Min - City Council - 1990 - 12/06 - RegularALLEN CITY COUNCIL
REGULAR MEETING
DECEMBER 6, 1990
Present:
Joe Farmer, Mayor
Council Members:
Rex Womack
Mickey Christakos (Absent)
Bobby Glass
Jim Wolfe, Mayor Pro Tem
Alan Fyke
Gary Edstrom
City Staff:
Jon McCarty, City Manager (Absent)
Judy Morrison, City Secretary
IWORKSHOP SESSION - 6:45 P.M.
N
With a quorum of the Council Members present, the workshop session of the Allen
City Council was called to order by Mayor Farmer at 6:53 p.m. on Thursday, December 6,
1990, in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen,
Texas.
Discussion of Concent Agenda
and Regular Agenda Items
(Agenda Item II)
Mayor Farmer began the review of the Consent Agenda items. The resolution
authorizing the "Adopt -the -Spot" program has subcommittee recommendation. There was
no further discussion on the item or other Consent Agenda Items.
Mayor Farmer reviewed Agenda Item VI, Citizen's Comments. It was uncertain if any
citizens would be present to speak during this portion of the meeting. There was no
further discussion on this item.
Mayor Farmer reviewed Agenda Item VII, Tabled Item: Consider Adoption of the
Personnel Policies and Procedures Manual. This item will not be removed from the table.
A workshop to continue discussions of the manual will be set at the first meeting in
January. There was no further discussion on this item.
ALLEN CITY COUNCIL
WORKSHOP SESSION
DECEMBER 6, 1990 PAGE 2
Discussion of Consent Agenda
and Regular Agenda Items (Cont'd) (Agenda Item II)
Mayor Farmer reviewed Agenda Item VIII, Approve Bids and Authorize Execution of
Contracts: Replacement Police Vehicles. Richard Carroll, Police Chief, shared with the
Council personal opinions of the Department with regard to the comfort of the mid-sized
vehicles compared with full-sized vehicles. Tracking of the vehicle maintenance has not
been established at this time. There was no further discussion on this item.
Mayor Farmer reviewed Agenda Item VIII, Approve Bids and Authorize Execution of
Contracts: Contract Mowing for Parks and Recreation. Staff prioritization of the mowing
projects was discussed. The projects were ranked in accordance with the amount of time
expended to accomplish the task. Staff and Council was especially pleased with the bid
received on McDermott Road. There was no further discussion on this item.
Mayor Farmer reviewed Agenda Item IX, Amend the Library Automation Budget and
Authorize Request for Proposals for Data Conversion Services. Barbara Buehler, Library
Director, discussed the automation budget with the Council. Interest was demonstrated
in future access to Collin County Community College library materials through either the
joint system with Plano or a stand-alone system. There was no further discussion on this
item.
Mayor Farmer reviewed Agenda Item X, Accept Resignation of Rick Allen from Parks
and Recreation Board. There was no discussion on this item.
Mayor Farmer reviewed Agenda Item XI, Consider Capital Improvement Projects for
Fiscal Year 1990-91 Using Remaining Bond Funds. There was no discussion on this item.
Mayor Farmer reviewed Agenda Item XII, Other Business: Economic Development
Workshop on Innovative Financing. The Economic Development Workshop on Innovative
Financing will be rescheduled. There was no further discussion on this item.
Mayor Farmer reviewed Agenda Item XII, Other Business: Calendar. The
Comprehensive Review Plan Meeting of December 12 has been cancelled. There was no
further discussion on this item.
Mayor Farmer reviewed Agenda Item XIII, Executive Session: Property. Rhoda
Savage, Director of Parks and Recreation, will discuss amendments to the Texins contract
with the Council. There was no further discussion on this item.
With no further discussion on the agenda, the workshop session of the Allen City
Council was adjourned at 7:28 p.m. on Thursday, December 6, 1990.
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, December 6, 1990,
in the Council Chambers of the Allen Municipal Annex, One Butler Circle, Allen, Texas.
ALLEN CITY COUNCIL
REGULAR SESSION
DECEMBER 6, 1990 PAGE 3
CONSENT AGENDA (Agenda Item V)
MOTION: Upon a motion made by Councilman Fyke and seconded by Councilman Glass,
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 November 14, 1990 - Special Called
Workshop Session.
B. Approval of City Council Minutes of November 15, 1990 - Regular
Session.
