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Min - City Council - 1991 - 06/20 - RegularALLEN CITY COUNCIL REGULAR MEETING JUNE 20, 1991 Present: Joe Farmer, Mayor (Absent) Council Members: Kevin Lilly Mickey Christakos David Bishop Mike Nichols Steve Terrell Gary Edstrom, Mayor Pro Tem 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 Pro Tem Edstrom at 6:50 p.m. on Thursday, June 20, 1991, 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 Pro Tem Edstrom began the review of the Consent Agenda items. Discussion was held regarding accepting the McDermott/Main Street Phase IIIIII improvements. A question was raised regarding the alley and the cost attributed to the City of Allen. Changes in ownership are handled through the title company at the time of the purchase of the property. A letter was distributed apprising the Council of a lawsuit regarding a similar assessment policy. Council was informed the courts have already issued a judgment on our policy and it does stand up in court. Mayor Pro Tem Edstrom reviewed Agenda Item VI, Citizens Comments. Staff was aware of a group of residents from the Heritage Park area who are expected to appear this evening. Staff has researched the issue and the City Manager distributed information to the Council addressing the concerns of the residents. Although Council will hear these residents during the Citizens Comments section, they will be instructed to contact the City Manager's office for review of the entire situation and resolution of their questions. ALLEN CITY COUNCIL WORKSHOP SESSION JUNE 20, 1991 PAGE 2 Mayor Pro Tem Edstrom reviewed Agenda Item VII, Presentation of Employee Tenure Pins and Certificates. Jon McCarty will say a few words regarding each employee and present the tenure pin. Mayor Pro Tem Edstrom will present a Certificate of Appreciation to each employee. Mayor Pro Tem Edstrom reviewed Agenda Item V III, Presentation of City's Emergency Management Plan. Since the Mayor has many responsibilities enumerated in this emergency plan, it was suggested that this item be tabled so that the Mayor will be present for discussion at a future Council Meeting. Mayor Pro Tem Edstrom reviewed Agenda Item IX, Public Hearing on Draft Ten Year Land Use Assumptions Associated with the Development Impact Fee Study and Consider Adoption of the Land Use Assumption. It was unknown if anyone would be present for this Public Hearing. Dave Whitehead will be staff support to answer any questions as they arise. Mayor Pro Tem Edstrom reviewed Agenda Item X, Authorize Actions Necessary to Repair and Renovate the Old Police Building for use as City Offices. Discussion was held regarding in-house architectural expertise. The City of Allen has no one at this time who can provide the architectural services necessary for this building; therefore, this is an item to be included in the renovation of the building. Mayor Pro Tem Edstrom reviewed Agenda Item XI, Approve City Employee Personnel Policies and Procedures Manual. The City Manager will review the background of this item for the audience during the regular meeting. Mayor Pro Tem Edstrom reviewed Agenda Item XII, Consider Changes in the Allen Substance Abuse Prevention Bylaws. The Mayor had asked that this item be tabled until such time when he is available to be present at the meeting. Mayor Pro Tem Edstrom reviewed Agenda Item XIII, Legislative Update. Michael Stanger, Assistant City Manager, will be present to provide the Legislative Update during the regular meeting. With no further discussion on the agenda, the workshop session of the Allen City Council was adjourned at 7:25 p.m. on Thursday, June 20, 1991. REGULAR SESSION - 7:30 P.M. With a quorum of the Councilmembers present, the regular session of the Allen City Council was called to order by Mayor Pro Tem Edstrom at 7:30 p. m. on Thursday, June 20, 1991, in the Council Chambers of the Allen Municipal Annex, One Butler Circle, Allen, Texas. ALLEN CITY COUNCIL REGULAR SESSION NNE 20, 1991 PAGE 3 CONSENT AGENDA (Agenda Item V) MOTION: Upon a motion made by Councilmember Nichols and seconded by Councilmember Bishop, 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 May 30, 1991 - Special Called Meeting. B. Approval of City Council Minutes of June 6, 1991 - Regular Session. C. Authorize city staff to pay bills associated with the 1985 Capital Improvement Program as follows: 1. Joe Hix Company $3,385.00 For: 5 112 days backhoe and 112 manpower hours 1985 Street Bond Funds Period: Thru June 