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Min - City Council - 1988 - 06/16 - RegularALLEN CITY COUNCIL REGULAR SESSION JUNE 16, 1988 Present. Joe Farmer, Mayor Council Members: Rex Womack (arrived at 6:49 p.m.) Bobby Glass Jim Wolfe Jim Pendleton Gary Edstrom Absent: Jerry Wilson, Mayor Pro Tem 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 6:45 p.m, on Thursday, June 16, 1988, in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas. Other city staff in attendance included Bill Petty, Director of Community Development and Mark Thornton, Director of Parks and Recreation. Discussion of Consent Agenda and Regular Agenda Items (Agenda Item II) Mayor Farmer began the review of the Consent Agenda items. The Council discussed with the City Manager the Tax Report listed under the Consent Agenda and the difficulty in understanding from the report the percentage amount of current collections from the total year's collections. In further discussion, it was concluded by the Council that this item be removed from the Consent Agenda during the regular session in order to discuss this report. Mayor Farmer reviewed Agenda Item V, Award Tenure Pins and Certifi- cates. Mayor Farmer wondered if all of the individuals to receive pins were going to be present. City Secretary Marty Hendrix advised the Council that Michael Hagood was not going to be able to be present. City Manager McCarty advised the Council that also after the award of the pins, he would like to have Michael Stanger, Assistant to the City Manager, introduce to the Council the new Data Processing Coordinator, Jay Colfield. Mayor Farmer advised that after discussing the agenda with the City Manager, he suggested that the Council convene into Executive Session, per the agenda, to discuss items pertaining to the appointments to Boards and Commissions, and then reconvene to consider Agenda Items VIII, IX, and X. The Council would then reconvene back again into Executive Session to discuss matters pertaining to Council Subcommittees and city staff organiza- tion. Mayor Farmer reviewed Agenda Item IX, Review of Preliminary Plat as presented by F.M. 2170 Limited Partnership. Mayor Farmer pointed out to ALLEN CITY COUNCIL REGULAR SESSION JUNE 16, 1989 Page 2 WORKSHOP SESSION - 6:45 P.M. Discussion of Consent Agenda and Regular Agenda Items (cont'd) (Agenda Item II) f the Council that there were three issues that needed to be resolved regarding lam/ this request. Those items were the review and approval of the plat by the City Engineer, review and approval of the plat by the Parks and Recreation Department, and the matter regarding the request for variances on the plat for alleys and sidewalks. At this time, City Manager McCarty distributed to the Council the recommendation of the Parks and Recreation Board, which the Council reviewed. City Manager McCarty advised that the developer would be present at the Council meeting to answer any questions posed by the Council. There was further discussion by the Mayor with the city staff regarding any other interested individuals that might be present during this item that might want to speak before the Council. City Manager McCarty advised that Mrs. Mary McDermott Cook and her engineer had met with the developer during the afternoon and many of her concerns had been resolved during that meeting. Mayor Farmer then reviewed Agenda Item X -A, Extended Area Service. Councilman Jim Wolfe, Chairman of the Telephone Subcommittee, advised that he would be providing an update to the Council on the status of the city's EAS balloting process and promotion. He took this opportunity to speak before the Council on the work of the subcommittee regarding their recent work on the communications system for the new police and courts building, including the total municipal complex site and the status of that project. Mr. Wolfe explained to the Council that RFP's (requests for proposals) had been sent out to several consultants regarding this communication system project but of the five or six RFP's received back, only two were near the project figure of $5,000 approved by the Council. Mr. Wolfe stated that the Council subcommittee reviewed the RFP's of those two consultants and finally met with one to negotiate a price closer to the budget figure. Mr. Wolfe advised that the City Manager had been successful in negotiating to a $4,959 figure, for the first phase of the project which would include the interviewing process and writing the master report, from which specifications can be developed. Mr. Wolfe explained to the Council that the subcommittee was then suggesting that the