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Min - City Council - 1990 - 12/20 - RegularPresent* Joe Farmer, Mayor Council Members Rex Womack Mickey Christakos Bobby Glass Jim Wolfe, Mayor Pro Tem (Absent) Alan Fyke (Absent) Gary Edstrom City Staff: Jon McCarty, City Manager Judy Morrison, 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 7:05 p.m. on Thursday, December 20, 1990, in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas. 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 on the Consent Agenda. Mayor Farmer reviewed Agenda Item VI, Citizens' Comments. There was no indication anyone would be present at the regular meeting for comments. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item VII, Tabled Item: Adopt the Personnel Policies and Procedures Manual. This item will not be removed from the table at this time. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item VIII, Employee Tenure Pins and Certificates. The employees have been notified but no indication was made as to the attendance of those receiving pins and certificates. There was no further discussion on this item. a ALLEN CITY COUNCIL REGULAR MEETING DECEMBER 20, 1990 Present* Joe Farmer, Mayor Council Members Rex Womack Mickey Christakos Bobby Glass Jim Wolfe, Mayor Pro Tem (Absent) Alan Fyke (Absent) Gary Edstrom City Staff: Jon McCarty, City Manager Judy Morrison, 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 7:05 p.m. on Thursday, December 20, 1990, in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas. 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 on the Consent Agenda. Mayor Farmer reviewed Agenda Item VI, Citizens' Comments. There was no indication anyone would be present at the regular meeting for comments. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item VII, Tabled Item: Adopt the Personnel Policies and Procedures Manual. This item will not be removed from the table at this time. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item VIII, Employee Tenure Pins and Certificates. The employees have been notified but no indication was made as to the attendance of those receiving pins and certificates. There was no further discussion on this item. a D P A ALLEN CITY COUNCIL WORKSHOP SESSION DECEMBER 20, 1990 PAGE 2 Discussion of Consent Agenda and Regular Agenda Items (Cont'd) (Agenda Item II) Mayor Farmer reviewed Agenda Item IX, Economic Development: Presentation of the Incentive Program. Discussion was held regarding the cover letter to the incentive program. This is a general consensus of the Council with regard to the program. The specific incentives may be changed, added or deleted as necessary, however. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item IX, Economic Development: Adopt a Tax Abatement Policy. Discussion was held regarding the wording of the resolution. Changes will be made in the final resolution. Exhibit A will be polished by the Mayor, City Manager and the Economic Development Coordinator. No major concept changes will take place. There was no further discussion on this item. Mayor Farmer reviewed Agenda Item IX, Economic Development: Approve Ordinance Implementing the "Freeport Amendment" Effective January 1, 1992. Discussion was held with regard to the effective date of the ordinance. After further research, it is understood the ordinance would not need to be adopted during the calendar year 1990 to be effective during the 1991 calendar year if the Council so chose. Therefore, the ordinance will be tabled until such time as more discussion is held and numerous questions are answered. 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 7:40 p.m. on Thursday, December 20, 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 7:47 p. m. on Thursday, December 20, 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 6, 1990 - Regular Session. B. Authorize city staff to pay bills associated with the 1985 Capital Improvement Program as follows: 1. J & H Truck Services, Inc. $416.00 For: Hauling - Keith Drive 1985 Street Bond Funds Period: November 20 - November 30, 1990 ALLEN CITY COUNCIL REGULAR SESSION DECEMBER 20, 1990 CONSENT AGENDA (Cont`d) 2. Farris Concrete PAGE 3 (Agenda Item V) $93.00 $19.15 $616.00 $960.00 $243.34 $142,646.90 $6,496.10 $886.00 For: Concrete - 600 Keith Drive 1985 Street Bond Funds Period: Thru December 6, 1990 3. Texas