Min - City Council - 1983 - 04/21 - RegularA
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ALLEN CITY COUNCIL
REGULAR SESSION
APRIL 21, 1983
Present•
Mickey Pierson, Mayor
Council Members•
Joe Farmer, Mayor Pro Tem
Jim McClure
Rex Womack
Don Rodenbaugh
Ward Paxton
Dennis Offutt
City Staff:
Jon McCarty, City Manager
Marty Hendrix, City Secretary
Executive Session
In accordance with Article 6252-17 (Open Meetings Law),
V.A.T.C.S., Sections 2(f) and 2(g), the Allen City Council con-
vened into Executive Session at 7:00 p.m. in the Conference Room
of the Allen Municipal Annex, 1 Butler Circle, on Thursday,
April 21, 1983, to discuss matters pertaining to personnel and
property.
The Executive Session was adjourned at 7:29 p.m.
The regular session of the Allen City Council was called to
order by Mayor Pierson at 7:32 p.m. on Thursday, April 21, 1983,
in the Council Chambers of the Allen Municipal Annex, 1 Butler
Circle.
Plaque -of -Appreciation to
Councilman H. R. Daugherty
Mayor Pierson presented a plaque -of -appreciation to out-
going Councilman H. R. Daugherty, Place No. 3, for his dedicated
service to the City of Allen for the period of April, 1978 to
April, 1983.
CONSENT AGENDA
(Agenda Item II)
MOTION: Upon a motion made by Councilman Rodenbaugh and seconded
by Mayor Pro Tem Farmer, the Council voted 7 - 0 to
approve and adopt all items on the Consent Agenda as
recommended and as follows:
A. Approval of April 7, 1983 City Council Minutes -
Regular Session
B. Authorization to city staff to pay bills associated
with the 1979 - 1982 Captial Improvements Program
as follows:
1. Waller -Spears, Inc. $ 10,787.40
Contract No. FS 8023 - Construction
of Service Center/City Hall Annex -
Payment No. 11
2. Austin Paving Company $ 72,349.15
Contract No. 800705R - Construction
of Bethany Road, Pebblebrook Drive
and Butler Drive - Payment No. 16 -
Final Payment
ALLEN CITY COUNCIL
April 21, 1983
Page 2
CONSENT AGENDA (cont'd) (Agenda Item II)
3. Lone Star Fence $ 4,740.00
Hillside Park Softball Fields
Improvement - Fencing for back-
stops
4. Barton Graphics, Inc. $ 973.61
Contract No. FS 8023 - Con- 59.26
struction of Service Center/
City Hall Annex - Graphics
for Interior of Building
5. Turner Duncan & Associates $ 1,035.00
Contract No. FS 8023 - Con-
struction of Service Center/
City Hall Annex - Furniture
Specifications and Development
of Bid Package
The motion carried.
End of Consent Agenda
Appointment to Fill Unexpired
Term as Alternate No. 2 on
the Zoning Board of Adjustment (Agenda Item III)
Mayor Pierson opened the floor for nominations to fill the
unexpired term of office for Alternate No. 2 on the Zoning Board
of Adjustment, created by the resignation of Rex Womack.
Councilman McClure nominated George Chrisman.
MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded
by Councilman Offutt, the Council voted 7 - 0 that
George Chrisman be appointed to Alternate No. 2 on the
Zoning Board of Adjustment by acclamation. The motion
carried.
Mayor Pierson advised that George Chrisman had been appointed
to fill the unexpired term of office for Alternate No. 2 on the
Zoning Board of Adjustment, with his term of office to expire in
September of 1984.
Resolution No. 435-4-83(R): A
Resolution of the City Council
of the City of Allen, Collin
County, Texas, Expressing Support
for the Propositions Included in
the Collin County Bond Program
to be Placed Before the Voters
of Collin County on May 7, 1983. (Agenda Item IV)
Mayor Pierson advised of the organization of the Progress
and Evaluation Committee that determined that a bond program was
needed for Collin County and the proposed projects for that bond
program; the request from the Commissioners' Court for the city's
support of the bond program; and the proposed resolution showing
that support.
City Manager McCarty advised the Council that the proposed
resolution had been prepared for the Council's review expressing
the support for the propositions included in the Collin County Bond
Program to be placed before the voters on May 7, 1983.
MOTION: Upon a motion made by Councilman Womack and seconded by
Councilman Rodenbaugh, the Council voted 7 - 0 to adopt
Resolution No. 435-4-83(R) as captioned above. The
motion carried.
ALLEN CITY COUNCIL
April 21, 1983
Page 3
Approval of Recommendations
from the Planning & Zoning
Commission Concerning a
Central Business Zoning District (Agenda Item V)
Councilman Don Rodenbaugh advised the Council of his meeting
with the Planning and Zoning Commission on April 14, 1983 regarding
the work to be done to establish a central business zoning district.
