Min - City Council - 1988 - 05/05 - RegularALLEN CITY COUNCIL
REGULAR SESSION
MAY 5, 1988
Present-
Joe Farmer, Mayor
Council Members:
Rex Womack
Jerry Wilson, Mayor Pro Tem
Bobby Glass
Jim Wolfe
Jim Pendleton (arrived at 6:52 p.m.)
Absent:
Jack Pennington
City Staff-
Jon McCarty, City Manager
Marty Hendrix, 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 6:50 p.m. on
Thursday, May 5, 1988, in the Conference Room of the Allen Municipal
Annex, One Butler Circle, Allen, Texas. Other city staff in attendance was
IL Richard Carroll, Chief of Police.
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 needed on any of the items.
Mayor Farmer advised that Agenda Item VI was the presentation of the
plaque -of -appreciation to Gary Edstrom, former member of the Parks and
Recreation Board. He advised that the City Secretary had requested that this
item be placed on the agenda again as Mr. Edstrom had not been notified to
attend the last meeting.
Mayor Farmer reviewed Agenda Item VII on the request for a digital
display sign on an existing Class 6 Freeway Sign located on the Turrentine-
Jackson-Morrow property. There was no discussion on this agenda item.
Mayor Farmer reviewed Agenda Item VIII regarding the approval of
specifications and authorization to solicit bids for furniture for the Police and
Courts Building. There was discussion by the Council on if this was a routine
bid, what the proposed budget figure was for the furnishings and equipment,
and if the funds were not sufficient to purchase all of the furnishings for the
building at this time, had the city staff considered a lease/purchase arrange-
ment. There was further discussion on using a lease/ purchase arrangement on
the furnishings and perhaps the use of it as a backup plan. There was
further review of the bid alternates. Police Chief Richard Carroll spoke
before the Council on the two bid alternates. One alternate was for the
secretarial unit to be located in the police administrative offices and the
other alternate was unit pricing of the chairs in the lobby area.
Mayor Farmer reviewed Agenda Item IX regarding the selection of an
independent consultant to develop a telecommunications plan for the municipal
complex site. Councilman Jim Wolfe discussed with the Council and the city
ALLEN CITY COUNCIL
REGULAR SESSION
MAY 5, 1988
WORKSHOP SESSION - 6:45 P.M.
Page 2
Discussion of Consent Agenda
and Regular Agenda Items (cont'd) (Agenda Item II)
staff if the Council would take action for the authorization to go forward
with the Request for Proposal (RFP), with the stipulation that the Telephone
Subcommittee work with the city staff on the format for the RFP and to do
some additional wording revisions. Mr. Wolfe advised that the Telephone
Subcommittee would be meeting either before or after the workshop session
on the water and sewer rates to be held on Monday, May 9, 1988. In
discussion by the Council, it was suggested that qualifications of the
consultant also be included in the RFP. Mayor Pro Tem Wilson provided the
city staff with a list of several consultants that do this type of work to be
included in the RFP mailing. There was further discussion by the Council on
this item regarding the amount of funds that had been indicated for the work
and if it would be sufficient. It was recommended that the amount of the
study be raised to $5,000 and if the RFP's came in over that figure, then the
Council would have to review this topic again. If the cost for the study
came in at $5,000 or less then the Telephone Subcommittee would have the
authorization to go forward with the study. There was further discussion on
the timing concerns of this project, and if this project could be done in two
phases. The first phase to be the wiring of the system, and the second to be
the actual acquisition and installation of the equipment. There was also
discussion on the need for the by-pass system in this study, since the EAS
request has been approved by the PUC. Councilman Wolfe indicated that it
would not be needed. There was also discussion on the capability in the
system for future 911 service since this issue may come up during the voting
process for EAS. It was pointed out that this would be included in the
study. City Manager McCarty also advised the Council of legislation that had
been passed regarding 911 and that the Council of Governments would be
working with local cities on this project. It was also pointed out that on
future telephone bills the telephone companies would be including a surcharge
for 911 implementation.
Mayor Farmer moved on to the next agenda item, being X, consideration
of membership in the North Texas Commission. Councilman Pendleton spoke
before the Council on the meeting with the representatives of the North
Texas Commission that was attended by several Council Members. He advised
of the cost of the membership and when the fee had to be paid. He pointed
out that since the city did not have the funds in this budget year, they could
be included in the next budget year and paid at that time. He also advised
of the benefits of this membership and how it could be useful for the city's
economic development planning and implementation. There was discussion by
the Council on the benefits of this membership and their concerns.
