Min - City Council - 1990 - 01/18 - RegularALLEN CITY COUNCIL
REGULAR SESSION
JANUARY 18, 1990
Present:
Joe Farmer, Mayor
Council Members:
Rex Womack
Jerry Wilson, Mayor Pro Tem
Bobby Glass
Jim Wolfe (Absent)
Alan Fyke (Absent)
Gary Edstrom
City Staff:
Jon McCarty, City Manager
Judy Morrison, City Secretary
�j 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, January
18, 1990, in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen,
Texas.
Dlaen6alon of Consent Agenda
and Regular Agenda Items (Agenda Item II)
Mayor Farmer began the review of the Consent Agenda items. Discussion was
held regarding the specifications and authorization of bids for concessionaire at Ford
Park. Jon McCarty, City Manager, informed the Council that Gary Sayers of Carnival
Sno Cones handled the concessions last year but was not interested in renewing the
contract for the upcoming season.
Allen Sports Association has expressed an interest in this concession. Staff is
interested in negotiating a concession contract with Allen Sports Association meeting
the minimum criteria established in all previous concession contracts. If a contract
cannot be negotiated, staff would accept bids in the same manner as in past years.
This item will remain on the consent agenda. There was no further discussion on this
item.
Discussion took place regarding the ambulance remount for the Fire Department.
The Services Committee has reviewed this item and recommend that the specifications be
approved and that staff be authorized to go out for bids. There was no further
discussion on this item.
ALLEN CITY COUNCIL
WORKSHOP SESSION
JANUARY 18, 1990 PAGE 2
Discussion of Consent Agenda
and Regular Agenda Items (Cont'd) (Agenda Item II)
Discussion was held regarding the request by All Saints Episcopal Church for a
specific use permit. Bill Petty, Director of Community Development, discussed the
history of this request. This group has their building permit and are taking steps to
bring the building to code as a place of worship even though they have not at this time
received a certificate of occupancy. There was no further discussion on this item.
Mayor Farmer reviewed Agenda Item VI -A, Award Bids for Copy Machines. Michael
Stanger, Assistant to the City Manager, distributed an updated cost spreadsheet for the
copy machine proposals. He discussed the evaluation process and state law requirements
for "high-tech" items. Although Zeno Systems was low bidder with a Sharp copier
package, after full evaluation with regard to the package most advantageous to the City
as a whole, Lanier will be staff recommendation for the City copier package. There was
no further discussion on this item.
Mayor Farmer reviewed Agenda Item VI -B, Award Bids for Light Fixtures for
McDermott Drive Project. Bill Petty, Community Development Director, discussed the
bid process and his recommendation. There was no further discussion on this item.
Mayor Farmer reviewed Agenda Item VI -C, Award Bids for Sewer Jet Truck for
Public Works Department. Billy Petty, Community Development Director, discussed the
bid process. The recommendation will be the low bidder and it will be under the
budgeted amount. There was no further discussion on this item.
Mayor Farmer reviewed Agenda Item VII, Quarterly Financial Report. This item
was received as an matter of information. There was no discussion on this item.
Mayor Farmer reviewed Agenda Item VIII, Consider Capital Improvement Projects
for the Fiscal Year 1989-90 Using Remaining Bond Funds. There will be no recommenda-
tion for Council action on this item. There was no further discussion on this item.
Mayor Farmer reviewed Agenda Item IX -A, Other Business: Calendar. Mayor
Farmer reminded the Council of certain election dates for the calendar. There was no
further discussion on this item.
Mayor Farmer reviewed Agenda Item IX -B, Other Business: CCPOA. There was
no discussion on this item.
Mayor Farmer reviewed Agenda Item IX -C, Other Business: Subcommittee
Reports. Finance/Administration Subcommittee will have recommendations for vacancies
on City Boards to be discussed during the Executive Session and action to be considered
during the regular meeting. TU Electric has delivered documents regarding their rate
case to the City Secretary. This item will be studied by the Finance] Administration
Subcommittee. There was no further discussion on this item.