second phase of the project be the writing of the specifications and implementation plan for the system. This portion of the project would be an additional $1,641. Mr. Wolfe stated that the Council subcommittee was recommending to the Council authorization to go forward with the first phase of this process, being the interviewing and writing of the master report, in the amount of $4,949; and to bring back at a later date as an action item on the Council's agenda the approval to go forward with phase two of the project in the amount of $1,641 for the writing of the specifica- tions and the implementation plan. There was further discussion on this topic by Councilman Pendleton, also a member of the Telephone Subcommittee, regarding his views on this two phase plan and the additional dollars needed for phase two. At this time, City Manager McCarty advised the Mayor that he had done some calculations on the tax report but had received conflicting figures from those that had been reported to him earlier during the day from the Finance Director. He advised the Council of the amounts that had been given to him by the Finance Director and stated that he would prefer to look into the matter further and get the correct information and report it at the next regular meeting. Mayor Farmer recommended to the Council that the tax report be removed from the Consent Agenda for individual consideration and that it be tabled until the next regular meeting. The Council went back to the discussion on the communications system for the municipal complex site and what action the subcommittee wanted the Council to take in this matter. Councilman Wolfe explained to the Council that the subcommittee was just requesting a consensus of the Council, or an acknowledgement, to proceed with phase one of the project, which can begin next week, and which the budget has already been approved of in the amount of $5,000. The subcommittee will then bring forward at a later date the ALLEN CITY COUNCIL REGULAR SESSION JUNE 16, 1988 Page 3 WORKSHOP SESSION - 6:45 P.M. Discussion of Consent Agenda and Regular Agenda Items (cout'd) (Agenda Item II) second phase of the project for approval. There was discussion by the Council on why this project was divided into two phases, if phase one can be done without phase two, the timing of this project and the need to move forward with it. Mayor Farmer reviewed Agenda Item X -B, City Chat Articles. Mayor Farmer brought the Council up-to-date on the status of the developing and implementation of the weekly feature articles pertaining to the city to be entitled "City Chat" which will appear in the local newspaper, "The Allen American". At this time, City Manager McCarty distributed to the Council a draft calendar of proposed articles. Mr. McCarty explained to the Council that this is for their information and he would like each Council Member to review it and add additional articles. There was discussion by the Council on this proposed list of topics, the calendar to be developed to show when articles will be due to the City Manager and due to the newspaper, the organization of the article, and training sessions by the newspaper on writing of the articles, etc. In conclusion, it was suggested that the Council review the list of articles, suggest additional articles, and/or volunteer to write articles appearing on the list and return those to the City Manager by Monday, June 20. City Secretary Marty Hendrix advised that she had made inquiries regarding the taking of individual photographs of the City Council and city staff to be used with the newspaper articles and for other needs. She explained that a local photographer had agreed to do these photographs for a reasonable cost and she would be making arrangements for the photo session. Items of Interest to the Council (Agenda Item III) Bill Petty, Director of Community Development, presented to the City Council a proposed site plan of a development to be built on Birch Street, north of Main Street. He pointed out that the developer wanted to build a shell office/ warehouse building and the city had been concerned with the overhead doors being viewed from Main Street. Mr. Petty showed the landscaping plan for the site as well as an artist's rendering of the proposed building. He advised that city staff had worked with the developer to develop a project that would be viable to the property owner and atheistically pleasing to the community. Mr. Petty pointed out that this was being brought forth to the Planning and Zoning Commission and would be forwarded to the City Council for action at a later date. Mark Thornton, Director of Parks and Recreation Department, briefly spoke before the Council on the Ford Park dedication to be held on June 18. 