The Planning and Zoning Commission had recommended, at their
regular meeting of March 24, 1983, the approval of the "statement
of need" and the general procedure to establish a central business
zoning district. The general procedure included the establishing
of a base committee, which is comprised of two representatives
of the City Council and two representatives of the Planning and
Zoning Commission, which would in turn select residents to serve
on central business zoning district subcommittees that would serve
as study groups.
Mr. Rodenbaugh advised that after their discussions on these
recommendations, and the feedback from the City Council from their
last meeting, they all determined that the planning of a central
business zoning district should be broken down into two phases.
The first phase would include the committee composed of the two
Planning and Zoning Commission members and the two Council members.
This committee would (1) establish perimeters for the central
business district, (2) determine the use regulations for the central
business district and, (3) determine allowable uses under the specific
use permit schedule for the central business district. Phase II
of the work of the Central Business District Committee would be to
develop a design for the ultimate central business district zone
for consideration by the Planning and Zoning Commission and the City
Council.
Mayor Pierson advised the Council of his meeting with the
Main Street Study Committee at their regular meeting of April 12,
1983, and his review with the committee on the needs to establish
a central business zoning district and his discussions with them
for expanding the scope of their studies to include the feasibility
for off-street parking in that area.
Mr. Rodenbaugh advised the Council of the appointment of
the base committee, being two representatives of the Council
and two representatives of the Planning and Zoning Commission.
Mr. Rodenbaugh then explained how the base committee would function
and made appointments to the subcommittees that would serve as
study groups on various aspects of the central business zoning
district. All of the subcommittees' work would be compiled by the
base committee and recommendations would be made by the base com-
mittee to the Planning and Zoning Commission and the City Council.
The Council briefly discussed the time duration for the first
phase, the appointment of the base committee and how they are to
function, and maintaining the representatives from Council to serve.
MOTION: Upon a motion made by Councilman McClure and seconded by
Councilman Womack, the Council voted 7 - 0 to approve
the procedures for the establishing of a central business
zoning district, in accordance with the recommendations
of the Planning & Zoning Commission; and the appointment
of Councilman Don Rodenbaugh and Mayor Pro Tem Joe Farmer
as the Council's representatives to serve on the base
committee. The motion carried.
ALLEN CITY COUNCIL
April 21, 1983 Page 4
Award of Bid on Modular Office
Furniture for Allen Municipal
(Agenda Item VI)
Ernie Hoback, Director of Public Works, presented to and
spoke before the Council on the receipt of bids and the tabu-
lations of the bids for the modular office furniture for the
new Allen Municipal Annex.
Mr. Hoback presented to the Council the proposed layout of
the modular office furniture and a brochure showing the type of
modular office furniture proposed. Mr. Hoback provided back-
ground information on the budget approval and the authorization
to seek bids and explained the placement of the modular units
and the construction of the units.
Mr. Hoback reviewed with the Council the bid tabulation
sheet showing the three bids received and advised that the low
bid had come in under the proposed budget.
Mr. Hoback advised that it was the city staff's recommendation
that the bid be awarded to the low bidder, being Wilhide, Inc.,
to include the secretarial chairs and task lighting alternates,
in the amount of $15,663.50.
The Council discussed with city staff the interior design
of the overhead storage units; the difference in the alternate
bid between Wilhide and MBI, Inc.; and the difference in the
receptionist units that were bid.
MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded
by Councilman McClure, the Council voted 7 - 0 to award
the bid to Wilhide, Inc., in the amount of $15,663.50,
to include the alternates of the secretarial chairs and
task lighting, in accordance with the city staff's recom-
mendations. The motion carried.
Mayor Pierson advised the Council that due to the fact that
the modular furniture bid had been under budget, including the
consultant fee, there existed a remainder of funds in the amount
of approximately $4,100.
Mayor Pierson recommended to the City Council that this
remainder of funds be used by the city staff to purchase a re-
frigerator and microwave oven, tables and chairs for the
lunchroom/training room in the new facilities.
The City Council briefly discussed the use of the excess
funds and recommended that the city staff review the needs of
the new facility and decide on the priorities for expenditure
of the excess funds.
MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded
by Councilman Offutt, the Council voted 7 - 0 to recom-
mend that the balance of the budget funds for interior
furnishings be used by the city staff to further enchance
the new Allen Municipal Annex facility according to
the city staff's recommendations. The motion carried.
Mayor Pierson recessed the regular session of the Allen
City Council at 8:10 p.m. The meeting reconvened at 8:25 p.m.
