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HomeMy WebLinkAboutMin - Community Development Corporation - 2003 - 06/16 - RegularMINUTES ALLEN COMMUNITY DEVELOPMENT CORPORATION BOARD REGULAR MEETING June 16, 2003 1:1174119 11101040 M 11:I,Y 7:7 Dki OWN I Lonnie Thomas, President Debbie Stout, Councilmember Lori Stitt (left the meeting at 9:00 p.m.) Sue Johnson Richard Kessler ISQ317I1u' 1 �!u 13 al :7;y�:�Y11i`Y IIS Lee Howard, Vice -President Barbara Peary, Secretary STAFF PRESENT: Peter H. Vargas, City Manager Chief Bill Rushing, Allen Police Department Captain Robert Flores, Allen Police Department Corporal Ken Myers, Allen Police Department Officer Michael Spillman, Allen Police Department Barbara Beuhler, Library Director Tom Keener, Planner, Library John Baumgartner, City Engineer Chris Flanigan, Civil Engineer, Engineering Department Tim Deader, Director of Parks and Recreation Brian Bristow, Landscape Architect, Parks and Recreation Department Matt McComb. Park Planner, Parks and Recreation Department Kevin Hammeke, Finance Director Ginni Lawrence, Senior Administrative Assistant 1. CALL TO ORDER President Lonnie Thomas called the meeting to order at 7:03 p.m. 2. APPROVAL OF MINUTES FROM THE MAY 19, 2003, REGULAR MEETING MOTION: Motion by Lon Stitt to approve the minutes from May 19, 2003. Sue Johnson seconded. The motion carried 5 for, and 0 against. PAGE ALLEN CDC MINUTES June 16, 2003 3. CITIZENS' COMMENTS None 4. DISCUSS BOARD EVALUATION FORM After some discussion, the Board decided to table the item until the next meeting. 5. APPROVE A RESOLUTION AMENDING THE CORPORATION'S BYLAWS FIRST MOTION: Motion by Lori Stitt to suspend the rules to amend the bylaws. Debbie Stout seconded. The motion carried 5 for, and 0 against. SECOND MOTION: Motion by Lori Stitt to approve a resolution amending the Corporation's by-laws to eliminate term limits for the Board of Directors. Debbie Stout seconded. The motion carred 5 for, and 0 against. 6. FOLLOW-UP TO TOWN HALL MEETING CITIZEN REQUEST The Board discussed the Project Application Form submitted by Nelda Magnuson requesting improvements to existing baseball fields. Tim Dentler advised the Board this request is already included in the Parks and Recreation Project requests for the fiscal year 2003-2004. 7. RECEIVE PROPOSALS BY CITY STAFF CONCERNING PROJECTS FOR 4-B SALES TAX PROCEEDS AND REVISIONS TO THE FIVE-YEAR WORK PROGRAM Captain Flores presented a proposal from the Allen Police Department and fielded several questions from the Board. 1. Police Department Parking Lot at a cost of $199,000. This project would add a parking lot to accommodate 48 vehicles, a sidewalk from the parking lot to the police department, a rod iron fence around the present parking lot to secure police vehicles, two electronic vehicle gates and a secured pedestrian gate. Tom Keener presented a proposal from the Allen Library and fielded several questions from the Board. 1. Radio Frequency Identification System (RFID) at a cost of $250,000. The RFID system will facilitate self -check out for library patrons, which will enhance service delivery, provide greater security of materials and will streamline check-in/out allowing staff to improve customer service in other areas. PAGE ALLEN CDC MINUTES June 16, 2003 John Baumgartner presented several proposals from the Engineering Department and fielded questions from the Board. 1. Thoroughfare Median Landscaping at a cost of $357,300. This project will consist of landscaping Allen Heights Drive from Main to Bethany and Greenville Avenue from Chaparral to Exchange. 2. Preservation of Neighborhood Integrity at a cost of $200,000. This project proposes to improve neighborhood cohesiveness through aesthetic and physical improvements to the neighborhood. 3. St. Mary Drive Construction at a cost of $220,000. This project will improve and widen St. Mary Drive. 4. Historic Village Land Acquisition at a cost of $150,000. This project will purchase two parcels, the Wood and Jones Tracts, allowing the City to improve St. Mary's Drive and establish the Allen Historic Village. 5. Collector Sidewalk Program at a cost of $50,000. This project will continue the annual sidewalk construction program. Brian Bristow and Tim Dentler presented several proposals from the Parks and Recreation Department and fielded questions from the Board. 1. 28-Passenger, Handicap-accessible Bus for Allen's Senior Citizen and Youth After School Program at a cost of $95,000. This project will purchase an ADA-compliant vehicle to provide transportation for additional senior citizens programs and as a backup for the Youth After School Program. 2. Celebration Park Sports Lighting at a cost of $250,000. This project will provide lighting for the baseball fields and five soccer fields enabling extended nighttime availability of the fields and increased revenue from league usage. 3. Celebration Park Phase II at a cost of $2,500,000. This project will plan, design and implement Phase B of Celebration Park. Phase II will construct two 200' baseball fields, a baseball restroom and concessions facility, parking for 200 vehicles, park graphics and signage, and additional tree planting and landscaping. 