIII) MOTION: Upon a motion made by Mayor Pro Tem Wilson and seconded by Councilman Glass, the Council voted seven (7) for and none (0) opposed to adjourn the regular session of the Allen City Council at 8.35 p.m., on Thursday, November 16, 1989 The motion carried. ALLEN CITY COUNCIL REGULAR SESSION NOVEMBER 16, 1989 PAGE 9 These minutes approved on the 7th day of December, 1989 ATTEST r JuFq Morr' on, CITY SECRETARY 0 I APPROVED - Joe Farmer, MAYOR