Mayor Farmer reviewed Agenda Item XI, being the proposed changes to
the bylaws and local regulations of the Allen Industrial Development
Corporation. At the Mayor's request, City Manager McCarty explained to the
Council the need for the changes in the bylaws and regulations of the Allen
Industrial Development Corporation and why the membership of that commit-
tee would now consist of Council Members. He further advised that the
action needed by the Council on this item would be review and discussion of
the proposed bylaws and regulations, directions to the city staff on them if
any, and the appointment of two Council Members to serve on the Board of
Directors. Mr. McCarty pointed out to the Council the fact that the new
board would review and approve the new proposed bylaws and regulations and
then they would be sent to the Council for additional approval. He pointed
out that the only member left on the existing board at the present time was
Frank Dugger. The other two members were no longer able to serve in that
capacity. The Council discussed the time factor involved in this board, the
need to appoint two members of the Council to this board, and the need for
them to meet immediately to review and adopt the new proposed bylaws and
regulations. There was further discussion by the Council on if there were
certain qualifications that the board members needed to have, if any of the
Council Members were interested in serving in this capacity, and the fact
that they needed to be available within the next two weeks. After Further
ALLEN CITY COUNCIL
REGULAR SESSION
MAY 5, 1988 Page 3
WORKSHOP SESSION - 6:45 P.M.
Discussion of Consent Agenda
and Regular Agenda Items (cont'd) (Agenda Item II)
discussion, it was concluded that Council Members Bobby Glass and Rex
Womack would be appointed in this capacity.
Mayor Farmer advised that the next agenda item, XII -A, was just a
matter of information and distribution of the Parks and Recreation and
Library Summer Brochure.
Mayor Farmer asked the Council if they had any items of interest to
bring forward. City Manager McCarty advised the Council that he wanted to
review with them the location of the city's flag design to be painted on the
city's 2 MG elevated water storage tank located west of U.S. 75. Mr.
McCarty advised that the best visibility of the tank was from traveling north
on U.S. 75 and south on U.S. 75, therefore the flag design would be painted
on both of those elevations.
Councilman Wolfe asked city staff why there was a street blockade on
Pebblebrook right off of State Highway 5 and what type of work they were
doing there. He pointed out that the blockade was too close to that
intersection and asked if it could be moved back somewhat. City staff
advised they would check into it.
As it was almost time to convene the regular session of the Allen City
Council, Agenda Items III -A, "Specifications and Bids on Police/Fire Radio
Equipment"; III -B, "Allen Heights Construction Schedule"; and IV, "Items of
Interest to the Council", were passed over.
The workshop session was recessed into the regular session at 7:28 p.m.
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 7:30 p.m. on
Thursday, May 5, 1988, 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
Mayor Pro Tem Wilson, 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 April 18, 1988 - Called
- Special Workshop Session.
B. Approval of City Council Minutes of April 21, 1988 -
Regular Session.
C. Set Thursday, May 12, 1988, as the Called - Special Session
to Canvass the Returns for the May 7, 1988, City Council
Election.
D. Authorization to City Staff to Pay Bills Associated with the
1985 Capital Improvement Program as Follows:
1. Hidell Architects $1,252.45
CIP Project No. 55-001-3
Construction of Library Building
Period: Thru March 29. 1988
ALLEN CITY COUNCIL
REGULAR SESSION
MAY 5, 1988
CONSENT AGENDA
2.
3.
4.
5.
6.
7.
8.
9.
10
(c ont'd)
Helms Printing Company
Account No. 03-45030
Printing Services - Series 1988
General Obligation Bond Certif-
icates
Period: Thru April 20, 1988
Southwest Securities, Inc.
Account No. 03-45030
Financial Advisory Fee - 1988
General Obligation Bond Sale
Period: Thru April 18, 1988
TU Electric
CIP Project No. 90-002-6
Construction of 2 MG Elevated
Water Tower - Power Lines to
Facility
Period: Thru April 26, 1988
Hydrostorage, Inc.