4. Trails Development at a cost of $270,000. This project will continue the growth of the Allen trail system, including trail and pedestrian bridge construction as well as design and study necessary for specific projects. 5. Hillside Ball Fields Redevelopment at a cost of $1,500.000. This project will redesign the park, providing for reconstructed baseball fields with lighting, picnic pavilion, a trail, restrooms, playground, sport court(s) and concrete surfaced puking. 6. Dayspring Nature Preserve Development at a cost of $450,000. This project is to design and develop the Dayspring Nature Preserve. The project will include replacement or restoration of existing pavilion, limited paved access for park maintenance vehicles, utilities including security lighting, and storage structures for day use recreation program and maintenance equipment. PAGE ALLEN CDC MINUTES June 16, 2003 7 Allenwood Park Development at a cost of between $350,000-$500,000 (subject to appraisal). This project consists of acquisition of approximately 3 acres of land for the development of a neighborhood park in one of Allen's underserved neighborhoods. 8. Jupiter Park Protective Barrier and Screening at a cost of $150,000. This project will be for the design and construction of a landscape barrier and screen to reduce the potential for accidents that could result from wayward automobiles, athletes or balls. 8. DISCUSS C.D.C. STRATEGIC PLAN FORMAT After some discussion, the Board decided to table this item. 9. OTHER BUSINESS A. Revenue Report There were no questions on the Revenue Report. B. Balance Sheet There were no questions on the Balance Sheet C. Current Project Status Report There were no questions on the Status Report. D. Items of Interest to the Board • Collins Square Greenbelt Update Matt McComb updated the Board on a park design for the Collins Square Greenbelt area. • Civic Organization Monument Sign Design Update Matt McComb presented the Board with an updated monument sign. • Previous Presented Projects Follow-up Mr. Vargas updated the Board on staffs discussions with Allen ISD regarding the land on the corner of McDermott Drive at Cedar Drive. • Letters from Family Literacy Students Letters from the Literacy Students were circulated for the Board to read. • Legislative Update Regarding 4B Mr. Vargas updated the Board regarding the outcome of several legislative bills. • Calendar: ➢ City Council Calendar PAGES ALLEN CDC MINUTES June 16, 2003 r Allen USA Spectacular at Celebration Park, Saturday, June 28, 2003, starting at 4 p.m. r Next Regular Meeting July 21, 2003, at 7:00 p.m. in the Allen City Hall Council Conference Room located at 305 Century Parkway. 10. ADJOURN There being no further business, the Board made the following motion: MOTION: Motion by Sue Johnson to adjourn the meeting. Debbie Stout seconded. The motion carried 4 for, and 0 against. The meeting was adjourned at 9:38 p.m. These minutes read and approved this 17th of July, 2003. Lonnie s, PAD Barbara Peavy, SECRETARY v Amended By -Laws Adopted by City Coi ncd April 22, 2003 BY-LAWS ALLEN COMMUNITY DEVELOPMENT CORPORATION BOARD OF DIRECTORS ARTICLE I AUTHORITY AND POWERS Section 1. Authority' As authorized by the Articles of Incorporation issued by the State of Texas for the Allen Community Development Corporation (a.k.a. the Allen C.D.C.), and in accordance with the provisions of Section 4B of the Development Corporation Act of 1979, Tex. Rev Civ Stat. Ann. Art. 5190.6, as amended ("the Act'), this body shall be known as the Allen C.D.0 Board of Directors ("the Board"). Section 2. Powers: The Allen C.D.C. has the purpose of studying and funding all permissible projects prescribed in the Act, including any improvements or facilities that arerelated to any permissible projects and any other project that is not prohibited bylaw The Act vests all powers of the Allen C.D.C. in the Board. The Board has all of the rights, powers, privileges, authority, and functions given by the general laws of Texas to non- profit corporations by the Texas Nonprofit Corporation Act, Tex. Rev Civ Stat Ann. Art. 1396-1.01 et seq., and the additional powers as provided in the Act. ARTICLE II ORGANIZATION Section 1. Membership: The Board shall comprise the number of members established by the Articles of Incorporation. Directors shall hold office for staggered terms of two (2) years or until their successors have been appointed, unless sooner removed or resigned. Four (4) of the initial Directors shall be appointed for one (1) year terms in order to achieve staggered terms across the membership of the Board. Each Director, including the initial Directors, shall be eligible for reappointment. Directors are removable by the City Council at will and, subsequent to the initial term, must be appointed for a term of two (2) years, or until his/her successor is appointed. If any Director who is appointed as a member of the City Council director ceases to be a member of the City Council, such event shall constitute an automatic resignation as a Director and such vacancy shall be filled in the same manner as for other vacancies. Any vacancy occurring on the Board of