Min - City Council - 1991 - 08/01 - Regular11
ALLEN CITY COUNCIL
REGULAR MEETING
AUGUST 1, 1991
Present:
Joe Farmer, Mayor
Councilmembers•
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 - 8:45 P.M.
With a quorum of the Councilmembers present, the workshop session of the Allen City
Council was called to order by Mayor Farmer at 6:50 p.m. on Thursday, August 1, 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 Farmer began the review of the Consent Agenda items. Discussion was held
regarding Agenda Item IX, Approve an Ordinance Establishing a Fee Schedule for Public
Works Services. Discussion was held regarding the cost per lot that the City of Allen
incurs with inspection fees. Cost of public works installed since 1984 shows a cost history
of $7,351 per lot on an average lot width of 65 feet. This new proposed inspection fee
schedule will help offset some of the costs incurred by the City of Allen. This is strictly
an operational item. The new development impact fee refers only to the capital outlay
budget. Most area cities already have a fee schedule set up similar to the one being
proposed. The engineering inspection fee will be requested prior to release of engineering
plans or site plans.
Mayor Farmer reviewed Agenda Item X, Review Bids, Authorize Execution of
Construction Contract and Approve Budget for Phase IA of Special Use Facility. City
Manager Jon McCarty discussed the chronology of the Texins Rod and Gun Property. He
reviewed the budget costs for various structures and work to be done on the site and
compared the June 6 figure with the July 23 update and the final bid figure on those items.
L ALLEN CITY COUNCIL
WORKSHOP SESSION
AUGUST 1, 1991 PAGE 2
Seven bids were received and all bids met the minimum requirements. They were opened
on July 23, 1991. All bids exceeded the projected cost for construction. Council has
several options at this point:
A) Staff could rebid the project. This would take approximately six (6) weeks.
Staff feels this is not an ideal option.
B) Staff could negotiate the contract after the bid is awarded. Staff feels this is
not a viable option.
C) Award the bid on the base bid amount and Alternate #2 which includes
the additional 34 car parking spaces. Do not include Alternate #1 at this time.
Staff feels this is a viable option.
The base bid would be $698,505 and Alternate #2 would be $39,215 for a total budget
of $737,720. This would allow $263,000 for Phase 1B.
Concern was expressed by the Council that after spending one million dollars for this
park development people would still not have a "real' park to enjoy. With most of the
money used in Phase 1A there would be very little left to complete additional items for Phase
1B and continue progress on the Special Use Facility. Prior to the execution of the
contract, the City Manager informed Council he would clarify the point on reimbursement
of grant monies for the purchase price of the property. Council expressed a concern
regarding the trustworthiness of the consultant, Carter and Burgess.
With no further discussion on the agenda, the workshop session of the Allen City
Council was adjourned at 7:51 p.m. on Thursday, August 1, 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 Farmer at 8:01 p.m. on Thursday, August 1, 1991,
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 Councilmember Nichols and seconded by Mayor Pro Tem
Edstrom, the Council voted seven (7) 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 July 15, 1991 - Special Called
Budget Workshop.
Approval of City Council Minutes of July 18, 1991 - Regular Meeting.
C. Authorize city staff to pay bills associated with the 1985 Capital
Improvement Program as follows:
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ALLEN CITY COUNCIL
REGULAR SESSION
AUGUST 1, 1991
PAGE 3
1. Texas Contractors Supply $172.56
For: Sign for ASAP Building
1985 Interest Earned Funds
Period: Thru July 25, 1991
2. Gohmann Asphalt $2,897.14
For: Purchase Asphalt
1985 Street Bond Funds
Period: Thru July 16 & 17, 1991
3. Gohmann Asphalt $735.85
For: Purchase Asphalt
1985 Street Bond Funds
Period: Thru July 16, 1991
4. Burk Asphalt $570.00
For: Lay Down Machine and Operator
1985 Street Bond Funds
Period: Thru July 18, 1991
5. Strewn Rentals $2,861.40
For: Rental of Motor Grader
1985 Street Bond Funds
Period: Thru July 1 to July 18, 1991
6. Young Brothers, Inc. $56,322.16
For: Single Course Bituminous Slurry Seal
1985 Street Bond Funds
Period: July, 1991
D.