ALLEN CITY COUNCIL
April 21, 1983
Page 5
Logo Committee Report (Agenda Item VII)
City Manager Jon McCarty provided information on the
establishing of the logo committee, members of the logo committee,
and their work of determining the criteria, deadlines, and adver-
tising for the submission of logo designs for the City of Allen.
Mr. McCarty also provided information on the research by
the committee on the history behind the existing emblem used by
the city and numerous other businesses and organizations in the
city.
Mr. McCarty presented to the City Council some of the logo
designs submitted by the 13 interested individuals and advised
that 27 designs had been received for review by the logo committee.
City Manager McCarty then presented the design selected by
the logo committee which was created by Bonnie Garritson. The
design was symbolistic of the State of Texas flag, with the star
resembling an "A", with two large red striped sections on the
right side and with the City of Allen written at the bottom.
There was considerable discussion among the City Council
on the input received to maintain the use of the existing emblem,
not making a decision on a logo until the community has seen the
new proposed logo design, the use of the existing emblem by various
organizations and businesses, and showinq the two designs in the
city's newsletter and receiving input on the preferred design.
MOTION: Upon a motion made by Councilman McClure and seconded
by Councilman Offutt, the Council voted six (6) for and
one (1) opposed, with Councilman Paxton casting the
negative vote, to place the new proposed logo design
and the existing emblem in the city's newsletter, "municipal
Messenger", with input on the desired design to be directed
to the City Council, and the determination of a logo
design to be determined by the City Council at their
regular meeting to be held on June 16, 1983. The motion
carried.
Authorize Financing for West
Side Utilities to Serve
Manufacturers' Outlet Mall
Development (Agenda Item VIII)
City Manager Jon McCarty spoke before the Council on the
financing of the west side water and sewer lines to be constructed
by Belz Investment Company, Inc., to service their proposed deve-
lopment of the Manufacturers' Outlet Mall, located at the inter-
section of S.H. 121 and U. S. 75.
Mr. McCarty advised the Council that a letter had been
received from Belz Investment Company, Inc., proposing that a
loan would be secured from Westinghouse Credit Corporation to
finance the construction of the west side utilities and Belz
had requested that the Allen City Council concur with the terms
of this proposed loan agreement.
There was considerable discussion by the City Council on
the need to establish a ceiling if a floor had been established,
the city not being involved in the financing by a developer,
the city not having to pay carry over charges if the loan is
not paid back in the six year timeframe, and the city not agreeing
to an open ended agreement on financing of this project.
Mayor Pro Tem Farmer presented for the Council's review the
agreement entered into between the City of Allen and Belz Invest-
ment Company, Inc., on February 14, 1983 regarding this development
and the payback by the city for the utilities.
ALLEN CITY COUNCIL
April 21, 1983
Authorize Financing for West
Side Utilities to Serve
Manufacturers' Outlet Mall
Development (continued)
Page 6
(Agenda Item VIII)
The Council continued discussion on maintaining a timeframe
of six years for payback of the loan and re -emphasis on the fact
r that the city did not want to pay the additional carry after the
v six year period, the fact that the city did not have a firm figure
to work with on this proposed loan, the city using the sales tax
revenues and pro rata agreement to pay the developer for the
utilities, and the 12'h8 interest rate for the first three years
of this loan.
Mayor Pierson read from the agreement the facts regarding
the city's payment to the developer for the utilities and the
way it was to be done.
The Council continued discussion on the financial proposal
and emphasized the fact that these utilities cannot be used as
collateral by Belz Investment Company, Inc., as indicated in the
letter from their financial officer.
It was the consensus of the City Council that the City
Manager convey the discussions by the City Council to Selz
Investment Company, Inc.
This item was received as a matter of information. There
was no action taken on this item.
Resolution No. 436-4-83(R): A
Resolution of the City council
of the City of Allen, Collin
County, Texas, Authorizing an
Adjustment to the 1982 Tax Roll
and a Refund Issued for Overpayment
of 1982 Taxes. (Agenda Item IX)
Mayor Pierson advised the Council of the proposed resolution
authorizing an adjustment to the 1982 tax roll.
MOTION: Upon a motion made by Councilman McClure and seconded
by Mayor Pro Tem Farmer, the Council voted 7 - 0 to
adopt Resolution No. 436-4-83(R) as captioned above.
The motion carried.
Mayor Pierson recessed the regular session of the Allen City
Council at 10:01 p.m. The meeting reconvened at 10:12 p.m.
Quarterly Financial Statements (Agenda Item X -A)
Linda Midtling, Finance Director, presented to and spoke
before the City Council on the quarterly financial statements
for the City of Allen for the period ending March 31, 1983.