C. Authorize city staff to pay bills associated with the 1985 Capital
Improvement Program as follows:
1. RCMG Consultants, Inc. $250.00
For: Library Automation Project -
Consulting Services
1985 Library Bond Funds
Period: October - November 1990
2. Bartex, Inc. $3,680.00
For: Installation of Donor Wall
1985 Library Bond Funds
Period: Thru September 1990
3. Dealers Electric $47.66
For: COA Lucas Flow Meter Vault - Selector
Switch
1985 Water & Sewer Bond Funds
Period: Thru November 1990
4. Black & Veatch $1,154.01
For: COA Lucas Flow Meter Vault -
Engineering Services
1985 Water & Sewer Bond Funds
Period: April - October 1990
5. Payless Cashways $35.00
For: Street Project - Cement and Gravel Mix
1985 Street Bond Funds
Period: Thru November 16, 1990
6. Sasaki Associates, Inc. $1,609.33
For: Allen Civic Plaza Phase C -
Professional Services
Interest Earned From Bond Funds
Period: Thru October 27, 1990
C
H
L
ALLEN CITY COUNCIL
REGULAR SESSION
DECEMBER 6, 1990 PAGE 4
CONSENT AGENDA (Cont'd)
(Agenda Item V)
7.
Deltatek Engineering Technical Consultants
$930.00
For: Hillside Water Tower Phase II - Lead
Count Analysis and Specifications on
Tank
1985 Water & Sewer Bond Funds
Period: Thru November 15, 1990
8.
Texas Contractor's Supply
$10.52
For: Batters to Work on Storm Sewer
1985 Street Bond Funds
Period: Thru November 12, 1990
9.
Joe Hix Company, Inc.
$5,087.50
For: Asphalt Overlay
1985 Street Bond Funds
Period: October 29 - November 30, 1990
D. Approve Bid and Authorize Execution of Contract for Turf Maintenance
Program.
E. Resolution No. 1012-12-90(R): A Resolution of the City Council of the
City of Allen, Collin County, Texas, for the Purpose of Promoting
Public Support of Litter -Free and Well -Maintained Public Areas Through
a Formal Adoption Program.
F. Approve Bid and Authorize Execution of Contract for Painting Old
Library Building.
G. Set Public Hearing Date for January 3, 1990, on a Zoning Change
Request to Amend Planned Development No. 48 to Include an Additional
1.92 Acres and Consider Site Plan Approval.
The motion carried.
End of Consent Agenda
Citizens' Comments
(Agenda Item VI)
Judy Morrison, City Secretary, was complimented on the "Outstanding Service
Award" presented to her by George S. Beyond, Jr. Secretary of State, in recognition of
outstanding contributions to the "Vote '90, Every One Matters" voter registration and voter
education program she participated in prior to the most recent General Election.
1 ALLEN CITY COUNCIL
REGULAR SESSION
DECEMBER 6, 1990 PAGE 5
Citizens' Comments (Cont'd) (Agenda Item VI)
Bill Petty was asked to proceed with discussions regarding signalization as requested
by Mrs. Short on Ellis Street.
David Pitstick was complimented on his fine presentation recently to the school
district regarding economic development.
Tabled Item: Consider Adoption of the Personnel
Policies and Procedures Manual (Agenda Item VII)
This item was not removed from the table at this time.
Approve Bids and Authorize Execution of Contracts:
Replacement Police Vehicles (Agenda Item VIII -A)
The Allen Police Department received five bids after solicitation for three police
vehicles. Three dealers bid full-size vehicles and two dealers bid mid-size vehicles. After
four months experience with the mid-size vehicles purchased last year, no major problems
have developed. Budget for these three vehicles was set at $45,900. The proper police
package will need to be added to these vehicles.
MOTION: Upon a motion made by Councilman Glass and seconded by Mayor Pro Tem
Wolfe, the Council voted six (6) for and none (0) opposed to authorize staff
to award a contract to Bob Tomes Ford of McKinney, Texas for three police
vehicles in an total amount of $40,800. The motion carried.
Contract Mowing for Parks and Recreation (Agenda Item VIII -B)
Three bids were received for mowing of city property on November 26. After staff
prioritization, based upon the amount of time each area took, McDermott, Bethany, Allen
Heights and Jupiter were ranked in descending order.
MOTION: Upon a motion made by Councilman Womack and seconded by Councilman Glass,
the Council voted six (6) for and none (0) opposed to authorize staff to
contract the services of Plant Care Landscape Company for mowing McDermott
Drive during fiscal year 1990-91 for an amount not to exceed $7,000 and to
contract the services of Williams Landscape Company for mowing Bethany Road
and Allen Heights for an amount not to exceed $6,000 during the fiscal year
1990-91. The motion carried.
Amend the Library Automation Budget and Authorize
Requests for Proposals for Data Conversion Services (Agenda Item IX)
In October, the Northeast Texas Library System selected the Allen Public Library
to receive its $40,000 grant to be applied toward the local library automation project. In
order for book records, which are primarily text, to be usable in an automated
environment, they must be converted to machine-readable formats. Because of the lengthy
1 ALLEN CITY COUNCIL
REGULAR SESSION
DECEMBER 6, 1990
PAGE 6
Amend the Library Automation Budget and Authorize
Requests for Proposals for Data Conversion Services (Cont'd) (Agenda Item IX)
process, it is imperative that this conversion begin as soon as possible which requires
issuing an RFP. It is the desire of the librarian that by December of 1991, the whole
process will be completed and will be up and running.