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 7:32 p.m. on Thursday, June 16, 1988, in the Council Chambers of the Allen Municipal Annex, One Butler Circle, Allen, Texas. CONSENT AGENDA (Agenda Item IV) At the request of Councilman Wolfe, Consent Agenda Item IV -D, Tax Report, was removed for individual consideration. 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 and adopt all remaining items on the Consent Agenda as recommended and as follows: ALLEN CITY COUNCIL REGULAR SESSION JUNE 16, 1988 Page 4 CONSENT AGENDA (cont'd) (Agenda Item IV) A. Approval of City Council Minutes of June 2, 1988 - Regular Session. B. Authorization to city staff to pay bills associated with the 1985 Capital Improvement Program as follows: 1. Acquisition Associates CIP Project No. 75-002-5 Construction of Main Street (McDermott) - Phases II & III - Street Right -of -Way Acquisition - Appraisal of Parcel 19 Period: Thru May 27, 1988 2 3 4 5 6 7 4 TMC Foundations CIP Project No. 40-001-1 Construction of Police and Courts Building - Contractor Application No. 7 Period: Thru May 31, 1988 Hidell Architects CIP Project No. 40-001-3 Construction of Police and Courts Building - Architectural Services Period: Thru May 22, 1988 Hidell Architects CIP Project No. 35-002-3 Construction of Municipal Complex Site - Courtyard Design by Sasaki Associates Period: Thru May 31, 1988 SVA Concrete CIP Project No. 50-006-1 Construction of Story Park Playground - Contractor Billing No. 1 Period: Thru June 10, 1988 Graham Associates CIP Project No. 90-005-6 Construction of Main Street - (McDermott) Phases II & III - Relocation of Utilities - Engineering Services Period: Thru May 24, 1988 Southern Mechanical CIP Project No. 90-005-1 Construction of Main Street (McDermott) - Phases II &. III - Relocation of Utilities - Contractor Billing No. 6 Period: Thru May 25, 1988 $1,600.00 $157,421.25 $4,786.60 $6,042.69 $19,705.85 $530.00 $22,445.10 C. Resolution No. 860-6-88(R): A Resolution by the City Council of the City of Allen, Collin County, Texas, Author- izing uthorizing an Adjustment to the 1986 & 1987 Tax Rolls and a Refund Issued for Overpayment of 1986 & 1987 Taxes. The motion carried. ALLEN CITY COUNCIL REGULAR SESSION JUNE 16, 1988 End of Consent Agenda Page 5 Schedule of Taxes Receivable as of May 31, 1988 (Consent Agenda Item IV -D) MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman Glass, the Council voted six (6) for and none (0) opposed to table this agenda item until the next regular Council Meeting to be held on July 7, 1988. The motion carried. Award Tenure Pins and Certificates (Agenda Item V) Mayor Farmer presented certificates of service and City Manager Jon McCarty presented tenure pins to the following city employees for their five years of service to the City of Allen: James Kilbane, Electrical Inspector Community Development Department Todd Renshaw, Sergeant - CID Police Department Michael Such, Patrolman Police Department Michael Hagood, Fire Fighter, was not present to receive his pin and certificate. Mayor Farmer also presented a City of Allen pin to the new Council Member, Gary Edstrom. At this time, Mayor Farmer recognized Michael Stanger, Assistant to the City Manager, who introduced the new Data Processing Coordinator, Jay Colfield. Mayor Farmer announced that the City Council would now adjourned into Executive Session in order to discuss items related to appointments to city boards and commissions. Mayor Farmer adjourned the regular session at 7:40 p.m. Executive Session (Agenda Item VI) In accordance with Article 6252-17, V.A.T.0-.S. (Open Meetings Law), Section 2(g), the Allen City Council convened into Executive Session at 7:45 p.m. on Thursday, June 16, 1988, in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas, in order to discuss matters pertaining to appointments to city boards and commissions. The Executive Session was adjourned at 8:16 p.m. Reconvene Into Regular Session (Agenda Item VII) Mayor Farmer reconvened the regular session of the Allen City Council at 8:20 p.m. on Thursday, June 16, 1988, in the Council Chambers of the Allen Municipal Annex. Consider Appointments to Places No. 1, 3, 5 and 7 on the Planning and Zoning Commission (Agenda Item VIII -A) Mayor Farmer advised everyone present of the appointment process to the city's boards and commissions and extended the Council's appreciation to all of the individuals who had expressed an interest in being appointed to a city board or commission. Mayor Farmer