Ms. Midtling reviewed each of the statements with the
City Council as follows:
Income Statements of General & Utility Funds
Income Statement for Utility Fund Divided into
Separate Entities
Revenues
Departmental Expenditures
Departmental Expenditures Compared to Budget
Total Budget Percentages by Department
Percentage to Fund Budget by Revenue Category
Percentages to Total Budget by Expenditure
Categories
Financial Leverage Analysis
The first four statements were provided with comparisons of
the same figures shown for the same quarter in 1982.
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ALLEN CITY COUNCIL
April 21, 1983 Page 7
Quarterly Financial Statements (cont'd) (Agenda Item X -A)
The City Council discussed with Ms. Midtling the figures
shown for ambulance fee collections and a need to clarify those
figures since the fee had been raised in October, the need to
provide information showing the depreciation for captial outlay
of equipment, a request to provide a chart showing bond coverage
ratio on a monthly basis for the water and sewer funds, and also
providing information showing percentages of revenues received
as compared to budget and compared to figures from last year.
This item was received as a matter of information. There
was no action taken on this item.
Acceptance of the Annual Audit
for Fiscal Year October 1, 1981
thru September 30, 1982 as pre-
pared by Ross & Kerby Inc. (Agenda Item X -B)
Linda Midtling, Finance Director, presented to and spoke
before the Council on the Annual Audit for the fiscal year
October 1, 1981 thru September 30, 1982 as prepared by Ross
and Kerby, Inc.
Ms. Midtling reviewed each page of the audit report
and answered questions posed by the City Council.
MOTION: Upon a motion made by Councilman Paxton and seconded
by Councilman Rodenbaugh, the Council voted 7 - 0 to
accept the Annual Audit for the fiscal year October 1,
1981 thru September 30, 1982 as prepared by Ross and
Kerby, Inc. The motion carried.
Designation of Official NCTCOG
Voting Representative
(Agenda Item XI -A)
Mayor Pierson advised the Council that it was time again
to appoint a voting representative to the North Central Texas
Council of Governments.
MOTION: Upon a motion made by Councilman Womack and seconded
by Councilman McClure, the Council voted 7 - 0 to
reappoint Mayor Pierson as the voting representative
to NCTCOG. The motion carried.
Committee of the Future
Report from NCTCOG
(Agenda Item XI -B)
City Manager Jon McCarty advised the Council of the work
done by the Committee of Future for the North Central Texas
Council of Governments and the proposed plans for the
future.
This item was received as a matter of information. There
was no action taken on this item.
The Council briefly discussed input to the State Legislature
on the proposed bills coming before them during this session and
city staff advised that they would be bringing forth a report
on this at the next Council meeting. Councilman Womack requested
that TML be notified of his election to the City Council in order
to receive copies of the proposed bills in the legislature.
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ALLEN CITY COUNCIL
April 21, 1983
Page 8
Police Report - March, 1983 &
Quarterly Report for 1st Quarter (Agenda Item XII -A)
Police Chief Richard Carroll presented and spoke before the
Council on the Consolidated Summary of Activities for the Allen
Police Department for the Month of March, 1983 and also provided
a quarterly report for the lst quarter of 1983 with a comparison
to the 1st quarter for 1982.
The Council briefly discussed various aspects of the report
with Chief Carroll.
This item was received as a matter of information. There
was no action taken on this item.
Report of Council Actions Required
to Accommodate Scheduling for the
Council Chambers for the Parks &
Recreation Board Meetings (Agenda Item XII -B)
City Manager Jon McCarty advised the Council of the scheduling
of all city's boards and commissions' meetings to be held in the
new Council Chambers and the conflict arising on the meeting night
for the Parks and Recreation Board and the Planning and Zoning
Commission.
Mr. McCarty advised that there would be brought forth a
recommendation to change the meeting night of the Parks and
Recreation Board in order that they can also meet at the new
facilities. This action needs to be taken in order that the
ordinance establishing their meeting night can be amended.
l This item was received as a matter of information. There
was no action taken on this item.
Adjournment
MOTION: Upon a motion made by Mayor Pro Tem Farmer and seconded
by Councilman McClure, the Council voted 7 - 0 to adjourn
the regular session of the Allen City Council into
Executive Session at 11:31 p.m. The motion carried.
Executive Session
In accordance with Article 6252-17 (Open Meetings Law),
V.A.T.C.S., Sections 2(f) and 2(g), the Allen City Council
convened into Executive Session at 11:35 p.m. to discuss matters
pertaining to personnel and property. The Executive Session was
adjourned at 1:05 a.m. on Friday, April 22, 1983.
These minutes approved on the 5th day of May
1983.
M. B. Pierson, MAYOR
Marty Hendrix, CITY SECRETARY