1, 1991 2. RMG Consultants, Inc. $1,750.00 For: Consulting Services for Library 1965 Library Bond Funds Period: Feb -May 1991 3. Paint Systems $40.00 For: Preparation and Paint Letters on Entrance Sign Main Street Phase 213 1985 Street Bond Funds Period: Thru June 17, 1991 4. Donald Horne dba HCI $5,838.56 For: Headwalls & Inlets on Keith and Watson, Sloping of Headwall on Keith and Curb & Gutter on Watson 1985 Street Bond Funds Period: March, April & May, 1991 D. Ordinance No. 1037-6-91: An Ordinance of the City of Allen, Collin County, Texas, Accepting the Improvements on aPortion of F.M. 2170, Further Described as Being Portions of F.M. 2170 From U. S. 75 to Allen Drive, McDermott Drive From Allen Drive to a Point 360 Feet East of the Right -Of -Way Line of Dogwood Drive, Dogwood Drive From Main Street to McDermott Drive, and Main Street From Dogwood Drive to S. H. 5, in the City of Allen, Collin County, Texas; Providing for the Attachment of Exhibit "A" Correcting the Rolls and Estimates Thereof; Declaring an Emergency; and Providing That This Ordinance Shall Take Effect Immediately Upon Its Passage. ALLEN CITY COUNCIL REGULAR SESSION JUNE 20, 1991 PAGE 4 E. Ordinance No. 1038-6-91: An Ordinance of the City of Allen, Collin County, Texas, Adopting and Enacting Supplement Number 4 to the Code of Ordinances for the City of Allen; Providing a Severability Clause; Providing a Penalty for Such Violation Thereof; and Providing When Such Supplements and This Ordinance Shall Become Effective. Schedule of Taxes Receivable as of May 31, 1991. Set July 18, 1991, as Public Hearing Date on Request to Amend the Zoning Regulations on Tract 1 of Planned Development No. 46 to Include a Fitness Training Center, More Particularly Described as Being Located at 608 S. Jupiter, South of Allen Church of Christ, as Requested by Jack Bolowskie. The motion carried. End of Consent Agenda Citizens' Comments Paul Moo, 765 Livingston Place, Allen traffic and safety concerns in Heritage Park for many of the residents in that area: (Agenda Item VI) Texas, spoke before the Council regarding He discussed the following items of concern • Decrease, post and enforce the speed on Victorian and Pulitzer Drive to 20 MPH. • Replace the current two-way stop sign at the intersection of Monticello and Pulitzer to a four-way stop sign. • Add a "no outlet" sign at the intersection of Monticello and Pulitzer. • Place "no parking" signs on the east/west bound residential side of Victorian Drive, rather than the park side. Clifford Baldwin, 749 Pulitzer Lane, Allen, Texas, spoke before the Council. He was in agreement with Mr. Moo regarding the traffic concerns and safety in Heritage Park. Allen Rosen, 736 Monticello, Allen, Texas, also spoke in support of the traffic concerns and safety in Heritage Park. Council advised the residents of Heritage Park to make an appointment with the City Manager to discuss possible solutions to their concerns. LI ALLEN CITY COUNCIL REGULAR SESSION JUNE 20, 1991 PAGE 5 Presentation of Employee Tenure Pins and Certificates (Agenda Item VII) Mayor Pro Tem Edstrom 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. Those employees not present were John W. Bruce, Police Department; Paul D. Ballard, Public Works; Billy H. McCoy, Public Works; and Anthony D. Fritz, Public Works. Mayor Pro Tem Edstrom presented Certificates of Service and City Manager, Jon McCarty presented tenure pins to the following city employees for their ten years of service to the City of Allen. Debbie Bond Police Department Larry E. Fessenden Police Department Roberto Flores Police Department Cole E. Banner Fire Department Patrick Churchwell Fire Department Joe W. Shinn Fire Department Joe Del Ferro Community Development Arne C. Johnson Community Development Those employees not present were John W. Bruce, Police Department; Paul D. Ballard, Public Works; Billy H. McCoy, Public Works; and Anthony D. Fritz, Public Works. Mayor Pro Tem Edstrom presented Certificates of Service and City Manager, Jon McCarty presented tenure pins to the following city employees for their ten years of service to the City of Allen. June Baxter Police Department Edward Stevens Police Department Bernard W. White Police Department Mel Hilkemeier Community Development I I Is ALLEN CITY COUNCIL REGULAR SESSION JUNE 20, 1991 PAGE 6 City Manager, Jon McCarty, presented a City of Allen pin to the newly appointed Councilmembers, Kevin Lilly, Place No. 1, David Bishop, Place No. 3, Mike Nichols, Place No. 4 and