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HomeMy WebLinkAboutMin - City Council - 1991 - 02/21 - RegularPresent: Joe Farmer, Mayor Council Members: Rex Womack Mickey Christakos Bobby Glass Alan Fyke Gary Edstrom City Staff: Jon McCarty, City Manager Judy Morrison, City Secretary WORKSHOP SESSION - 6:30 P.M. I With a quorum of the Council Members present, the workshop session of the Allen City Council was called to order by Mayor Farmer at 6:35 p.m. on Thursday, February 21, 1991, 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 Consent Agenda items. Mayor Farmer reviewed Agenda Item VII, Present Plaque -of -Appreciation to Outgoing Council Member/Mayor Pro Tem, Jim Wolfe. Mr. Wolfe will be present for the receipt of his plaque from the Mayor and Council. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item VIII, Citizen's Comments. There may be some comment regarding the recent sandblasting of the water tower, the resulting dust and the future method of painting. The tower will be rolled rather than sprayed. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item IX, In Accordance with Section 2.04 of the Allen City Charter, Appoint a Replacement to Fill Place No. 4 on the Allen City Council for Remaining Term. This item will be discussed during the Executive Session. There was no further discussion on this item. ALLEN CITY COUNCIL REGULAR MEETING FEBRUARY 21, 1991 Present: Joe Farmer, Mayor Council Members: Rex Womack Mickey Christakos Bobby Glass Alan Fyke Gary Edstrom City Staff: Jon McCarty, City Manager Judy Morrison, City Secretary WORKSHOP SESSION - 6:30 P.M. I With a quorum of the Council Members present, the workshop session of the Allen City Council was called to order by Mayor Farmer at 6:35 p.m. on Thursday, February 21, 1991, 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 Consent Agenda items. Mayor Farmer reviewed Agenda Item VII, Present Plaque -of -Appreciation to Outgoing Council Member/Mayor Pro Tem, Jim Wolfe. Mr. Wolfe will be present for the receipt of his plaque from the Mayor and Council. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item VIII, Citizen's Comments. There may be some comment regarding the recent sandblasting of the water tower, the resulting dust and the future method of painting. The tower will be rolled rather than sprayed. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item IX, In Accordance with Section 2.04 of the Allen City Charter, Appoint a Replacement to Fill Place No. 4 on the Allen City Council for Remaining Term. This item will be discussed during the Executive Session. There was no further discussion on this item. ALLEN CITY COUNCIL WORKSHOP SESSION FEBRUARY 21, 1991 PAGE 2 Discussion of Consent Agenda and Regular Agenda Items (Cont'd) (Agenda Item II) Mayor Farmer reviewed Agenda Item X, Selection of Mayor Pro Tem. This item will be discussed during the Executive Session. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item XI, Approve Appointment of Linda Engle as Tax Collector. According to the contract between AISD and the City of Allen, this position needs to be approved by both governing bodies. After a joint interview and selection process, Ms. Engle has been selected and will be present during the Regular Meeting. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item XII, Accept 1989/90 Finance Report Prepared by City Auditor, KPGM Peat Marwick. Charlotte Smith will present the report to the Council. The Finance/ Administration Committee has reviewed this document. No management letter has been included with this year's report. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item XIII, Authorize a Contract for Library Data Conversion. This items has been reviewed with the Finance/ Administration Committee. Although the bid is not being awarded to the low bidder, Committee and staff feels it is the best bid. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item XIV, Report on the State Highway 121 Project. Bin Petty, Director of Community Development, will introduce Mr. Robert Pope to discuss the State Highway 121 project. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item XV, Accept Letter of Resignation from John C. Karlsruher, Place 4, Board of Adjustment. Mr. Karlsruher has accepted a position in El Paso and will be leaving immediately for that area. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item XVI, Consider Capital Improvement Projects for Fiscal Year 1990-91 Using Remaining Bond Funds. Staff and Council has nothing coming forward. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item XVII, Other Business: State of City Report. The mayor presented the State of City address to the Chamber at their February luncheon. It was very well received. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item XVII, Other Business: Calendar. The Quarterly Workshop has been rescheduled to March 14. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item XVII, Other Business: Subcommittee Reports. The Comprehensive Plan Survey Analysis was distributed to the Council. Chairman Rex Womack was complimented on his leadership role in this effort. There was no further El discussion on this item. L ALLEN CITY COUNCIL WORKSHOP SESSION FEBRUARY 21, 1991 PAGE 3 Discussion of Consent Agenda and Regular Agenda Items (Cont'd) (Agenda Item II) Mayor Farmer reviewed Agenda Item XVII, Other Business: Items of Interest. The new Council Member will become a part of the Finance/Administration Committee and the Economic Development Committee. Alan Fyke will now chair the Economic Development Committee. A note of compliments was expressed to all involved in the recent water tower malfunction. The Citizens' Comment portion of the Council Meeting was discussed. This topic needs to be reviewed and possibly revamped in the future. Discussion was held regarding the cable company providing service to Allen. This topic is to be reviewed by the Finance/Administration Committee. There was no further discussion on this item. With no further discussion on the agenda, the workshop session of the Allen City Council was adjourned at 7:15 p.m. on Thursday, February 21, 1991. Executive Session (Agenda Item V) In accordance with Article 6252-17, V.A.T.C.S. (Open Meetings Law), Sections 2(f) and 2(g), the Allen City Council convened into Executive Session at 7:15 p. m. in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas in order to discuss matters pertaining to Personnel and Real Estate. Reconvene The Allen City Council reconvened into regular session at 7:30 p.m. on Thursday, February 21, 1991, in the Council Chambers of the Allen Municipal Annex. 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, February 21, 1991, in the Council Chambers of the Allen Municipal Annex, One Butler Circle, Allen, Texas. CONSENT AGENDA (Agenda Item VI) MOTION: Upon a motion made by Councilman Fyke and seconded by Councilman Glass, the Council voted six (6) for and none (0) opposed to approve and adopt all items on the Consent Agenda as recommended and as follows: A. Approval of City Council Minutes of February 7, 1991 - Regular Session. ALLEN CITY COUNCIL REGULAR SESSION FEBRUARY 21, 1991 PAGE 4 CONSENT AGENDA (Cont'd) Improvement Program as follows: (Agenda Item VI) B. Authorize city staff to pay bills associated with the 1985 Capital I Improvement Program as follows: 1. Bowles & Eden Co. $680.67 For: Material for Overlay - Cedar & Watson 1985 Street Bond Funds Period: Thru February 6, 1991 2. Concrete Pipe & Products Co., Inc. $1,192.96 For: Pipe - Keith and Watson Drives 1985 Street Bond Funds Period: Thru January 28, 1991 3. Harte-Hanks $27.00 For: Advertising - Crack Sealant 1985 Street Bond Funds Period: January 9 - January 16, 1991 4. Texas Contractor's Supply For: Overlay Materials - Cedar and Watson $18.49 1985 Street Bond Funds Period: Thru January 31, 1991 5. J & H Trucking Co. $1,760.00 For: Gradall work - Keith Drive 1985 Street Bond Funds Period: Thru January 27, 1991 6. Lattimore Materials $1,404.07 For: 3/4" Rock - Watson Drive 1985 Street Bond Funds Period: Thru January 30, 1991 7. Farris Concrete $139.50 For: Sand - Watson Drive 1985 Street Bond Funds Period: Thru February 1, 1991 8. Donald Horne dba HCI $1,856.37 For: Inlet Installations - Street Overlay 1985 Street Bond Funds Period: Thru February 1, 1991 I I I ALLEN CITY COUNCIL REGULAR SESSION