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ALLEN CITY COUNCIL
WORKSHOP SESSION
JANUARY 18, 1990 PAGE 3
Discussion of Consent Agenda
and Regular Agenda Items (Cont'd)
(Agenda Item II)
Mayor Farmer reviewed Agenda Item IX -D, Other Business: Chamber Annual
Banquet and Library Auction. The Chamber banquet will be held Saturday, February
10. Notify Judy Morrison of attendance plans so she can make the necessary arrange-
ments. There was no further discussion on this item.
Mayor Farmer reviewed Agenda Item IX -E, Other Business: Items of Interest to
the Council. Mayor Farmer will distribute a memo regarding the Celebrate Allen
Committee. Other discussion was held regarding joint meetings with elected boards in
order to maintain an open relationship with them. This may include the AISD school
board and the Plano City Council. There was no further discussion on this item.
Mayor Farmer reviewed Agenda Item X, Executive Session. There was no
discussion on this item.
Mayor Farmer reviewed Agenda Item XI, Reconvene and Consider Items Discussed
During Executive Session. There was no discussion on this item.
Council Committee Reports:
Financel Administration
(Agenda Item III -A)
This agenda item was passed over. There was no discussion on this agenda item.
Council Committee Reports:
Development (Agenda Item III -B)
This agenda item was passed over. There was no discussion on this agenda item.
Council Committee Reports:
Services
(Agenda Item III -C)
This agenda item was passed over. There was no discussion on this agenda.
Items of Interest to the Council (Agenda Item IV)
This agenda item was passed over. There was no discussion on this agenda item.
With no further discussion, the workshop session of the Allen City Council was
adjourned at 7:27 p.m. on Thursday, January 18, 1990.
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ALLEN CITY COUNCIL
REGULAR SESSION
JANUARY 18, 1989 PAGE 4
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 7:36 p.m. on Thursday, January
18, 1990, 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 Glass and seconded by Councilman
Womack, the Council voted five (5) 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 December 21,
1989 - Regular
Session.
B. Approval
of City Council Minutes of January 4,
1990 - Regular
Session.
C. Authorization
to city staff to pay bills associated with
the 1985 Capital
Improvement Program as follows:
1.
Lloyd, Gosselink, Ryan & Fowler
$3,286.69
For: Professional services - Special
Use Facility.
Period: Thru November 30, 1989
2.
Graham Associates, Inc.
$21,083.12
For: Engineering design FM 2170
East.
Period: Thru December 28, 1989
3.
Tri -Con Services
$26,250.00
For: Bethany Road Sewer Force
Main.
Period: Thru September, 1989
4.
The SWA Group
$1,008.43
For: Professional services &
reimbursable expenses.
Period: Nov. 1 thru Nov. 30, 1989
5.
Bartex, Inc.
$5,174.60
For: Building construction - new
library building.
Period: Thru November 22, 1989
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ALLEN CITY COUNCIL
REGULAR SESSION
JANUARY 18, 1989
CONSENT AGENDA (Cont`d)
C
7
Cajun Contractors
For: Flowmetering control station -
Lucas Pump Station.
Period: Thru December, 1989
O'Brien Landscape
For: Materials & labor - McDermott
landscape project.
Period: Thru December 25, 1989
8. Blaney Meadows
For: Landscape master planning
services - Special Use Facility.
Period: Thru January 12, 1990
9. Sasaki Associates
For: Professional services - Allen
Civic Plaza.
Period: Thru December 31, 1989
10. Tri -Con Services
For: Paving & drainage improvements
for Main Street Phases II & III.
Period: Nov. 26, '89 - Jan. 12, '90
11. Tri -Con Services
For: Removing & relocation of two
fire hydrants & installation of
one fire hydrant.