$121,955.99 Previously approved budget
$40,000.00 NETLS' grant
$161,955.99 Total amended budget
MOTION: Upon a motion made by Councilman Edstrom and seconded by Mayor Pro Tem
Wolfe, the Council voted six (6) for and none (0) opposed to amend the budget
by increasing it to include the grant, to authorize issuing an RFP for data
conversion, and to proceed to Phase II to include studying both a stand-alone
system for the Allen Public Library and a joint system with the Plano Public
Library and completing specifications and an RFP for the required system, in
accordance with Finance/Administration Committee recommendation. The
motion carried.
Accept Resignation of Rick Allen from the
Parks and Recreation Board (Agenda Item X)
The Council expressed gratitude for the effort and support Rick Allen has exhibited
throughout the years as a Park Board member.
MOTION: Upon a motion made by Councilman Womack and seconded by Councilman Glass,
the Council voted six (6) for and none (0) opposed to accept the letter of
resignation of Rick Allen as Parks and Recreation Board member effective
January 1, 1991. The motion carried.
Consider Capital Improvement Projects for
Fiscal Year 1990-91 Using Remaining Bond Funds (Agenda Item XI)
There are no Capital Improvement Projects for FY 1989-90 under consideration at this
time.
Other Business:
Economic Development Workshop on Innovative Financing (Agenda Item XII -A)
The Economic Development Workshop on Innovative Financing has been postponed
at the present time.
I
ALLEN CITY COUNCIL
REGULAR SESSION
DECEMBER 6, 1990 PAGE 6
Amend the Library Automation Budget and Authorize
Requests for Proposals for Data Conversion Services (Cont'd) (Agenda Item IX)
process, it is imperative that this conversion begin as sown as possible which requires
issuing an RFP. It is the desire of the librarian that by December of 1991, the whole
process will be completed and will be up and running.
$121,955.99 Previously approved budget
$40,000.00 NETLS' grant
$161,955.99 Total amended budget
MOTION: Upon a motion made by Councilman Edstrom and seconded by Mayor Pro Tem
Wolfe, the Council voted six (6) for and none (0) opposed to amend the budget
by increasing it to include the grant, to authorize issuing an RFP for data
conversion, and to proceed to Phase II to include studying both a stand-alone
system for the Allen Public Library and a joint system with the Piano Public
Library and completing specifications and an RFP for the req, aired system, in
accordance with Finance/Administration Committee recommendation. The
motion carried.
Accept Resignation of Rick Allen from the
Parks and Recreation Board (Agenda Item X)
The Council expressed gratitude for the effort and support Rick Allen has exhibited
throughout the years as a Park Board member.
MOTION: Upon a motion made by Councilman Womack and seconded by Councilman Glass,
the Council voted six (6) for and none (0) opposed to accept the letter of
resignation of Rick Allen as Parks and Recreation Board member effective
January 1, 1991. The motion carried.
Consider Capital Improvement Projects for
Fiscal Year 1990-91 Using Remaining Bond Funds (Agenda Item XI)
time. There are no Capital Improvement Projects for FY 1990-91 under consideration at this
Other Business:
Economic Development Workshop on Innovative Financing (Agenda Item XII -A)
The Economic Development Workshop on Innovative Financing has been postponed
at the present time.
D
I
ALLEN CITY COUNCIL
REGULAR SESSION
DECEMBER 6, 1990
Calendar
There were no further additions to the Calendar.
Committee Reports
There were no reports.
PAGE 7
(Agenda Item XII -B)
(Agenda Item XII -C)
Items of Interest (Agenda Item XII -D)
Mayor Farmer commented on the excellent turnout for the tree lighting ceremony this
past weekend.
Executive Session
(Agenda Item XIII)
In accordance with Article 6252-17, V.A.T. C.S. ( Open Meetings Law) , Section
2(f), the Allen City Council convened into Executive Session at 7:58 p.m. in the
Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas in order
to discuss matters pertaining to contract and closing date on park property.
The Executive Session was adjourned at 8:30 p.m.
Reconvene (Agenda Item XIV)
The Allen City Council reconvened into regular session at 8:30 p.m. on Thursday,
December 6, 1990, in the Council Chambers of the Allen Municipal Annex. There was no
action taken on items discussed during the Executive Session.
Adjourn
(Agenda Item XV)
MOTION: Upon a motion made by Mayor Pro Tem Wolfe 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 8:31 p.m., on Thursday,
December 6, 1990. The motion carried.
ALLEN CITY COUNCIL
REGULAR SESSION
DECEMBER 6, 1990 PAGE 8
These minutes approved on the 3rd day of January, 1991.
ATTEST;
L�i ��,DiSn i ..mom.,..
Jud'9'Morr{ on, C13Y SECRETARY
J%
I
Joe Farmer, MAYOR