FEBRUARY 21, 1991 CONSENT AGENDA (Cont'd) 9. Carson Carriers For: Move Bomag Recycler from Wylie to Allen - Keith and Watson Drives Job 1985 Street Bond Funds Period: Thru February 8, 1991 10. Farris Concrete For: Purchase of 3000 PSI and 2000 PSI Sand - Watson and Keith Drives 1985 Street Bond Funds Period: February 6 - February 12, 1991 11. Williams Landscape For: Transplanted Photinia and Bed Preparation - Main Street Phases II & III 1985 Street Bond Funds Period: Thru February 7, 1991 12. Graham Associates, Inc. For: Engineering Services - FM 2170 East 1985 Street Bond Funds Period: Thru August 31, 1990 13. Caplinger Heating and Cooling For: Renovation of Old Library Interest Earned Bond Funds Period: Thru January 25, 1991 14. Paint Systems For: Renovation of Old Library - Painting Interest Earned Bond Funds Period: Thru February 1, 1991 15. Plumb Perfection For: Renovation of Old Library - Plumbing Interest Earned Bond Funds Period: Thru February 1, 1991 16. American Surveying Company For: Professional Services - Special Use Facility 1985 Park Bond Funds Period: Thru February 7, 1991 PAGE 5 (Agenda Item VI) $549.12 $180.00 $215.00 $3,075.00 $4,524.00 $575.00 $635.00 $1,425.00 ALLEN CITY COUNCIL REGULAR SESSION FEBRUARY 21, 1991 PAGE 6 CONSENT AGENDA (Cont'd) (Agenda Item VI) 17. Paint Systems $2,500.00 For: Renovation of Old Library Interest Earned Bond Funds Period: Thru February 14, 1991 18. American Surveying Company $150.00 For: Staking - Watson and Keith Drives 1985 Street Bond Funds Period: Thru January 15, 1991 19. Deltatek Engineering $2,140.00 For: 50$ Completion of Hillside Water Tower and Specs for Hillside Ground Tank 1985 Water & Sewer Bond Funds Period: Thru January 19, 1991 20. Don L. Owen Painting Contractor's, Inc. $60,442.00 For: 60$ Completion of Hillside Tower - Less 10% Retainage 1985 Water & Sewer Bond Funds Period: Thru February 19, 1991 C. Schedule of Taxes Receivable as of January, 1991. D. Resolution No. 1023-2-91(R): A Resolution of the City Council of the City of Allen, Collin County, Texas, Authorizing Certain Employees to Verbally Request the Transmission of Funds From Team Bank to Other Banks or to Other Accounts. E. Resolution No. 1024-2-91(R): A Resolution of the City Council of the City of Allen, Collin County, Texas, Appointing the Election Officials for the May 4, 1991 City Council Election, Setting the Rate of Pay for the Election Officials, the Maximum Number of Election Clerks for the Polling Place, and Designation for the Absentee Ballot Board. The motion carried. End of Consent Agenda Present Plaque -of -Appreciation to Outgoing Council Member/Mayor Pro Tem, Jim Wolfe (Agenda Item VII) Mayor Farmer presented a plaque -of -appreciation to Jim Wolfe, Council Member/Mayor Pro Tem (April 1984 - February 1991), and extended the gratitude of the Council for his service in this capacity. A I ALLEN CITY COUNCIL REGULAR SESSION FEBRUARY 21, 1991 PAGE 7 Citizens' Comments (Agenda Item VIII) There were no citizens' comments. In Accordance with Section 2.04 of the Allen City Charter, Appoint a Replacement to Pill Place No. 4 on the Allen City Council for the Remaining Term (Agenda Item IX) This item was postponed. Selection of a Mayor Pro Tem (Agenda Item X) This item was postponed. Approve Appointment of Linda Engle as Tax Collector (Agenda Item XI) Walter Curtis had resigned as Tax Collector for the Allen Independent School District. The contract for these services indicates that this appointment is to be approved by both governing bodies of AISD and the City. After screening the applications and several interviews, Linda Engle was chosen as the finalist. Ms. Engle introduced herself and gave a background of her experience and education and expressed her gratitude for being given the opportunity to work in this capacity. MOTION: Upon a motion made by Councilman Womack and seconded by Councilman Glass, the Council voted six (6) for and none (0) opposed to approve the appointment of Linda Engle as Tax Collector for the City of Allen and the Allen Independent School District. The motion carried. Accept 1989/90 Finance Report Prepared by City Auditor, KPGM Peat Marwick (Agenda Item XII) Charlotte