opened the floor for nominations to Places No. 1, 3, 5 and 7 on the Planning and Zoning Commission. ALLEN CITY COUNCIL REGULAR SESSION JUNE 16, 1988 Page 6 Consider Appointments to Places No. 1, 3, 5 and 7 on the Planning and Zoning Commission (cont`d) (Agenda Item VIII -A) Councilman Rex Womack nominated the following individuals to the following places: Place No. 1 - Kenneth Falk Place No. 3 - Melissa Owen Place No. 5 - Harold Biggs Place No. 7 - Wayne Armand MOTION: Upon a motion made by Councilman Glass and seconded by Councilman Wolfe, the Council voted six (6) for and none (0) opposed that the nominations cease and that the following individuals be appointed by acclamation to the designated places on the Planning and Zoning Commission: Place No. 1 - Kenneth Fulk Place No. 3 - Melissa Owen Place No. 5 - Harold Biggs Place No. 7 - Wayne Armand and, for two year terms of office to expire on June 30, 1990. The motion carried. At this time, Mayor Farmer acknowledged the fact that since Harold Biggs, a member of the Sign Control Board, had just been appointed to the Planning and Zoning Commission, a vacancy had been created on the Sign Control Board. Mayor Farmer advised that the City Council would be considering filling that vacancy at the next regular Council meeting to be held on July 7, 1988. Consider Appointment to Places No. 5 and 6 on the Parks and Recreation Board (Agenda Item VIII -B) Mayor Farmer opened the floor for nominations to Places No. 5 and 6 on the Parks and Recreation Board. Councilman Bobby Glass nominated the following individuals to the following places: Place No. 5 - Dan Easter Place No. 6 - Rick Allen MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman Pendleton, the Council voted six (6) for and none (0) opposed that the nominations cease and that the following individuals be appointed by acclamation to the designated places on the Parks and Recreation Board: Place No. 5 - Dan Easter Place No. 6 - Rick Allen and that the term of office for Place No. 5 will expire on September 30, 1989, and the unexpired term of office for Place No. 6 will expire on September 30, 1989. The motion carried. Mayor Farmer opened the floor for nominations to Places No. 2, 3, 4 and 6 on the Library Board. ALLEN CITY COUNCIL REGULAR SESSION JUNE 16, 1988 Page 7 Consider Appointments to Places No. 2, 3, 4, and 6 on the Library Board (cont'd) (Agenda Item VIII -C) Councilman Jim Wolfe nominated the following individuals to the following places: Place No. 2 - Mel Hays Place No. 3 - Mary Walker Place No. 4 - Betty Matthews Place No. 6 - Lisa Anne Howell MOTION: Upon a motion made by Councilman Womack and seconded by Councilman Glass, the Council voted six (6) for and none (0) opposed that the nominations cease and that the following individuals be appointed by acclamation to the designated places on the Library Board: Place No. 2 - Mel Hays Place No. 3 - Mary Walker Place No. 4 - Betty Matthews Place No. 6 - Lisa Anne Howell and that Places 2, 4 and 6 terms of office will expire on June 30, 1990 and Place No. 3, an unexpired term, will expire on June 30, 1989. The motion carried. Review the Preliminary Plat, Including Flood Plain Delineation, Consider a r Recpmmendation of the Parks Board `i Regarding Ownership of the Delineated Flood Plain and consider Approval of Certain Variances to the Subdivision Ordinance on 21.6 Acres of land Located South of F.M. 2170, East of Custer Road and Nest of Rowlett Creek, as Requested by F.M. 2170 Limited Partnership. (Agenda Item IR) Robert Pope, representing F.M. 2170 Limited Partnership, spoke before the Council on the preliminary plat for the 21.6 areas of land located south of F.M. 2170, east of Custer Road and west of Rowlett Creek. Mr. Pope also introduced his associate, Mr. David Griffin. Mr. Pope reviewed the flood plain delineation, the lots, thoroughfares, and advised that he wanted variances on the plat in order to eliminate the requirements for alleys and sidewalks in this development. Mr. Pope went on to explain that this plat had been reviewed by the City Engineer and the Parks and Recreation Board. Mr. Pope advised that the Parks and Recreation Board had requested a pedestrian access easement between lots 4 and 5 in order to allow access to the adjoining property which contained tributaries of Rowlett Creek. Mr. Pope also pointed out a 20' easement along F.M. 2170 to allow for landscaping along the roadway, along with right-of-way for improvements to McDermott Road. Mr. Pope stated that the homeowners' association would maintain this property. City Engineer Tom Gish spoke before the Council on the