Min - City Council - 1992 - 08/06 - RegularPresent:
Joe Farmer, Mayor (absent)
Councilmembers•
Kevin Lilly, Mayor Pro Tem
Mickey Christakos
David Bishop
Mike Nichols
Steve Terrell
Sharon Hamner
City Staff:
Jon McCarty, City Manager
Judy Morrison, City Secretary
WORKSHOP SESSION - 6:45 P.M.
With a quorum of the Councilmembers present, the workshop session of the Allen City
Council was called to order by Mayor Pro Tem Lilly at 6:48 p.m. on Thursday, August 6,
1992, in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen,
Texas.
Discussion of Conaent Agenda
and Regular Agenda Items (Agenda Item II)
Mayor Pro Tem Lilly began the review of the Consent Agenda items. Discussion was
held regarding the budgets for crack sealing and asphalt overlay. The crack sealing is a
separate process from the slurry seal that was used last year. The asphalt overlay will be
using the 8,000 cubic yards of asphalt millings obtained from the Texas Department of
Transportation in conjunction with an asphalt rejuvenator to make an asphalt surface. The
City of Allen has not tried this procedure before, but is optimistic with the process.
Discussion was held regarding Agenda Item VII, Citizen's Comments. An individual
may be present to discuss the proposed budget 1992-93.
Discussion was held regarding the Library Meeting Room policy. Recently the
Council sanctioned the allowance of social events at the Library Meeting Room; however,
the Library Board will be coming forward with information for Council to reconsider this
sanction. Since Allen does not have a Community Room, Council felt the Library Meeting
Room should be able to be used in a broad manner until such a room is available. A
question was brought up regarding discrimination of certain groups by not having a
specific policy. Staff has been informed to think of that room as another resource to the
public and treat those users as library customers.
ALLEN CITY COUNCIL
REGULAR MEETING
AUGUST 6, 1992
Present:
Joe Farmer, Mayor (absent)
Councilmembers•
Kevin Lilly, Mayor Pro Tem
Mickey Christakos
David Bishop
Mike Nichols
Steve Terrell
Sharon Hamner
City Staff:
Jon McCarty, City Manager
Judy Morrison, City Secretary
WORKSHOP SESSION - 6:45 P.M.
With a quorum of the Councilmembers present, the workshop session of the Allen City
Council was called to order by Mayor Pro Tem Lilly at 6:48 p.m. on Thursday, August 6,
1992, in the Conference Room of the Allen Municipal Annex, One Butler Circle, Allen,
Texas.
Discussion of Conaent Agenda
and Regular Agenda Items (Agenda Item II)
Mayor Pro Tem Lilly began the review of the Consent Agenda items. Discussion was
held regarding the budgets for crack sealing and asphalt overlay. The crack sealing is a
separate process from the slurry seal that was used last year. The asphalt overlay will be
using the 8,000 cubic yards of asphalt millings obtained from the Texas Department of
Transportation in conjunction with an asphalt rejuvenator to make an asphalt surface. The
City of Allen has not tried this procedure before, but is optimistic with the process.
Discussion was held regarding Agenda Item VII, Citizen's Comments. An individual
may be present to discuss the proposed budget 1992-93.
Discussion was held regarding the Library Meeting Room policy. Recently the
Council sanctioned the allowance of social events at the Library Meeting Room; however,
the Library Board will be coming forward with information for Council to reconsider this
sanction. Since Allen does not have a Community Room, Council felt the Library Meeting
Room should be able to be used in a broad manner until such a room is available. A
question was brought up regarding discrimination of certain groups by not having a
specific policy. Staff has been informed to think of that room as another resource to the
public and treat those users as library customers.
ALLEN CITY COUNCIL
WORKSHOP SESSION
AUGUST 6, 1992 PAGE 2
Discussion was held regarding Agenda Item VIII, Parks and Recreation Board
Chairman 1991 Annual Report to City Council. Ray Galloway, Chairman of the Parks and
Recreation Board, will present the 1991 Parks and Recreation Board Annual Report.
Discussion was held regarding Agenda Item IX, Quarterly Financial Report.
Charlotte Smith, Finance Director, will present information regarding the Quarterly
Financial Report during the regular meeting.