Contractor's Supply For: Sprinkler Repair Items and String Line 1985 Street Bond Funds Period: Thru November 30, 1990 4. Gay & McCall, Inc. For: Legal Fees - Joe B. Young, Inc. 1985 Street Bond Funds Period: Thru December 5, 1990 5. Williams Landscape For: White Crepe Myrtle's/ Planting - Main Street Phases II & III 1985 Street Bond Funds Period: Thru December 10, 1990 6. BFI For: Removal of Dead Trees on McDermott - Main Street Phases II & III 1985 Street Bond Funds Period: Thru November 6, 1990 7. Motorola For: Purchase and Installation - 800 MHZ Radio System Interest Earned Bond Funds Period: Thru December 10, 1990 8. Sasaki Associates, Inc. For: Allen Civic Plaza/Phase C - Professional Services and Expenses Interest Earned Bond Funds Period: Thru September 29, 1990 9. Dick Custy Masonry For: Cutting Stone Sign - McDermott & Federal/Main Street Phases II & III r 1985 Street Bond Funds il Period: Thru December 11, 1990 PAGE 3 (Agenda Item V) $93.00 $19.15 $616.00 $960.00 $243.34 $142,646.90 $6,496.10 $886.00 n I ALLEN CITY COUNCIL REGULAR SESSION DECEMBER 20, 1990 PAGE 4 The motion carried. End of Consent Agenda Citizens' Comments (Agenda Item VI) Mayor Farmer commented on a very complimentary letter received as a result of the Allen Christmas Parade. The. parade was very well organized and a delight to participate in. Mayor Farmer informed the Council the Central Appraisal District of Collin County has relocated its office to 1024 South Greenville Avenue in Allen. He encouraged Council to stop by and visit the office at their convenience. Tabled Item: Adopt the Personnel Policies and Procedures Manual (Agenda Item VII) There was no action to remove this item from the table. Employee Tenure Pins and Certificates (Agenda Item VIII) 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 Alien: Michael R. Stanger, City Administration Carl Osborn, Police Department Mark L. Baker, Fire Department Gary L. Qualls, Fire Department (not present) Economic Development: Presentation of the Incentive Program (Agenda Item IX -A) The Comprehensive Incentive Program covers a broad range of services and activities designed to assist and support new and existing businesses in Allen. Presently, thirteen incentives are proposed in the program. The Council will sign a letter of transmittal stating the City's commitment to the development of a strong, diverse economy and a high quality of life. There was no formal action taken on this item. Adopt a Tax Abatement Poliev (Agenda Item ZX -B) Wording changes in the resolution adopting a policy statement for tax abatement guidelines are as follows: Paragraph 2 -- Whereas, the provision of certain economic development incentives may encourage prospective and existing business and companies ALLEN CITY COUNCIL REGULAR SESSION DECEMBER 20, 1990 PAGE 5 Adopt a Tax Abatement Polley (Cont'd) (Agenda Item IX -B) to locate or expand in Allen; . Exhibit A will be refined by the Mayor, City Manager and the Economic Development Coordinator. No major concept changes will be made. The County, School District and College District will review each application and provide input regarding their specific districts. The tax abatements offered by the City of Allen will be consistent with surrounding communities. Resolution No. 1013-12-90(R): A Resolution of the City Council of the City of Allen, Texas, Adopting a Policy Statement for Tax Abatement Guidelines; Establishing Guidelines and Objective and Subjective Criteria for Evaluating Tax Abatement Applications; and Establishing Minimum Standards and Guidelines for Considering Tax Abatement Applications. MOTION: Upon a motion made by Councilman Womack and seconded by Councilwoman Christakos, the Council voted five (5) for and none (0) opposed to approve Resolution 1013-12-90(R), as previously captioned, to included the above mentioned wording, and to include Exhibit A, "Allen Policy Statement for Tax Abatement," after minor revisions, not to include major concept changes. The motion carried. Approve Ordinance Implementing the"Freeport Amendment" Effective January 1, 1992 (Agenda Item IX -C) MOTION: Upon a motion made by Councilman Womack and seconded by Councilman Edstrom, the Council voted five (5) for and none (0) opposed to table the adoption of the Freeport Amendment Ordinance. The motion carried. Award Bids and Authorize Contracts for: Renovation of