Min - City Council - 1993 - 08/05 - RegularALLEN CITY COUNCIL
REGULAR MEETING
AUGUST 5, 1993
Present:
Joe Farmer, Mayor
Councilmembers•
Kevin Lilly, Mayor Pro Tem
Mickey Christakos
David Bishop
Mike Nichols
Steve Terrell
Sharon Hamner
City Staff:
Jon McCarty, City Manager
Ems! Judy Morrison, City Secretary
COUNCIL PHOTO - 6:00 P.M.
The annual council photograph was taken prior to the regular meeting.
DINNER AND WORKSHOP SESSION - 6:15 P.M.
With a quorum of the Councilmembers present, dinner and the workshop session of the Allen City
Council was called to order by Mayor Fanner at 6:22 p.m. on Thursday, August 5, 1993, in the Lunch Room
of the Allen Municipal Annex, One Butler Circle, Allen, Texas.
Oven Council Discussion
(Agenda Item M
The Council was informed that the stormwater drainage stenciling project was a great success and all
stenciling kits had been distributed.
The Mayor and Council congratulated Judy Morrison, City Secretary, in the attainment of the Certified
Municipal Clerk designation from the International Institute of Municipal Clerks.
Councilmembers Christakos and Lilly reported on the successful TML Association for elected officials
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conference recently held in Plano.
ALLEN CITY COUNCIL
WORKSHOP SESSION
AUGUST 5, 1993
Discussion of Consent Agenda
and Regular Agenda Items
PAGE 2
(Agenda Item III)
Mayor Farmer began the review of the Consent Agenda items. The City Manager informed the Council
of the budget public hearing scheduled for August 17 at 7:00 p.m in the Council Chamber.
Discussion was held regarding Agenda Item V, Council Committee Reports. Development Subcommittee
reported that David Griffin would be attending an upcoming meeting to discuss the Dallas Regional Mobility
Coalition. They also reported on the request from Planning and Zoning Commission that Council consider the
issues of screening and entry wall locations. Discussion was held regarding the standards for the walls and the
location on City property versus private property It was the conclusion of the Council that live screening walls
not be located on City property due to high maintenance costs. Live screening walls may be allowed in property
owner's right-of-way However, they will be discouraged in City right-of-ways.
A workshop has been set to review the Neighborhood Integrity Ordinance on August 18 at 7.00 p.m. to
be held in the Council Chambers.
Finance/Admimstration Subcommittee reported the possible separate mailing of tax forms for the school
district and the City, the City audit, and the invitation of TCI Cable representatives to the next
Finance/Administration Subcommittee meeting.
Mayor's Subcommittee reported the Municipal Messenger will be in the hands of the citizens on
August 21.
Services Subcommittee reported that the survey for soliciting public input to determine the program needs
for the Allen Recreational Center was sent to 100 randomly selected individuals in the City of Allen. The Park
Board will hold a public hearing on August 17 for additional input and education regarding this subject
Upcoming discussions with the Services Subcommittee include emergency service fees.
Discussion was held regarding Agenda Item VI, Citizen's Comments. It was reported that Dale Holt
would be present at tonight's meeting to discuss building permit fees and the fountain for Allen Civic Plaza.
Discussion was held regarding Agenda Item VII, Set September 16. 1993, as a Public Hearing Date to
Consider Proposed Charges for Municipal Drainage Utility System, The Ordinance to be published regarding
the Municipal Drainage Utility System indicates a household monthly fee of $2.75 with a cap of $50 for business.
This seems to provide funds suitable for the five-year budget projections. Discussion was held regarding the
equalization of the burden of cost between residential and commercial customers.
With no further discussion on the agenda, the workshop session of the Allen City Council was adjourned
at 7:32 p.m. on Thursday, August 5, 1993.
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ALLEN CITY COUNCIL
REGULAR SESSION
AUGUST 5, 1993
CONSENT AGENDA
PAGE 3
(Agenda Item IV)
MOTION: Upon a motion made by Councilmember Christakos and seconded by Councilmember Bishop,
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, 1993, Regular Meeting.
B. Authorize city staff to pay bills associated with the 1985 Capital Improvement Program
as follows:
1. Pioneer Concrete of Texas, Inc.
$26,865.00
For: Purchase for concrete for railroad crossing on
Main Street and McDermott
1985 Street Bond Funds
Period Thni June 30, 1993
2. City of Plano
$ 375.00
For: Serials training for two staff members for library
automation
Interest Earned Bond Funds
Period: July 1993
3 Gohrnann Asphalt & Construction
$ 143.72
For: Purchase of asphalt for railroad crossing
1985 Street Bond Funds
Period: Thm July 26, 1993
4. Hunter & Associates, Inc.
$12,931.00
For: Engineering services performed in the design of
paving and drainage for Allen Heights Drive
1985 Street Bond Funds
Period: June 30, 1993
C. Approve 1993 Audit Engagement Letter
City of Allen's audit firm, KPMG Peat Marwick, submitted an engagement letter to the
City Council outlining the scope and objectives of the year end audit. There will be an
audit of the general purpose financial statements and a single audit on the Task Force
grant received by the Police Department. The projected fees are not to exceed $23,000.
j ALLEN CITY COUNCIL
REGULAR SESSION
AUGUST S, 1993 PAGE. 4
D Consider Resignations from Members of Various City Boards
Denise B. Lebowitz - Parks Board
Steve Hatcher - Sign Control Board
The motion carried.