Set September 5, 1991, as Public Hearing Date on Request to Change
Zoning on 37.006 Acres from R-2 Residential to Flood Plain -Planned
Development No. 49, Located East of Jupiter Road and North of
Cottonwood Bend North Addition.
E.
Adopt an Ordinance Changing the Name of Ellis Court to Ellis Circle.
Ordinance No. 1041-8-91: An Ordinance of the City of Allen, Collin
County, Texas, Changing the Name of Ellie Court, a Street in the
Allenwood Estates Subdivision, to Ellis Circle; Amending all Ordinances
or Portions of Ordinances in Conflict Herewith; and Providing for an
Effective Date.
The motion carried.
End of Consent A¢enda
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ALLEN CITY COUNCIL
REGULAR SESSION
AUGUST 1, 1991 PAGE 4
Citizens' Comments (Agenda Item VI)
There were no citizens' comments.
Present Plaques -of -Appreciation to
Outgoing Parks and Recreation Board
Member and Allen Substance Abuse Prevention
Steering Committee Members (Agenda Item VII)
Mayor Farmer presented a plaque -of -appreciation to Treva Wolfe, Allen Substance
Abuse Prevention Steering Committee, January 1990 to March 1991, and extended the
gratitude of the Council for her service in this capacity.
Approve Additions to the Asphalt Slurry Seal
Program and Amend the Project Budget (Agenda Item VIII)
Slurry Seal is being used as a seal coat for older asphalt that is deteriorating from
age. This coating is 114" in thickness and consists of an asphalt emulsion stone. Slurry
Seal will extend the life of the pavement approximately five (5) years and is used on streets
that are becoming deteriorated but have not passed the point of no return. The whole city
has been reviewed and the street bond funds are being used for this project. Four (4)
additional miles of streets and two (2) additional alley miles of Slurry Seal are being
proposed for this project with an approximate cost of $30,300.
MOTION: Upon a motion made by Councilmember Lilly and seconded by Councilmember
Christakos, the Council voted seven (7) for and none (0) opposed to approve
an additional four (4) miles of streets and two (2) miles of alley Slurry Seal
with an additional cost of $30,300 to the original cost of $120,000 plus 10%
contingency of $12,000 for a total of $162,300 to be funded from street bond
funds for asphalt overlay as recommended by development subcommittee and
staff. The motion carried.
Approve an Ordinance Establishing a Fee
Schedule for Public Works Services (Agenda Item IX)
In the past the City of Allen has not charged for services provided by the Public
Works Department but would like to begin to do so. They have not charged for costs of
engineering reviews or street, water, sanitary sewer or storm sewer inspection services.
These fees would cover present operational costs relating to the day-to-day operations of
the Public Works Department.
Ordinance No. 1042-8-91: An Ordinance of
the City of Allen, Collin County, Texas to
Establish a Fee Schedule for the Inspection
Services for New Streets, Water Distribution,
Sanitary Sewer Distribution and Storm Sewer
Distribution; Videotape Services of New
Sanitary Sewer Lines at the Request of the
Developer of New Subdivision; Installation of
Clean -outs in Existing Sanitary Sewer Lines
ALLEN CITY COUNCIL
REGULAR SESSION
AUGUST 1, 1991 PAGE 5
at the Request of Property Owners; Fees for
Copies of Engineering Design Manuals;
Details and Plans; and Providing a
Severability Clause and an Effective Date.
MOTION: Upon a motion made by Councilmember Bishop and seconded by Councilmember
Christakos, the Council voted seven (7) for and none (0) opposed to approve
Ordinance 1042-8-91 as previously captioned in accordance with development
and staff recommendation. The motion carried.
Review Bids, Authorize Execution of
Construction Contract and Approve Budget
for Phase 1A of Special Use Facility (Agenda Item X)
Rhoda Savage, Director of Parks and Recreation, discussed the background of the
Texins Rod and Gun Club, also known as the Special Use Facility. The City Council
authorized Staff to bid Phase lA for developing the Special Use Facility on June 6, 1991.