Period: Thru December 20, 1989
PAGE 5
(Agenda Item V)
$5,619.25
$74,321.68
$800.00
$484.05
$25,798.50
$1,950.00
D. Resolution No. 966-1-90(R): A Resolution of the City Council of the City
of Allen, Collin County, Texas, Ordering an Election to be held on May 5,
1990, for the Purpose of Electing Three (3) Members of the City Council
(Place Nos. 2, 4, and 6) and the Mayor's Place to the City Council to Hold
Office for a Period of Two Years; Designating Location of Polling Place; and
Ordering Notices of Election to be Given as Prescribed by Law in Connection
with Such Election.
E. Resolution No. 967-1-90(R): A Resolution of the City Council of the City
of Allen, Collin County, Texas, Authorizing an Adjustment to the 1989 Tax
Roll.
F Schedule of Taxes Receivable as of December 29, 1989.
G. Approve Specifications and Authorize Bids for Chemical Fertilizer Products
and Application for Parks and Recreation Department.
ALLEN CITY COUNCIL
REGULAR SESSION
JANUARY 18, 1989
PAGE 6
CONSENT AGENDA (Cont'd) (Agenda Item V)
H. Approve Specifications and Authorize Bids for Concessionaire at Ford Park.
Approve Specifications and Authorize Bids for Ambulance Remount for Fire
Department.
Set February 15, 1990 as the Public Hearing Date on a Request by All Saints
Episcopal Church for a Specific Use Permit and Site Plan Approval on
Property located at 8 Prestige Circle Planned Development No. 3.
The motion carried.
End of Consent Agenda
Award Bids:
Copy Machines
(Agenda Item VI -A)
Michael Stanger, Assistant to the City Manager, spoke before the Council
regarding copy machine proposals. Proposals were accepted through January 8. Seven
vendors responded. In accordance with state law, the RFP stated: "The City will
award this contract to the responsible vendor whose proposal is determined to be the
most advantageous to the City, taking into consideration the relative importance of the
following factors, listed here in order of priority:
a. Price.
b. Match of features and capacities to the needs of the City department.
Machines will be evaluated for minimum operator interaction.
c Track record of the vendor and the copiers, including service record and
customer satisfaction.
d. Terms of the contract with respect to service, upgrades, etc. Preference
will be given to vendors with substantive guarantees on response time,
recovery time and/or downtime. Preference also will be given to vendors
who structure the costing and billing in a way that simplifies the City's
payment and accounting procedures."
MOTION: Upon a motion made by Councilman Glass and seconded by Councilman
Edstrom, the Council voted five (5) for and none (0) opposed to approve
a copy machine contract for the municipal complex to Lanier for a three (3)
year lease purchase program, according to staff recommendation, in the
amount of $12,780 total first year expenditure. The motion carried.
Award Bide:
Light Fixtures for McDermott Drive Project
(Agenda Item VI -B)
The bid opening for January 4, 1990 resulted in one bid from M & M Lighting,
Inc. for the antique lighting fixtures for Dogwood Street as a part of the Main Street
11 & III Project. O'Brian Landscaping will install the fixtures.
ALLEN CITY COUNCIL
REGULAR SESSION
JANUARY 18, 1989 PAGE 7
Award Bids:
Light Fixtures for McDermott Drive Project (Cont'd) (Agenda Item VI -B)
MOTION: Upon a motion made by Councilman Glass and seconded by Councilman
Edstrom, the Council voted five (5) for and none (0) opposed to award the
bid for seven (7) antique lighting fixtures for Dogwood Street to the low
bidder, M & M Lighting, Inc. , in the amount of $950 each to be paid for from
street bond funds, in accordance with staff recommendation. In addition,
six light fixtures were authorized for purchase by the Council as
replacements to be used on Main Street with monies from other funds to be
determined by staff. The motion carried.
Award Bids:
Sewer Jet Truck for Public Works Department (Agenda Item VI -C)
The City's existing sewer jet truck is not capable of meeting the needs of the
City with regard to a maintenance program of line cleaning. Bids were received for a
new sewer jet truck. Low bidder is Montgomery Municipal Supply, Inc. with a unit
price of $55,396 which includes a five year warranty.