Steve Terrell, Place No. 5. City Council took a brief recess from 7:50 p.m. to 8:00 p.m. David Pitstick, Economic Development Coordinator, introduced Sam Satterwhite to the Council. Sam will be working as an intern in the Economic Development office for about six months. He's attending North Texas State University, studying Public Administration. Presentation of City's Emergency Management Plan (Agenda Item VIII) MOTION: Upon a motion made by Councilmember Christakos and seconded by Councilmember Nichols, the Council voted six (6) for and none (0) opposed to table Agenda Item VIII, Presentation of City's Emergency Management Plan. The motion carried. Public Hearing on Draft Ten Year Land Use Assumptions with the Development Impact Fee Study and Consider Adoption of the Land Use Assumption (Agenda Item IX) The Allen City Council authorized a Development Impact Fee Study on October 18, 1990, approved a contract with Hunter & Associates, as the consultant for the study on December 20, 1990 and appointed the Planning & Zoning Commission plus two additional members to the Capital Improvements Advisory Committee on February 7, 1991. The land use assumptions for development impact fees 1991-2000 has been developed and is before the Council for adoption after the public hearing this evening. Mayor Pro Tem Edstrom read the request into the record as follows: "Public Hearing on Draft Ten Year Land Use Assumptions Associated with the Development Impact Fee Study and Consider Adoption of the Land Use Assumption." Mayor Pro Tem Edstrom opened the Public Hearing and asked for anyone speaking either for or against the request to do so at this time. With no one speaking either for or against the request, Mayor Pro Tem Edstrom closed the Public Hearing. MOTION: Upon a motion made by Councilmember Christakos and seconded by Councilmember Lilly, the Council voted six (6) for and none (0) opposed to adopt the Land Use Assumptions for Development Impact Fees 1991-2000 in accordance with the Capital Improvements Advisory Committee and staff recommendation. The motion carried. I ALLIIN CITY COUNCIL REGULAR SESSION JUNE 20, 1991 PAGE 7 Authorize Actions Necessary to Repair and Renovate the Old Police Building for use as City Offices (Agenda Item X) The Allen City Council, upon recommendation of the Development Subcommittee, has authorized $25,000 from bond funds to refurbish the old police and courts building located at the corner of Main Street and Butler. In an effort to make the project more cost effective, it is recommended that City staff be allowed to act as the general contractor and be allowed to contract individually with the subcontractor. The Development Subcommittee has reviewed this proposal and in an effort to expedite the process and be able to have the building occupied by January, 1992, has formulated a recommendation for the City Council. Basic Repairs and Cleanup $17,660 Architectural Fees 1,000 Contingencies 2,000 Alternate Considerations for Enhancement and Improvements 4,140 TOTAL BUDGET 25 000 Development Subcommittee and Staff recommend City Council approve the following: 1. Authorize city staff to contract with an architect to prepare plans and specifications for repairs as well as additional alternates for enhancementl improvements that maybe included within the approved budget. 2. Authorize city staff to act as the general contractor. 3. Authorize city staff to contract individually with subcontractors for repairs and any additional enhancement/improvements. 4. Authorize Public Works to perform drainage and parking lot labor (material to be purchased from budget). 5. Authorize total expenditures for the refurbishment of the structure up to, but not to exceed, the approved budget of $25,000. MOTION: Upon a motion made by Councilmember Bishop and seconded by Councilmember Lilly, the Council voted six (6) for and none (0) opposed to authorize city staff to perform and contract to have performed the above noted items with total expenditures not to exceed the previously approved budget of $25,000, in accordance with Development Subcommittee recommendation. The motion carried. Approve City Employee Personnel Policies and Procedures Manual (Agenda Item XI) Jon McCarty, City Manager, discussed the background of the policies and procedure manual. The City of Allen's original manual was adopted almost a decade ago. Working under the direction of a Council subcommittee, with the help of a consultant hired to do ALLEN CITY COUNCIL REGULAR SESSION JUNE 