Discussion was held regarding Agenda Item X, Other Business, Board Appointment
Schedule. Judy Morrison, City Secretary, reviewed the Board appointment schedule with
the Council. She also informed the Council that the Health Officer for the City of Allen
would need to be reappointed at this time.
Discussion was held regarding Agenda Item X, Other Business, Acknowledge Receipt
of Proposed Budget. Council will be asked to acknowledge the receipt of the Proposed
Budget from the City Manager.
Discussion was held regarding Agenda Item X, Other Business, Calendar. Council
will be asked to officially set August 18 as the public hearing date on the budget.
Discussion was held regarding Agenda Item X, Other Business, Quarterly Council
Workshop. Council was reminded of evaluation deadlines and subcommittee first and second
choices due to the Mayor.
Discussion was held regarding Agenda Item X, Other Business, Items of Interest.
There were no items of interest.
With no further discussion on the agenda, the workshop session of the Allen City
Council was adjourned at 7:15 p.m. on Thursday, August 6, 1992.
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 Lilly at 7:31 p. m. on Thursday, August 6,
1992, 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 Councihnember Christakos 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. Approve Minutes of June 16, 1992, Budget Workshop., 1991 - Regular
Session.
B. Approve Minutes of July 16, 1992, Regular Meeting.
ALLEN CITY COUNCIL
REGULAR SESSION
AUGUST 6, 1992
PAGE 3
C.
Approve Minutes of July 20, 1992, Special Called Meeting.
D.
Authorize city staff to pay bills associated with the
1985 Capital
Improvement Program as follows:
1. Cummings & Pewitt
$2,835.00
For: Engineering Services for FM 2170
Utility Relocations
Interest Earned Bond Funds
Period: Thru June 30, 1992
2. Cummings & Pewitt
$5,276.00
For: Engineering Services for FM 2170
Utility Relocations
Interest Earned Bond Funds
Period: Thru June 30, 1992
3. Hunter Associates, Inc.
$4,500.00
For: Preparation of Plans, Bid
Documents and Construction of
Intersection Traffic Signals at the
Intersection of Bethany Road and
Jupiter Road
Interest Earned Bond Funds
Period: Thru July 15, 1992
4. SabreData, Inc.
$ 585.00
For: Supplier of Printer for Automated
System
1977 Library Bond Funds
Period: Week of July 3, 1992
E.
Tax Report.
F.
Set a Public Hearing Date on the Proposed Budget as
Required by
Section 4.04 of the Allen City Charter.
A public hearing on the budget has been scheduled
for 7:00 p.m. Tuesday, August 18, 1992, in the
Council Chambers.
ALLEN CITY COUNCIL
REGULAR SESSION
AUGUST 6, 1992
PAGE 4
G. Authorize Acquisition of Water and Sewer Line Easements:
A. FM 2170 East.
Authorization: To obtain easements
for FM 2170 relocation of utilities
through negotiation or condemnation if
required. Total appraised value of the
easements is $9,996.
B. To Eliminate Chaparral Sewer Lift Station.
Authorization: To negotiate or
condemn as necessary to acquire two
easements for construction of sewer
line, eliminating need for Chaparral Lift
Station.
H. Approve Budgets and Authorize Contracting for:
A. Crack Sealing.
Budget: $10,000 -- asphalt
overlay bond funds
Authorization: To purchase crack
sealant and hire labor from Ken
Goforth.
B. Asphalt Overlay.
Budget: $8,000 -- with
additional $22,000 if process is
successful.
Authorization: Use of asphalt
millings and rejuvenator to resurface
gravel roads.
Citizen's Comments (Agenda Item VII)
There were no citizen's comments.
I
ALLEN CITY COUNCIL
REGULAR SESSION
AUGUST 6, 1992
PAGE 5
Parks and Recreation Board Chairman
1991 Annual Report to City Counall (Agenda Item VIII)
Ray Galloway, Chairman of the Parks and Recreation Board, presented the annual
report for the Parks and Recreation Board 1991. During the past year, the City of Allen
took significant steps toward meeting the diverse needs of an emerging community. Quality
of life is the result of visionary leadership, a dedicated staff, and money. Mr. Galloway
reviewed the concepts of park administration with the Council. The City has continued to
experience increased demand for services in contrast to decrease tax base. The most
effective means of increasing services without an increase in funds included extending the
work hours for park maintenance and moving to a four-day work week.