CIP Project No. 90-002-1
Construction of 2 MG Elevated
Water Tower - Application No. 8
Period: Thru April 26, 1988
SVA Concrete
CIP Project No. 50-004-2
Construction of Story Park -
Irrigation Construction
Period: Thru May 20, 1988
AMFAC Distribution
CIP Project No. 50-004-2
Construction of Story Park -
Meter Tap
Period: Thru April 13, 1988
SWA Group
CIP Project No. 75-002-2
Construction of Main Street -
Phases II & III - Professional
Services for Landscaping Design
and Reimbursable Expenses
Period: 3/1/88 - 3/31/88
Reynolds Asphalt & Construction
CIP Project No. 75-001-6
Construction of Main Street -
Phase I - Construction of Railroad
Crossing on Main Street
Period: Thru April 13, 1988
Gohmann Asphalt & Construction
CIP Project No. 75-001-6
Construction of Main Street -
Phase I - Construction of Railroad
Crossing on Main Street - Asphalt
Materials
Period: Thra April 6, 1988
Page 4
(Agenda Item V)
$665.00
$18,191.25
$991.00
$70,936.52
$15,875.50
$74.25
$504.48
$424.62
$358.38
ALLEN CITY COUNCIL
REGULAR SESSION
MAY 5, 1988
Page 5
CONSENT AGENDA (cont'd) (Agenda Item V)
11. Professional Service Industries $684.00
CIP Project No. 40-001-2
Construction of Police and Courts
Building - Testing, Inspection
Period: Thru April 11, 1988
E. Approval of an Amendment to the Budget for the Enhance-
ment Study of Property Adjacent to the Main Street Phase
II and III Project and Authorization to the City Manager to
Enter into a Contract with Metro Appraisal Service, Inc., in
the Amount of $17,000.
The motion carried.
End of Consent Agenda
Presentation of a Plaque -of -Apprec-
iation to Gary Edstrom for Service
on the Parks and Recreation Board (Agenda Item VI)
Mayor Farmer passed over this agenda item as Mr. Edstrom was not
present at this time.
Approval of a Request for a Digital
Display Sign on Existing Class 6
Freeway Sign Located on the
Turrentine-Jackson-Morrow Property (Agenda Item VII)
Mayor Farmer advised the Council that this request was for a digital
display sign on an existing Class 6 Freeway Sign to be located at the
Ridgeview Memorial Park, located on the west side of U.S. 75. The digital
sign would be a clock with the advertising for the Wysong Emergency Center
on it. There was no representative present at this meeting to speak on this
request. Bill Petty, Director of Community Development, advised that this
sign met all of the requirements of the sign ordinance and that it is before
the Council for approval based upon the requirements of the sign ordinance.
At this time, Mr. Mike Gentille, 1325 Rocky Creek, sitting in the
audience, asked why the city needed this sign. Mayor Farmer explained to
Mr. Gentille the request and that the property owner where the sign is
located had requested the sign, not the city.
MOTION: Upon a motion made by Councilman Pendleton and seconded by
Councilman Glass, the Council voted six (6) for and none (0)
opposed to approve the request for the digital display sign on the
existing Class 6 Freeway Sign located on the Turrentine-Jackson-
Morrow property, also known as the Ridgeview Memorial Park
site. The motion carried.
Approval of Specifications and Author-
ization to Solicit Bids for Furniture
for the Police and Courts Building (Agenda Item VIII)
Police Chief Richard Carroll spoke before the Council on the specifica-
tions and the request to solicit bids for the interior furnishings and equip-
ment for the new police and courts building. Chief Carroll explained to the
Council that there were two items being offered as alternates in this bid. He
explained that those items were the secretarial unit in the police administra-
tion office area, and an individual bid price on the chairs to be located in
the lobby area.
Chief Carroll advised the Council that the advisory committee had
worked on the furnishing selections for the specifications. It was the city
ALLEN CITY COUNCIL
REGULAR SESSION
MAY 5, 1988
Page 6
Approval of Specffieations and Author-
ization to Solicit Bids for Furniture
for the Police and Courts Building (cont'd) (Agenda Item VIII)
staff's recommendation that the specifications be approved as presented and
t to authorize the solicitation of bids for the interior furnishings and equip-
ment for the new police and courts building. The proposed budget for these
furnishings consisted of $84,000.
There was discussion by the Council with city staff on the specification
document and if the chairs in the lobby were also to be bid as a group in
order to perhaps get a lower price as a group. Chief Carroll indicated that
they could also be bid as a group.
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 specifications and authorize the solicita-
tion of bids for the interior furnishings and equipment for the
new Police and Courts Building, in accordance with the city
staff's recommendation, as stated. The motion carried.
Authorization to the Telephone Subcom-
mittee to Select an Independent Con-
sultant to Develop a Telecanun.,nications
Plan for City Offices (Agenda Item UI)
Councilman Jim Wolfe advised the Council that the Telephone Subcommit-
tee was requesting that they be given authorization to go forward with the
Request for Proposal (RFP) and selection of an independent consultant to
develop a telecommunications plan for the municipal complex site, with the
stipulation that the subcommittee will work with the city staff on some minor
revisions and wording revisions in the format of the proposed RFP. The
revisions would also include raising the authorized consultant fee from a
range of $2,000 - $3,000 to $5,000. As discussion earlier by the Council, Mr.