Directors through death, resignation or otherwise shall be filled by appointment by the City Council to hold office until the expiration of the term of the vacating member. The Directors shall serve as such without compensation except that they shall be reimbursed for their actual expenses incurred in the performance of their duties as Directors. Section 2. Attendance: Absence from three (3) consecutive meetings without formal consent of the Board shall be deemed to constitute the retirement of that member and shall be certified by the President to the City Council. Section 3. Officers: (a) Election: The Board shall select annually from its members a President, Vice - President, and Secretary Election of Officers shall be held at the regular meeting in October, or at the first meeting following the regular annual appointment by the City Council. (b) Duties of President: The President shall preside over meetings and shall be entitled to vote upon each issue. In addition, the President may recommend the establishment of ad hoc committees and appoint members there to call special meetings; shall make reports, or delegate another member or members to make reports, to the City Council on behalf of the Board as needed; and shall perform such other duties as usually pertains to his office or as may be enjoined upon him or her by the Board. (c) Duties of Vice -President: In the absence of the President the Vice -President shall assume all the duties of the President. (d) Duties of Secretarv: The Secretary shall keep the minutes of all meetings, and in the Secretary's absence, the President shall designate another member to act as Secretary. The Secretary shall read once a year, at the first regular meeting following the appointment of Officers, the Articles of Incorporation. The Secretary may accept the assistance of City personnel in taking the transcription of the minutes, when available, but shall sign same officially before presenting same to the Board for approval. Section 4: Ex -officio Members: The City Manager, the Assistant City Manager and the Director of Parks and Recreation shall be ex -officio members of the Board, with the responsibility to participate in discussions but without the right to vote. Such members, as staff support, shall: be responsible for the administration of the affairs of the Board, prepare the agenda and notify Board Members of all meetings, post notification of meetings in accordance with the Open Meetings Law of the State of Texas, maintain proceedings of all Board meetings in a permanently bound meeting book on file at City Hall, keep Board members informed on all projects and activities that are funded by the Allen C.D.C., furnish copies of all pertinent documents to each Board member for each meeting, and make regular reports concerning relevant activities at Board meetings. Allen C.D.C. Board of Directors By-laws -- Page 2 Section 5: Committees: (a) Ex -officio Members: The President of the Board, the Assistant City Manager and Director of Parks & Recreation shall be ex -officio members of all standing committees of the Board, and may attend all meetings and as such shall be notified of all committee meetings. (b) Ad Hoc Committees: The Board may, as the need arises, authorize the appointment of ad hoc committees. The President shall appoint the members of the ad hoc committees subject to the approval of the Board. Any committee so created shall cease to exist upon the accomplishment of the special purpose for which it was created or when abolished by a majority vote of the Board. (c) Advisory Committee: Qualified voting citizens maybe asked to serve in an advisory capacity on ad hoc committees appointed by the Board, subject to the approval of the City Council. ARTICLE III MEETINGS AND PROCEDURES Section 1. Meetings: I(a) Meetings shall be conducted according to the Open Meetings Act of the State of Texas. (b)Quorum: A majority of the members of the Board, exclusive of the ex -officio members, shall constitute a quorum. (c) Regular Meetings: The Board shall meet on the third Monday of each month in a public place with public notices as prescribed by law (d) Special Meetings: Special meetings may be called by the President or by written request sent to the President or Vice -President by three (3) members of the Board. Section 2: Procedures: (a) Agenda: The Agenda shall be prepared by staff support after consulting with the Board President. The Agenda shall be listed by topics of subjects to be considered by the Board and mailed or hand -delivered three (3) days prior to the regular meeting. (b) Agenda Deadline: Any person including Board members desiring to present a subject for the Board's consideration shall advise the staff support in writing no later than noon 12:00 p.m., on the Monday preceding the Monday meeting at which time the subject is to be considered. Allen C.D.C. Board of Directors By-laws -- Page 3 u (c) Order of Business: The Agenda for each meeting shall contain the Order of Business. For change in the Order of Business, a majority vote of the members of the Board shall be required. (d) Emergency Business: Action on any new matter of business not specified on