concerns of the McDermott Family regarding their lake and it close proximity to this development. He advised that Mr. Pope and Mr. Griffin had agreed to do a damn breakage analysis. This analysis would indicate how much water impact there would be on adjoining properties if the damn should break and just where the houses needed to be constructed in order to avoid this runoff. Mr. Glob advised that Mr. Pope and Mr. Griffin had indicated that they would take this analysis into consideration when the homes are con- structed. ALLEN CITY COUNCIL REGULAR SESSION JUNE 16, 1988 Review the Preliminary Plat, Including Flood Plain Delineation, Consider a Recommendation of the Parks Board Regarding Ownership of the Delineated Flood Plain and consider Approval of Certain Variances to the Subdivision Ordinance on 21.6 Acres of Land Located South of F.M. 2170, East of Custer Road and West of Rowlett Creek, as Requested by F.M. 2170 Limited Partnership. (cont'd) (Agenda Item IX) Bill Petty, Director of Community Development, spoke before the Council on the request for the variances for elimination of the sidewalks and alleys in this development. City Manager Jon McCarty advised as a matter of information that this preliminary plat would go back to the Planning and Zoning Commission for approval, along with the action of the City Council. Based upon their findings, a final plat would be developed for their final approval. The final plat would not return to the Council for review and/or approval. There was discussion by the Council on the pedestrian easement from F.M. 2170 down the residential street through the residential lots and what was the reasoning behind that recommendation from the Parks and Recreation Board. Mark Thornton, Director of Parks and Recreation, spoke before the Council on the proposed easements and advised of the recommendation of the Parks and Recreation Board. In a called - special meeting of the Parks and Recreation Board, held on June 15, 1988, the board recommended to the City Council not to require dedication of the flood plain as city property, but rather keep the property under private ownership and maintenance. The Board also requested that a pedestrian easement be dedicated along the flood plain, road, and F.M. 2170 as shown on the preliminary plat, in order to assure future continuous linkages through this property to future develop- ments to the south. Mr. Thornton explained the recommendation to the Council and the requirements of the city's greenbelt/linear park study. There was further discussion by the Council on the pedestrian easement, the width of the easement, using the street for a pedestrian walkway, and why the pedestrian walkways had not been placed in the flood plain areas. MOTION: Upon a motion made by Councilman Wolfe and seconded by Councilman Glass, the Council voted five (5) for and one (1) opposed, with Councilman Womack casting the negative vote, to approve the request as presented and in accordance with the recommendations of the Parks and Recreation Board, as stated, and to approve the variances to the subdivision ordinance eliminating the requirements for alleys and sidewalks in this subdivision. The motion carried. Extended Area Service (Agenda Item X -A) Councilman Jim Wolfe spoke before the Council under this item regarding the work of the Telephone Subcommittee of the Council on the communica- tions system for the municipal complex site. Mr. Wolfe advised that the subcommittee had reviewed all of the Requests for Proposals (RFP's) and had selected one consultant to do this work. After meeting with this consultant, it was the recommendation of the subcommittee to the Council that the consultant proceed with the first phase of this project, being the interview and written report process, in the amount of $4,949. This budget figure was ALLEN CITY COUNCIL REGULAR SESSION JUNE 16, 1988 Page 9 Extended Area Service (cont'd) (Agenda Item X -A) previously approved by the Council at their meeting held on May 5, 1988. Councilman Wolfe went on to explain that the subcommittee is also recom- mending that the second phase of the project, which will be the writing of the specifications and implementation plan, be brought forward to the Council LV at some future date for action to expend approximately an additional $1,600. There being no objections from the Council, it was concluded that the first phase of this project could be initiated. There was further discussion on the appropriation of these funds and the City Manager advised that the funds would be from the proposed contingency fund for the construction of the police and