Wolfe pointed out that if the fee was determined to be over the $5,000
figure, then the approval of the work by the consultant would have to be
brought back before the Council for action. Mayor Farmer pointed out that
the RFP was to be sent to consultants, not to vendors who produce the
equipment.
MOTION: Upon a motion made by Councilman Glass and seconded by
Councilman Pendleton, the Council voted six (6) for and none (0)
opposed to authorize the City Council Telephone Subcommittee to
go forward with the Request for Proposal (RFP) and selection of
an independent consultant to develop a telecommunications plan
for the municipal complex site, with the stipulation that the
subcommittee work with the city staff on some minor revisions
and additional wording changes in the format of the proposed
RFP, which would include the raising the consultant fee to
$5,000. The action to also include that if the consultant fee is
determined to be over the $5,000 figure, the item will have to be
brought back to the Council for approval. The motion carried.
At this time, Mayor Farmer pointed out to all individuals in attendance
at this meeting that the city had appeared before the Public Utility Commis-
sion on Wednesday, May 4, 1988, in Austin, Texas, and had won a favorable
ruling from the Commission on the city's request for Extended Area Service.
The city would now be holding a balloting process to vote for whether the
customers in the 727 exchange wanted mandatory extended area service or
not. Mayor Farmer advised that more details on the balloting process would
be forthcoming.
At this time Mayor Farmer returned to Agenda Item VI
ALLEN CITY COUNCII.
REGULAR SESSION
MAY 5, 1988
Page 7
Presentation of a Plaque -of -Apprec-
iation to Gary Edstrom for Service
on the Parks and Recreation Board (Agenda Item VI)
Mayor Farmer presented a plaque -of -appreciation to Gary Edstrom, former
member to Place No. 5 on the Parks and Recreation Board, for his service to
the city in that capacity from September of 1984 through March of 1988.
Mayor Farmer returned to Agenda Item X.
Resolution No. 852-5-88(R): A
Resolution of the City Council
of the City of Allen, Collin
County, Texas, Authorizing the
Mayor to Execute an Agreement
With the North Texas Commission
for Economic Development Services
for a Period of One Year from
the 15th Day of May, 1988. (Agenda Item X)
Councilman Jim Pendleton spoke before the Council on the work of the
North Texas Commission and their goals for economic development in the
North Texas area. He advised of the advantages for the city by joining this
entity and advised that the city could pay their membership dues during the
next budget year, since funds were not available this year.
Mayor Farmer advised the Council that a proposed resolution and an
agreement contract were before the Council for action regarding the
membership in the North Texas Commission.
There was discussion by the Council on the proposed resolution and the
c/ proposed agreement and that different dates were shown on those documents.
City staff clarified that the proposed date was the 15th of May, 1988, with
the payment of the membership fees to be made on the 15th day of May,
1989. If approved, the date in the agreement would be changed from the May
1st date to reflect the 15th day of May. There was further discussion on the
agreement stating that the Mayor would be the city's representative to this
commission and would be the voting member, and what those responsibilities
would entail. It was pointed out that the City Manager could fill in if the
Mayor was unable to serve. There was a reference made to paragraph (d)
shown on page 2 of the agreement and if it was to be taken literally since it
said, "make available to citizens and residents of the city such materials,
including economic research, as it has and may develop . . ."
There was further discussion on the capabilities of the commission, how
the city could utilize them, and the appropriation of the budget funds in the
amount of $1,393.00 in the next year's budget for this membership fee.
MOTION: Upon a motion made by Councilman Wolfe and seconded by
Mayor Pro Tem Wilson, the Council voted six (6) for and none
(0) opposed to approve and adopt Resolution No. 852-5-88(R), as
captioned previously. The motion carried.
Consider Changes to the Bylaws
and Local Regulations of the Allen
Industrial Development Corporation (Agenda Item XI)
Mayor Farmer advised the Council of the prior organization of the Allen
Industrial Development Corporation and the need at this time to reorganize
this corporation, with the appointment of two Council Members to serve in
that capacity with an existing member of the corporation, Frank Dagger.
Mayor Farmer then advised that the new reorganized corporation would then
review the new proposed bylaws and local regulations and approve them and
forward them to the Council for their consideration.
ALLEN CITY COUNCIL
REGULAR SESSION
MAY 5, 1988
Page 8
Consider Changes to the Bylaws
and Local Regulations of the Allen
Industrial Development Corporation (cont'd) (Agenda Item XI)
The Council briefly discussed the contact that had been made with Mr.
Frank Dugger and if he still wished to serve in this capacity. City Manager
McCarty advised that Mr. Dugger was still willing to serve on the Board of
Directors, if the Council so desired.