the Agenda shall be postponed until the next regular Board meeting unless it shall be declared an emergency by majority vote of the directors present and the notice requirements of the Open Meetings Act have been satisfied; then immediate action shall be taken only upon affirmative vote of a majority of members of the Board. (e) Postponement of Action: Any Board member may request that action of any business shall be held over until the next regular meeting. With a majority vote, request shall be binding on the Board. (f) Oral presentation by City Staff: Matters requiring the Board's attention or action which have developed since the deadline for delivery of written communication to the Board, may, upon approval of the Board, be presented orally by the City Manager, Assistant City Manager or the Director of Parks and Recreation. ARTICLE IV VOTING Section 1. Voting Method: Voting shall be done orally and by members present only. Section 2. Voting Required: No member shall be excused from voting except on matters involving the consideration of his own official conduct or where his financial interests are involved, or unless excused by the Board for other valid reasons by a majority vote. Any member refusing to vote shall be entered on the record as voting nay. Section 3. Tie Vote: In the event of a tie in voting on any motion, the motion shall be tabled until the next scheduled meeting. Section 4. Maiority Vote Required: Approval ofeverymotion shall require the affirmative vote of a majority of members of the Board present. Section 5 Recording of Votes: The ayes and nays shall be taken upon voting of all motions and entered upon the official record of the Board. Section 6. Unless otherwise stated herein, Robert's Rules of Order shall govern all deliberations of the Board. Allen C.D.C. Board of Directors By-laws -- Page 4 I n ARTICLE V BY-LAWS Section 1. Suspension of Rules: Any provisions of these by-laws not governed by the Charter or Ordinance of the City of Allen may be temporarily suspended by an affirmative vote of a majority of the members of the Board present. Section 2. Amendment: These by-laws may be amended or new by-laws adopted, by an affirmative vote of six or more members, provided the proposed amendments or new by-laws shall have been introduced into the record at a prior meeting. Allen C.D.C. Board of Directors By-laws -- Page 5 RESOLUTION NO. 94 -CDC -03 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE ALLEN COMMUNITY DEVELOPMENT CORPORATION, COLLIN COUNTY, TEXAS, AMENDING THE BYLAWS; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Allen City Council adopted Ordinance No. 2155-4-03 eliminating term limits for the Board of Directors of the Allen Community Development Corporation; and WHEREAS, at a regularly scheduled meeting of the Board of Directors of the Allen Community Development Corporation, with a quorum of said Board in attendance, it was agreed that Article II, Section I of the Bylaws be amended to delete term limits; and WHEREAS, a majority of the members of the Board in attendance desires to temporarily suspend the requirement imposed by Article V, Section 2 of the Bylaws that a proposed amendment to the Bylaws be introduced in the record at a prior meeting, RESOLVED, that Article II, Section 1 of the Bylaws of the Allen Community Development Corporation be amended to read as follows: "ARTICLE II ORGANIZATION Section 1. Membership: The Board shall comprise the number of members established by the Articles of Incorporation. Directors shall hold office for staggered terms of two (2) years or until their successors have been appointed, unless sooner removed or resigned. Four (4) of the initial Directors shall be appointed for one (1) year terms in order to achieve staggered terms across the membership of the Board. Each Director, including the initial Directors, shall be eligible for reappointment. Directors are removed by the City Council at will and, subsequent to the initial term, must be appointed for a term of two (2) years, or until his/her successor is appointed. If any Director who is appointed as a member of the City Council Director ceases to be a member of the City Council, such event shall constitute an automatic resignation as a Director and such vacancy shall be filled in the same manner as for other vacancies. Any vacancy occurring on the Board of Directors through death, resignation or otherwise shall be filled by appointment by the City Council to hold office until the expiration of the term by the vacating member. The Directors shall serve as such without compensation except that they shall be reimbursed for their actual expenses incurred in the performance of their duties as Directors." BE IT FURTHER RESOLVED that Article V, Section 2 be temporarily suspended so that the proposed amendment to the Bylaws set forth above may be adopted without having previously been introduced into the record at a prior meeting. 7 DULY PASSED BY THE BOARD OF DIRECTORS OF THE ALLEN COMMUNITY DEVELOPMENT CORPORATION, COLLIN COUNTY, TEXAS, ON THE 16th DAY OF NNE, 2003. APPROVED: Lonnie Thomas, PRESIDENT ATTEST: §Lweuc— Barbara Peavy, SECRETARY Resolution No. 94 -CDC -03 Page 2