courts building. It was pointed out again by Council Members that the $5,000 budget figure had been approved by the Council previously. Councilman Wolfe spoke before the Council on the status of the EAS balloting process and issuance of the final order by the Public Utility Commission. Mr. Wolfe explained that the city staff had prepared a procedural document for the implementation of and overseeing the balloting process and it had been sent to the city's attorneys in Austin and other interested parties for review and input. He further advised that the Telephone Subcommittee was in the process of developing the publicity campaign for this project and advised of the various elements to be included in this campaign. Mr. Wolfe pointed out that as of this date, the final order had not been received. There was lengthy discussion of the balloting process, the publicity campaign and elements of it and the volunteers needed to make it effective. This item was received as a matter of information. There was no action taken on this item. City Chat Articles (Agenda Item X -B) Mayor Farmer advised of the status of the development process for the publication of information articles pertaining to the city to be featured in "The Allen American" under the column title of "City Chat". Mayor Farmer encouraged Council Members to review the proposed list of articles as prepared by the city staff and to report back their recommendations to the City Manager as soon as possible. Mayor Farmer advised that he would finalize the details of this process with the newspaper personnel. Items of Interest to the Council (Agenda Item X-C) •City Manager Jon McCarty distributed to the Council and reviewed the proposed budget calendar for the FY 88 - 89 budget, showing the important dates for meetings and public hearings during the budget process. He pointed out the upcoming date for the budget workshop session to be held on June 30. The Council discussed the dates shown on the calendar, the scheduling of the budget workshop and the dates for the budget retreat as well as the program format. In further discussion, it was the consensus of the Council that an ad hoc committee of the Council be selected to work with the city staff on the details of the budget retreat. Mayor Farmer selected Council Members Jim Wolfe, Jim Pendleton, and Gary Edstrom to work on this committee, with Jim Wolfe being the Chairman. Mayor Farmer advised of items to be considered by the committee and that they needed to proceed with this planning process as soon as possible. Site selection for the retreat was to be determined as soon as possible. -Police Chief Richard Carroll brought the Council up-to-date on the status of a burglary which occurred in Plano in the afternoon, the chase of the suspects into a wooded area in Allen, the apprehension of two suspects, and the fact that one suspect was still at large. ALLEN CITY COUNCIL REGULAR SESSION JUNE 16, 1988 Page 10 Items of Interest to the Councit (cont'd) (Agenda Item X-C) 'Mayor Farmer advised the Council of a letter from Vern LaHart, one of the co-chairmen of the committee raising money for the library book fund for the new library building. Mayor Farmer suggested to the city staff that the co-chairmen of that committee be placed on a future Council Agenda in order to present a report to the Council on the status of their work and the funds that have been donated. *Mark Thornton, Director of Parks and Recreation, spoke before the Council on the activities and events that have been scheduled for the dedication of Ford Park on July 18. With no further discussion, Mayor Farmer adjourned the regular session of the Allen City Council into Executive Session at 9:21 p.m. Executive Session (Agenda Item VI) In accordance with Article 6252-17, V.A.T.C.S. (Open Meetings Law), Section 2(g), the Allen City Council convened into Executive Session at 9:21 p.m. in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas, in order to discuss matters pertaining to Council subcommittees and city staff organization. The Executive Session was adjourned at 11:45 p.m. The Allen City Council reconvened back into regular session at 11:46 p.m. on Thursday, June 16, 1988 in the Council Chambers of the Allen Municipal Annex. Adjourn MOTION: Upon a motion made by Councilman Womack and seconded by Councilman Glass, the Council voted six (6)for and none (0) opposed to adjourn the regular session of the Allen City Council at 11:47 p.m. on Thursday, June 16, 1988. The motion carried. These minutes approved on the 7th day of July , 1988. APPROVED: Y� e Farmer, MAYOR ATTEST: Marty Hendrix, C CITY SECRETAR