MOTION: Upon a motion made by Councilman Wolfe and seconded by
Councilman Pendleton, the Council voted six (6) for and none
(0) opposed to appoint Council Members Bobby Glass and Rex
Womack as members to the Board of Directors of the Allen
Industrial Development Corporation to serve with Board Member
Frank Dugger for a term of office for each board member to be
six (6) years. The motion carried.
Parks and Recreation and Library Brochure (Agenda Item XII -A)
Parks and Recreation Director Mark Thornton presented to the Council a
copy of the new Summer Parks and Recreation and Library Brochure which
had been prepared by his department. Mr. Thornton advised that his new
employee, Ed Voss, had done the brochure and that it had been done in house
on the city's computer equipment and the cost of the brochure had been
reduced considerably.
The Council commended Mr. Thornton and his employees on this work.
This item was received as a matter of information. There was no action
taken on this item.
Items of Interest to the Council (Agenda Item XII -B)
Mayor Farmer asked the Council if they had any items of interest to
bring forward.
•City Manager McCarty advised the Council that the city's new 2 MG
elevated water tower had been painted and it was now time to paint the
city's flag design on it. He pointed out that the flag design was going to be
placed on the north and south elevations, since those positions would
received the most visibility from people traveling on U.S. 75. Mr. McCarty
pointed out to the Council that matching the appropriate colors in the flag
design had been difficult, but as soon as it had been resolved, the painting
would begin. The Council discussed further with the city staff the lighting
of the tower and when that would be accomplished and if a light was to be
placed on the top of the tank. Mr. McCarty advised the Council that the
lights were not on the tank as of this date as there was no electrical power
to the site at this time.
-Mayor Farmer reviewed with the Council their upcoming schedule of
important dates to remember. Those dates included:
Saturday, May 7, 1988 - City Council Election
Monday, May 9, 1988 - 7:00 p.m. - Water & Sewer Workshop Session and
Council's Telephone Subcommittee will
meet after the Workshop Session
Thursday, May 12, 1988 - 6:30 p.m. - Special Session to Canvass Election
Returns
Mayor Farmer requested that the Council meet at 6:30 p.m. on Thursday,
May 12, 1988, due to a banquet that he must attend later in the evening.
The Council concurred on the time proposed.
ALLEN CITY COUNCIL
REGULAR SESSION
MAY 5, 1988
Page 9
Items of Interest to the Council (Agenda Item XII -B)
-Mayor Farmer asked if there was anyone in the audience that wish to
speak before the Council under items of interest. At this time Mrs. Melanie
Jones, 1323 Rocky Creek, spoke before the Council on her concerns for the
statements made in the local newspaper regarding the proposed increases in
the water and sewer rates and why the large increase was needed; the effect
of the economy in Allen and the number of houses on the market for sale
and those that have been repossessed; the loss of soccer fields on the
municipal site for construction of a pond, fountains, and an art center; what
the city was doing for economic development to encourage business and
industry to come to Allen to help the tax base; and what the city did to
discourage the Firestone Store from establishing their operation in Allen.
There was considerable discussion by the Council with Mrs. Jones to
clarify the proposed water and sewer rates, the work by the city to obtain
Extended Area Service in order to promote economic development, the
approval of the request by Firestone and their decision not to proceed with
the development of the site approved, and encouraging Allen residents to get
involved in their community and what happens here.
With no further discussion, Mayor Farmer adjourned the regular session
of the Allen City Council into Executive Session at 8:47 p.m.
Executive Session (Agenda Item XIII)
In accordance with Article 6252-17, V.A.T.C.S. (Open Meetings Law),
Section 2(e), the Allen City Council convened into Executive Session at
8:55 p.m. in the Conference Room of the Allen Municipal Annex, One Butler
Circle, Allen, Texas, in order to discuss matters pertaining to and related to
the real estate negotiations for the parks and recreation special use facility
known as the Texin Rod and Gun Club.
The Executive Session was adjourned at 10:50 p.m.
Reconvene to Adiourn (Agenda Item XIV)
The Allen City Council reconvened into regular session at 10:55 p.m. in
the Council Chambers of the Allen Municipal Annex, One Butler Circle, Allen,
Texas.
MOTION: Upon a motion made by Mayor Pro Tem Wilson and seconded by
Councilman Womack, the Council voted six (6) for and none (0)
opposed to adjourn the regular session of the Allen City Council
at p.m. The motion carried.
These minutes approved on the 19th day of May , 1988.
APPROVED:
16{ /0-"�
J96 Farmer, MAYOR
ATTEST:
Marty Hendrix, MC, CITY SECRETARY