Smith, Finance Director, discussed the City's financial audit for FY 1989- 90. The General Fund's balance has exceeded the City Council's policy of 60 days of operational costs in the fund balance reserve. Current tax collections were 95.2% of the tax levy, down from prior year collection rate of 96.3%. City policy statement requires that the debt service fund balance be maintained at approximately 10% of the average annual debt service requirement. The current fund balance is 14.3% of the requirement. The Water and Sewer Funds showed significant improvements in net loss, working capital and times coverage ratio. Water loss also has decreased from 23.2% in 1989 to 8.48% in 1990. Due to the cooperation of the Finance staff and city departments, the fee for the audit was reduced. Ms. Smith was complimented for her hard work. MOTION: Upon a motion made by Councilwoman Christakos and seconded by Councilman Edstrom, the Council voted six (6) for and none (0) opposed to accept the 1989-90 financial statement for the City of Allen. The motion carried. ALLEN CITY COUNCIL REGULAR SESSION FEBRUARY 21, 1991 PAGE 8 Authorize a Contract for Library Data Conversion (Agenda Item XIII) Barbara Buehler, Library Director, discussed the data conversion contract request. Fifteen data conversion vendors were supplied a Request for Proposal and ten firms responded by the January 18 deadline. The Library Automation Team and the library's consultant, RMG, Inc. , reviewed the proposals using the following criteria: 1) Quality of vendor's database; 2) Experience; 3) Time frame to complete project; 4) Services to be provided; 5) Cost. Online Computer Library Center, Inc. (OCLC) of Dublin, Ohio offered the largest database, most experience and most complete and timely proposed work plan. References were contacted and verified. MOTION: Upon a motion made by Councilwoman Christakos and seconded by Councilman Glass, the Council voted six (6) for and none (0) opposed to authorize the City to contract with OCLC, according to Finance/Administration Committee recommendation, and to establish a budget not to exceed $40,000 which is a Northeast Texas Library System grant for this specific project. The motion carried. Report on the State Highway 121 Project (Agenda Item XIV) Bill Petty, Director of Community Development, introduced Robert Pope, liaison for eight cities affected by the State Highway 121 construction project and the State Highway Department. Mr. Pope distributed information depicting the specific roadway project and discussed the possible dates of construction. He also informed the Council of the three stages -- Capacity Improvements, Bypass Improvements and Freeway Improvements. The highway is being upgraded to a freeway status to provide better access to the DFW airport from this area. He discussed the state's formula for setting the priority for all state projects. Right-of-way acquisition is the key to ensure this project's timely success. The Development Committee will be reviewing this project for the City of Allen. This item was received as a matter of information. There was no action taken on this item. Executive Session (Agenda Item V) The Allen City Council reconvened into Executive Session at 8:21 p.m. in the Conference Room of the Allen Municipal Annex in order to further discuss matters pertaining to Personnel and Real Estate and recessed at 9:30 p.m. on Thursday, February 21, 1991. Reconvene The Allen City Council reconvened into regular session at 9:30 p.m. on Thursday, February 21, 1991, in the Council Chambers of the Allen Municipal Annex. I L I ALLEN CITY COUNCIL REGULAR SESSION FEBRUARY 21, 1991 In Accordance with Section 2.04 of the Allen City Charter, Appoint a Replacement to Fill Place No. 4 on the Allen City Council for the Remaining Term PAGE 9 (Agenda Item IX) A vacancy has existed on the Allen City Council as of February 1, 1991. The City Charter delineates the manner by which this vacancy was to be filled. The Council, however, solicited letters from the citizens who were interested in this position. Six letters were received and reviewed by Council. Mayor Farmer opened the floor for nominations for the vacancy of