Allen Cemetery (Agenda Item X -A) Four bids were received and a cost comparison was completed. Contact has been made with several contractors who had bid the project and due to the advice of legal staff, Council was asked to reject all bids and seek Council's authorization to advertise and accept bids for the Cemetery improvement project. MOTION: Upon a motion made by Councilwoman Christakos and seconded by Councilman Glass, the Council voted five (5) for and none (0) opposed to reject all bids for the Allen cemetery improvements and authorize staff to advertise and rebid the project. The motion carried. I Painting Tower $ 89,185.00 Painting Tank $ 15,744.00 Contingency $ 7,000.00 Engineering Services $ 4,960.00 Total $116,889.00 MOTION: Upon a motion made by Councilman Glass and seconded by Councilwoman Christakos, the Council voted five (5) for and none (0) opposed to authorize the City Manager to enter into a contract with Don L. Owen Painting for a total amount of $104,929 which includes the tower of $89,185 and the tank at $15,744, according to staff recommendation. The motion carried. Consultant to Prepare a Development Impact Fee Ordinance (Agenda Item X-C) Six proposals were received to develop an Impact Fee Ordinance in accordance with SB 336. A committee consisting of Jon McCarty, City Manager, Bill Petty, Director of Community Development, and Dave Whitehead, Director of Public Works, analyzed the proposals and interviewed four of the six companies submitting proposals. Funds for the ALLEN CITY COUNCIL REGULAR SESSION DECEMBER 20, 1990 PAGE 6 Painting of Hillside Water Tank (Agenda Item X -B) Three bids were received for the painting of the Hillside water tower and water tank. The project needs to be completed over the winter months and should take ninety days. They will be painted an off-white color. Projects for the remaining water and sewer bond funds are as follows: PROJECT COST TO COMPLETE RUNNING TOTAL FUNDS REMAINING $186,536.00 Paint Hillside $111,929.00 $111,929.00 $74,607.00 Engineering $ 4,960.00 $116,889.00 $69,647.00 Telemetry Program Phase 2 $ 25,000.00 $141,889.00 $44,647.00 Developer Reimbursmnt. $ 38,472.00 $160,361.00 $ 6,175.00 Emergency Reserve $ 6,175.00 $186,536.00 - 0 - �n Total $186,536.00 Total funds for the water tower project are as follows: I Painting Tower $ 89,185.00 Painting Tank $ 15,744.00 Contingency $ 7,000.00 Engineering Services $ 4,960.00 Total $116,889.00 MOTION: Upon a motion made by Councilman Glass and seconded by Councilwoman Christakos, the Council voted five (5) for and none (0) opposed to authorize the City Manager to enter into a contract with Don L. Owen Painting for a total amount of $104,929 which includes the tower of $89,185 and the tank at $15,744, according to staff recommendation. The motion carried. Consultant to Prepare a Development Impact Fee Ordinance (Agenda Item X-C) Six proposals were received to develop an Impact Fee Ordinance in accordance with SB 336. A committee consisting of Jon McCarty, City Manager, Bill Petty, Director of Community Development, and Dave Whitehead, Director of Public Works, analyzed the proposals and interviewed four of the six companies submitting proposals. Funds for the ALLEN CITY COUNCIL REGULAR SESSION DECEMBER 20, 1990 PAGE 7 Consultant to Prepare a Development Impact Fee Ordinance (Cont'd) (Agenda Item X-C) study will be available through the proceeds of the Development Impact Fee. However, payment of the contract will be paid at the present time from the Water and Sewer operational fund. The study is expected to take approximately seven months and will require the establishment of an advisory committee that will be working with the consultant during this period of time. MOTION: Upon a motion made by Councilman Womack and seconded by Councilman Glass, the Council voted five (5) for and none (0) opposed to authorize selection of Hunter & Associates for a fee not to exceed $24,600 to perform the Development Impact Fee Study for the City of Allen, as recommended by staff and the Development Committee. The motion carried. Replacement Vehicle for Parks and Recreation (Agenda Item X -D) Five bids were received for a medium-size pick-up truck on December 3. Staff has an approved budget of $10,000 for the purchase of the vehicle. Staff recommended that the bid for the purchase of a new truck be awarded to James Wood Motors for a Sierra 1500 wideside without air conditioning or an extended warranty. This is not the low bid, but is a full-size vehicle which would, according to staff, be their preference. MOTION: Upon a motion made by Councilman Glass and seconded by Councilman Edstrom, the Council voted five (5) for and none (0) opposed to reject all bids and authorize staff to advertise and rebid for a vehicle in the Parks Department. 