MOTION: Upon a motion made by Councilman Glass and seconded by Councilman
Edstrom, the Council voted five (5) for and none (0) opposed to accept the
low bid from Montgomery Municipal Supply, Inc. for a sewer Jet truck in the
amount of $55,396 which includes a five year warranty, according to staff
recommendation. The motion carried.
Quarterly Financial Report (Agenda Item VII)
The General Fund reflects revenues over expenditures for the period ending
December 31, 1989 0£ $263,670. Especially encouraging is the sales tax revenue collected
at 27.50%. All department expenditures are below the 25$ range. The Water and Sewer
Fund has a net income of $212,885. This item was received as an matter of information.
There was no action taken on this item.
Consider Capital Improvement Projects for the (Agenda Item VIII)
Fiscal Year 1989-90 Using Remaining Bond Funds
There was no action taken on this item.
Calendar (Agenda Item IX -A)
The Calendar for January, February and March was noted. This item was received
as a matter of information. There was no action taken on this item.
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ALLEN CITY COUNCIL
i REGULAR SESSION
3 JANUARY 18, 1989
CCPOA
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PAGE 8
(Agenda Item IX -B)
The January meeting of the Collin County Public Officials Association will be held
on January 25 at the McKinney Holiday Inn. The guest speaker will be Steve Runnels,
President of the Heard Natural Science Museum. This item was received as an matter of
information. There was no action taken on this item.
Committee Reports:
Finance Administration
No Report.
Development
No Report.
Services
(Agenda Item IX -C)
Services Subcommittee is working on information to present to Council at a later
time regarding a possible maintenance contract. A log is being kept so that a
thorough reading can be made on current maintenance duties.
Chamber Annual Banquet and Library Auction
(Agenda Item IX -D)
The Allen Chamber of Commerce, in conjunction with the Allen Library Campaign,
will host its third annual banquet Saturday, February 10, 1990, at the E1Dorado Country
Club. Reservation plans are to be communicated to Judy Morrison prior to January 23.
This item was received as a matter of information. There was no action taken on this
item.
Items of Interest to Council (Agenda Item IX -E)
Mayor Farmer distributed a memo to the Council regarding the EAS Celebration
committee. Please communicate any comments to the mayor regarding this memo.
Mayor Pro Tem Wilson communicated to the Council an incident regarding a resident
who showed his deep appreciation to everyone who worked on EAS. This service has
meant a great deal to his family due to recent family illnesses.
Executive Session (Agenda Item X)
In accordance with Article 6252-17, V.A.T.C.S. (Open Meetings Law),
Sections 2(e), 2(f), and 2(g), the Allen City Council convened into Executive Session
at 8:16 p.m. in the Conference Room of the Allen Municipal Annex, One Butler Circle,
Allen, Texas in order to discuss matters pertaining to Real Estate and Personnel.
The Executive Session was adjourned at 9:38 p.m.
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ALLEN CITY COUNCIL
REGULAR SESSION
JANUARY 18, 1989 PAGE 9
Reconvene (Agenda Item XI)
The Allen City Council reconvened into regular session at 9:38 p.m. on Thursday,
January 18, 1990, in the Council Chambers of the Allen Municipal Annex.
Councilman Rex Womack nominated the following individuals to the following
vacancies on City boards:
Place No. 4, Sign Control Board Bruce Kleinschmidt Term Expires 9/30190
Place No. 6, Library Board Barbara Lecheler Term Expires 6/30190
MOTION: Upon a motion made by Councilman Glass and seconded by Mayor Pro Tem
Wilson, the Council voted five (5) for and none (0) opposed that nomina-
tions cease and that the above individuals be appointed by acclamation to
the designated vacancies on the designated boards. The motion carried.
Adjourn
(Agenda Item XII)
MOTION: Upon a motion made by Councilman Womack and seconded by Councilman
Glass, the Council voted five (5) for and none (0) opposed to adjourn the
regular session of the Allen City Council at 9:41 p.m., on Thursday,
January 18, 1990. The motion carried.
These minutes approved on the 1st day of February, 1990.
ATTEST:
J y Mo on, CITY SECRETARY
APPROVED:
J66 Farmer, MAYOR