Phase 1A will include all necessary construction elements for grant eligibility and will be
completed by February 1, 1992. Seven (7) bids were received and all bids met the minimum
requirements. Phase IA bids were opened on July 23, 1991. All bids exceeded the
projected cost of construction. The main overages were in site preparation, water systems
and sanitary sewer. The Parks and Recreation Board recommended the low bid be accepted
�a in its entirety.
Lloyd Lentz of Carter and Burgess addressed the bid differences in site preparation
which includes earth work, clearing and grubbing, and pond improvements. The
consultant used information in the specifications that did not allow for precise projections
on cost in this area. The Council expressed they had placed a great deal of trust in the
consultant on these budget figures but they had lost some of their confidence in true
costing of the entire project. The City of Allen was encouraged not to forfeit any grant
money from the Texas Parks and Wildlife Department less this affect future requests for
park grants from the City of Allen.
Concern was expressed regarding the amount of money spent on Phase IA and the
amount of park facilities that will be available for the citizens of Allen to use. Discussion
was held regarding the full-scale playground as alternate #1 and how this will affect the
usage of the park.
Council recessed from 9:40 to 9:48 p.m.
MOTION: Upon a motion made by Mayor Pro Tem Edstrom and seconded by
Councilmember Bishop, the Council voted five (5) for and two (2) opposed
with Councilmembers Lilly and Terrell casting the negative votes to authorize
staff to enter into a contract with Architectural Utilities for the construction
of the Allen Special Use Facility including the base bid of $698,505 and
Alternate #2 of $39,215 for a total of $737,720 and a construction budget as
follows
ALLEN CITY COUNCIL
REGULAR SESSION
AUGUST 1, 1991
PAGE 6
Construction Contract - Phase lA
$698,505
Alternate #2 (Parking Spaces)
$39,215
Consultant Fee
$61,500
Contingency Fee
$34,925
Total
$834,145
in accordance with staff recommendation. The motion carried.
Legislative Update
(Agenda Item XI)
Michael Stanger, Assistant to the City Manager, updated the
Council with regard to
recent legislation --specifically, budget information and cigarette
tax.
Other Business:
Boards and Commission Appointment Schedule
(Agenda Item XII -A)
Judy Morrison, City Secretary, reviewed the tentative calendar for activities related
to the fall Board appointment schedule.
Calendar
(Agenda Item XII -B)
August 7 Economic Development Meeting at 7:00 p.m.
Subcommittee Reports
(Agenda Item XII -C)
Finance/ Administration Subcommittee
None.
Development Subcommittee
Research has been completed on Special Use Facility bids
and inspection fees.
Another meeting is scheduled for August 22.
Services Subcommittee
None.
Economic Development Subcommittee
Discussions are being held with regard to the 1/2t sales tax.
Mayor Subcommittee
None.
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ALLEN CITY COUNCIL
REGULAR SESSION
AUGUST 1, 1991
Items of Interest
PAGE 7
(Agenda Item XII -D)
Jon McCarty, City Manager, discussed the satellite to be installed at the library
building. Location of the satellite will be on the northwest corner of the property.
Executive Session
(Agenda Item XIII)
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 10:15 p.m. in the Conference
Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas in order to discuss
matters pertaining to Council Employees.
The Executive Session was adjourned at 10:45 p.m.
Reconvene (Agenda Item XIV)
The Allen City Council reconvened into regular session at 10:45 p.m. on Thursday,
August 1, 1991, in the Council Chambers of the Allen Municipal Annex. There was no
action taken on items discussed during the Executive Session.
Adjourn
(Agenda Item XI)
MOTION: Upon a motion made by Councilmember Christakos and seconded by
Councilmember Nichols, the Council voted seven (7) for and none (0) opposed
to adjourn the regular session of the Allen City Council at 10:46 p.m., on
Thursday, August 1, 1991. The motion carried.
These minutes approved on the 15th day of August, 1991.
ATTEST:
i' Mor&isofi, CITY SECRETARY
APPROVED:
yGr f' rG(t�rtiGL
J)6e Farmer, MAYOR