20, 1991 PAGE 8 much of the legwork and after two workshop sessions, the Personnel Policies and Procedures Manual was presented to the Council for final review. Legal advice has been sought to review the document and the manual is now available for final adoption. MOTION: Upon a motion made by Councilmember Nichols and seconded by Councilmember Terrell, the Council voted six (6) for and none (0) opposed to approve the updated City of Allen City Employee Personnel Policies and Procedure Manual. The motion carried. Consider Changes in the Allen Substance Abuse Prevention Bylaws (Agenda Item XII) MOTION: Upon a motion made by Councilmember Christakos and seconded by Councilmember Bishop, the Council voted six (6) for and none (0) opposed to table Agenda Item XII, Consider Changes in the Allen Substance Abuse Prevention Bylaws, in accordance with Services Subcommittee recommendation. The motion carried. Legislative Update (Agenda Item XIII) Michael Stanger, Assistant City Manager, provided a legislative update to the Council. He briefly explained the veto the governor had used on the competitive bid proposal and House Bill 779 regarding alcoholic beverages in zoned areas. He also discussed Senate Bill 1, the Ethics Bill and the interest TML has had in this particular bill. He will keep us informed as new developments occur. Other Business: Calendar There were no additions to the calendar. (Agenda Item XIV -A) Subcommittee Reports (Agenda Item XIV -B) Finance/Adsdnietration: Interviews were held on Monday, June 17th for all board appointments. Development: A meeting was held on June 12th, at which time the committee revised the work program, discussed goals and objectives, refurbishment of the old police building, park dedication fees, and ASA/Parks cooperation. Services: None. Economic Development: Allen Business Development Day will be held July 16th and the fact booklet has now become a fact brochure which is very impressive. �i Rhoda Savage reported on the use of St. Mary's Fields. I I ALLEN CITY COUNCIL REGULAR SESSION JUNE 20, 1991 Items of Interest There were no items of interest. Executive Session PAGE 9 (Agenda Item XIV -C) (Agenda Item XV) In accordance with Article 6252-17, V.A.T.C.S. (Open Meetings Law), Sections 2(g), the Allen City Council convened into Executive Session at 8:30 p.m. in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas in order to discuss matters pertaining to appointments to boards and commissions. The Executive Session was adjourned at 9:27 p.m. Reconvene and Consider Action on Appointments to Boards and Commissions (Agenda Item XVI) The Allen City Council reconvened into regular session at 9:28 p.m. on Thursday, June 20, 1991, in the Council Chambers of the Allen Municipal Annex. The Finance Administration Committee discussed the process for appointments to city boards. Councilmember Nichols placed the following names as the slate of nominations for the specific places on city boards: Planning and Zoning Commission: Place No. 2 John Garcia Expires 6/30/93 Place No. 3 Judith Seale Expires 6/30/92 Place No. 4 Noel Crume Expires 6/30/93 Place No. 6 Douglas Gallagher Expires 6130/93 Library Board: Place No. 1 Rhonda Palmer Expires 6/30/93 Place No. 3 Mary Walker Expires 6130/93 Place No. 5 Don Wilson Expires 6/30/93 Place No. 7 Betty Matthews Expires 6130/93 Park Board: Place No. 3 Gordon McIntyre Expires 9130192 Board of Adjustment: Place No. 4 Steve Allen Expires 9130/92 Alternate No. 2 Jeff Cocking Expires 9/30/92 Capital Improvement Advisory Committee: ETJ Representative Mike Williams Expires 6/30/92 ALLEN CITY COUNCIL REGULAR SESSION JUNE 20, 1991 PAGE 10 MOTION: Upon a motion made by Councilmember Christakos and seconded by Councilmember Lilly, the Council voted six (6) for and none (0) opposed that the nominations cease and that the slate of individuals previously nominated be appointed by acclamation to the designated places on the Planning and Zoning Commission, Library Board, Park Board, Board of Adjustment, and Capital Improvement Advisory Committee ETJ Representative, respectively. The motion carried. Adjourn (Agenda Item XVII) MOTION: Upon a motion made by Councilmember Bishop and seconded by Councilmember Nichols, the Council voted six (6) for and none (0) opposed to adjourn the regular session of the Allen City Council at 9:32 p. m. , on Thursday, June 20, 1991. The motion carried. These minutes approved on the 18th day of July, 1991. APPROVED: ce Farmer, MAYOR ATTEST: Jud orriE�n, CITY SECRETARY