Mr. Galloway discussed the special activities provided by the Parks and Recreation
Department which included Flag Day Celebration, Not Paris -Roubaix Bike Tour, Christmas
Tree Lighting Ceremony and tree recycling program. Working with outside agencies, the
City assisted in the Jaycees Easter Egg Hunt, Collin County "Great Texas Trash -Off,"
Jaycees Christmas Parade, Allen Country Fair, Senior Citizens Program, and the City of
Allen Swim Team. He also reviewed the adult and youth activity programs and the summer
Programs.
E Mr. Galloway discussed park classification systems and reviewed the cost per acres
in comparison with neighboring cities. He also reviewed the organizational structure for
E
park maintenance and their responsibilities.
Mr. Galloway expressed gratitude, on behalf of the Parks and Recreation Board, for
the support of the Council and the support of Staff of the Parks and Recreation
Department.
Mayor Pro Tem Lilly thanked Mr. Galloway and the Parks Board on behalf of the
Mayor and the Council for their work in 1991 and look forward to their continued success
in the future.
Quarterly Financial Report (Agenda Item UI)
Charlotte Smith, Finance Director, presented information regarding expenditures
and revenues for the City of Allen in the General Fund and the Water and Sewer Fund for
the period ending June 30, 1992. The General Fund reflects revenues over expenditures
of $781,099 and the Water and Sewer Fund has revenues over expenses of $394,726. Sales
tax revenues are 10.35% above the same period last year.
Council expressed their pleasure with the fine financial report for the period ending
June 30, 1992.
Other Business (Agenda Item X)
Board Appointment Schedule (Agenda Item X-A)
j Judy Morrison, City Secretary, reviewed with the Council the appointment schedule
for Boards and Commissions.
0
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ALLEN CITY COUNCIL
REGULAR SESSION
AUGUST 6, 1992
PAGE 6
Acknowledge Receipt of Proposed Budget (Agenda Item X -B)
The Allen City Council acknowledged receipt of the Proposed Budget for Fiscal Year
1992-93.
Calendar (Agenda Item X-C)
Public hearing on Tuesday, August 18, 1992 at 7:00 p.m.
Quarterly Council Workshop (Agenda Item X -D)
Information for council employee evaluations are due August 28. Councilmembers are
requested to put their desired choices for subcommittee with "choice #1" and "choice #2";
any changes on the minutes are to be referred to the Mayor.
Items of Interest (Agenda Item X -E)
There were no items of interest.
The Council took a brief recess at 8:11 p.m.
Executive Session (Agenda Item XI)
In accordance with Article 6252-17, V.A.T. C. S. (Open Meetings Law), Sections 2(f)
and 2(g), the Allen City Council convened into Executive Session at 8:25 p.m. in the
Conference Room of the Allen Municipal Annex, One Butler Circle, Allen, Texas in order
to discuss matters pertaining to (A) Council Employee Evaluations and (B) Land Donations.
The Executive Session was adjourned at 11:13 p.m.
Reconvene (Agenda Item XI)
The Allen City Council reconvened into regular session at 11:14 p.m. on Thursday,
August 6, 1992, in the Council Chambers of the Allen Municipal Annex. There was no
action taken on items discussed during Executive Session.
Adjourn
PAGE 7
(Agenda Item XII)
MOTION: Upon a motion made by Councilmember Nichols and seconded by Councilmember
Terrell, the Council voted six (6) for and none (0) opposed to adjourn the
regular session of the Allen City Council at 11:14 p.m., on Thursday,
August 6, 1992. The motion carried.
These minutes approved on the 20th day of August , 1992.
:••;� Ian
9�
Jbe Farmer, MAYOR
■ ATTEST:
Ju Mo on, CITY SECRETARY
1
ALLEN CITY COUNCIL
REGULAR SESSION
'
AUGUST 6, 1992
Adjourn
PAGE 7
(Agenda Item XII)
MOTION: Upon a motion made by Councilmember Nichols and seconded by Councilmember
Terrell, the Council voted six (6) for and none (0) opposed to adjourn the
regular session of the Allen City Council at 11:14 p.m., on Thursday,
August 6, 1992. The motion carried.
These minutes approved on the 20th day of August , 1992.
:••;� Ian
9�
Jbe Farmer, MAYOR
■ ATTEST:
Ju Mo on, CITY SECRETARY
1