Place No. 4 of the Allen City Council. Gary Edstrom nominated Mike Nichols for the vacancy of Place No. 4 on the Allen City Council, with the term to expire May, 1992. MOTION: Upon a motion made by Councilman Fyke and seconded by Councilman Glass, the Council voted six (6) for and none (0) opposed that the nominations cease and that Mike Nichols be appointed by acclamation to Place No. 4 on the Allen City Council. The motion carried. Selection of a Mayor Pro Tem (Agenda Item X) Mayor Farmer opened the floor for nominations of Mayor Pro Tem which will be effective until the May election at which time the Council will again choose a Mayor Pro Tem. Bobby Glass nominated Rex Womack as Mayor Pro Tem MOTION: Upon a motion made by Councilman Fyke and seconded by Councilman Edstrom, the Council voted five (5) for and one (1) abstention, with Rex Womack abstaining, that nominations cease and that Rex Womack be elected as Mayor Pro Tem by acclamation on the Allen City Council. The motion carried. Accept Letter of Resignation from John C. Karlsruher, Place No. 4, Board of Adjustment (Agenda Item XV) John C. Karlsruher is pursuing a career opportunity in El Paso and has submitted his resignation from the Board of Adjustment, Place No. 4. MOTION: Upon a motion made by Councilman Fyke and seconded by Councilman Edstrom, the Council voted six (6) for and none (0) opposed to accept the resignation of John C. Karlsruher, Board of Adjustment, Place No. 4. The motion carried. Conaider Capital Improvement Projects for Fiscal Year 1990-91 Using Remaining Bond Funds (Agenda Item XVI) There are no Capital Improvement Projects for FY 1990-91 under consideration at this time. I ALLEN CITY COUNCIL REGULAR SESSION FEBRUARY 21, 1991 Other Business: State of City Report PAGE 10 (Agenda Item XVII -A) Mayor Farmer presented a State of the City Report this week at the Allen Chamber luncheon. A transcription of that speech is being prepared for anyone who would like to review it. Calendar (Agenda Item XVII -B) The Quarterly Subcommittee Meeting will be held on March 14 rather than March 5. Committee Reports (Agenda Item XVII -C) Development: Water meter replacement project has been handled very efficiently. Most of those old meters have been replaced and the focus in public works is now being directed to the infiltration problems in the City. The Comprehensive Plan Survey is ready for public view and the next step will be the update of the Comprehensive Plan. Services: There will be a meeting with the Substance Abuse program. Finance/Administration: The Spring Planning Session is scheduled for April 5-6. Economic Development: Mike Nichols will be on this committee. Alan Fyke will assume the role of Chairman. Items of Interest (Agenda Item XVII -D) • Staff was complimented on the response and resolve of the water tower water loss last Friday. • Due to recent comments and concerns regarding the Allen cable franchise, Finance/ Administration Committee has been asked to review this topic. • A Freeport Amendment meeting has been scheduled at the Library tomorrow morning at 7:45 a.m. • There will bee "Support the Troops" rally at Ford Park at 3:00 p. m. Sunday, March 3 for anyone interested in participating. Executive Session (Agenda Item V) The Allen City Council reconvened into Executive Session at 9:45 p.m. on Thursday, February 21, 1991, in the Council Chambers of the Allen Municipal Annex and was adjourned at 11:02 p.m. ALLEN CITY COUNCIL REGULAR SESSION FEBRUARY 21, 1991 Executive Session (Cont'd) PAGE 11 (Agenda Item V) The Allen City Council reconvened into Regular Session at 11:02 P.M. on Thursday, February 21, 1991, in the Council Chambers of the Allen Municipal Annex. There was no action taken on items discussed during the Executive Session. Adjourn (Agenda Item XVIII) MOTION: Upon a motion made by Councilman Fyke and seconded by Councilwoman Christakos, the Council voted six (6) for and none (0) opposed to adjourn the regular session of the Allen City Council at 11:03 p.m., on Thursday, February 21, 1991. The motion carried. These minutes approved on the 7th day of March, 1991. I ATTEST: Jupy Morl5son, CITY SECRETARY 1, Ic\79:IH4:AIA J4e Farmer, MAYOR