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: Update on Keith/Matson Drive Drainage (Agenda Item XII -A) Mayor Farmer discussed the drainage problem and the work being done to alleviate the situation on Keith and Watson Drives. A meeting has been held with those citizens affected by this project which was very productive. The City Manager will be contacting the State Department of Highways and Public Transportation regarding possible further work to be done on SH S. Quarterly Workshop Follow -Up (Agenda Item XII -B) Minutes of the Quarterly Workshop had been distributed. There were no further comments or questions. ALLEN CITY COUNCIL REGULAR SESSION DECEMBER 20, 1990 PAGE 7 Consultant to Prepare a Development Impact Fee Ordinance (Cont'd) (Agenda Item X-C) study will be available through the proceeds of the Development Impact Fee. However, payment of the contract will be paid at the present time from the Water and Sewer operational fund. The study is expected to take approximately seven months and will require the establishment of an advisory committee that will be working with the consultant during this period of time. MOTION: Upon a motion made by Councilman Womack and seconded by Councilman Glass, the Council voted five (5) for and none (0) opposed to authorize selection of Hunter & Associates for a fee not to exceed $24,600 to perform the Development Impact Fee Study for the City of Allen, as recommended by staff and the Development Committee. The motion carried. Replacement Vehicle for Parke and Recreation (Agenda Item X -D) Five bids were received for a medium-size pick-up truck on December 3. Staff has an approved budget of $10, 000 for the purchase of the vehicle. Staff recommended that the bid for the purchase of a new truck be awarded to James Wood Motors for a Sierra 1500 wideside without air conditioning or an extended warranty. This is not the low bid, but is a full-size vehicle which would, according to staff, be their preference. MOTION: Upon a motion made by Councilman Glass and seconded by Councilman Edstrom, the Council voted five (5) for and none (0) opposed to reject all bids and authorize staff to advertise and rebid for a vehicle in the Parks Department. 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 1990-91 under consideration at this time. Other Business: Update on Keith/Watson Drive Drainage (Agenda Item XII -A) Mayor Farmer discussed the drainage problem and the work being done to alleviate the situation on Keith and Watson Drives. A meeting has been held with those citizens affected by this project which was very productive. The City Manager will be contacting the State Department of Highways and Public Transportation regarding possible further work to be done on SH 5. Quarterly Workshop Follow -Up (Agenda Item XII -B) Minutes of the Quarterly Workshop had been distributed. There were no further comments or questions. ALLEN CITY COUNCIL REGULAR SESSION DECEMBER 20, 1990 PAGE 8 Other Business (Cont'd): Calendar, (Agenda Item XII -C) There were no additions to the calendar. Committee Reports (Agenda Item XII -D) • Services Committee: A contract with NTMWD will be on the January agenda and a meeting with BFI will be held regarding a contract for solid waste and recycling. There were no other committee reports. Items of Interest (Agenda Item XII -E) Closing is scheduled for the Texins Rod and Gun Club at 11:00 a.m., Friday, December 21. A personal thanks was given to Rex Womack who aided a great deal on the final closing details. Adjourn (Agenda Item XIII) MOTION: Upon a motion made by Councilwoman Christakos and seconded by Councilman Edstrom, the Council voted five (5) for and none (0) opposed to adjourn the regular session of the Allen City Council at 9:14 p.m., on Thursday, December 20, 1990. The motion carried. These minutes approved on the 3rd day of January, 1991. APPROVED: C'/"w -;L "M� J(�YParmer, MAYOR ATTEST: I J y Ma icon, CITY SECRETARY