End of Consent Aeenda
Council Committee Reports (Agenda Item V)
Development:
Dallas Regional Mobility Coalition —will meet with David Griffin at the next subcommittee
meeting
Property Maintenance Code — workshop set for August 18 at 7:00 p.m.
Impact Fees update
Stormwater utility system is on -track
FinancelAdministration:
Mailing of tax statements — Council feels City statement should be mailed October I
Audit Engagement letter — KPMG Peat Marwick
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TCI Cable to be present at the August subcommittee meeting
Services:
Timeline for survey has been developed for the public input process of the Recreational Center.
Additional input will be sought at a workshop to be held at the Library on Tuesday, August 17,
at 7:30 p.m
Mayor's:
Reviewed the current agenda directory
Continued research required on TQM
Comprehensive look at entire Boards and Commission process
Citizen's Comments (Agenda Item VI)
The Mayor and Council congratulated Judy Morrison, City Secretary, on her dedication for excellence
in achieving the Certified Municipal Clerk designation through the International Institute of Municipal Clerks.
ALLEN CITY COUNCIL
REGULAR SESSION
AUGUST 5, 1993 PAGE 5
Ms. Dale Holt, 607 Bush Drive, Allen, TX, spoke before the Council regarding the City requirement for
a building permit for roofing projects and the apparent lack of development of the fountain from donation monies
by Margaret McDermott.
Permit fees will be reviewed in the near future when the subdivision ordinance is reviewed The Civic
Plaza concept has been and will continue to be reviewed with expected closure in the future.
Set September 16, 1993, as a Public Hearing Date to Consider
Proposed Charees for Municipal DraLaee Utility System (Agenda Item VID
George Conner, Civil Engineer, spoke before the Council regarding the background of the Municipal
Drainage Utility System request. Maintenance and ongoing structure development have been slighted in the past
years. The EPA has been enforcing additional requirements on cities causing additional expense. Therefore, a
fee structure for a Municipal Drainage Utility System is being recommended to fulfill proper maintenance
requirements and EPA requirements.
Mr. Conner reviewed the five-year average budget with an annual cost of approximately $266,000 plus
permitting costs for the first year. He also discussed the rate structures being proposed with $2.75 monthly
charge for all types of residential units, $18.72 per acre for multi -family, commercial and industrial sites, $14.56
per acre for day-care centers and churches, and a cap of $50 applicable to all accounts. Various alternate rates
and exemptions are also allowed.
The Development Subcommittee has reviewed this topic for over a year and has spent a great deal of time
attending lectures and seminars and understanding the EPA mandates
MOTION: Upon a motion made by Mayor Pro Tem Lilly and seconded by Councilmember Hamner, the
Council voted seven (7) for and none (0) opposed to set September 16, 1993, as a public hearing
date to consider the proposed charges for the Municipal Drainage Utility System for the City of
Allen. The motion carried
Ouarterly Financial Report
(Agenda Item VIII)
Charlotte Smith, Finance Director, reviewed with the Council the financial report for the General Fund,
the Water and Sewer Fund, Solid Waste and Economic Development Corporation Funds for the period ending
June 30, 1993. The General Fund reflects revenues over expenditures of $761,026. Sales tax collections are
72.64% of budget and all department expenditures are below the 75% range The Water and Sewer Fund has
revenues over expenses of $535,375, the Solid Waste Fund has revenues over expenses of $72,948 and the
Economic Development Corporation Fund has revenues over expenditures of $114,597
Council accepted the report as presented. There was no action taken on this item.
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ALLEN CITY COUNCIL
REGULAR SESSION
AUGUST S, 1993 PAGE 6
Approve 1993-94 Capital Improvement
Program (CIP) Process and Calendar (Agenda Item IX)
Bill Petty, Director of Community Development, informed the Council that the multi-year Capital
Improvement Program (CIP) has been a high strategic plan priority over the last two years. The 1992-93 budget
reflects approval of $10,000 in support of this project and any expenditures associated with the CIP must take
place prior to October 1, 1993.
City staff from Community Development, Engineering, Public Works, and Finance were charged with
the responsibility of formulating a process that would meet City Council approval. That process is presented to
the City Council this evening and is a "scaled down" version of the 1985 CIP process:
W A steering committee, consisting of 9 members, will be appointed by the City Council.
Chairman, chosen from the City Council
Co-chair, chosen by the City Council from the Planning 8r. Zoning Commission
7 Citizens, appointed by the City Council
Project worksheets will be distributed to all City departments and they will each complete their project
list over a period of approximately six weeks.
A committee, composed of city staff members appointed by the City Manager, will recommend final
submissions for inclusion into a manual of projects for distribution to members of the steering committee.
The steering committee members, on an individual basis, will review their manual over a 2 -week period
City staff in each departments will be available for ane -on -one meetings to provide information or
clarification on each project submitted.
r At the end of the 2 -week review period, the steering committee will schedule group meetings to review
all projects. City staff will be available at a0 meetings to provide additional information or clarification
as needed.
After completion of their review, the steering committee will submit their project recommendations to
the City Council.
City Council holds public hearing to receive citizen input on the steering committee's recommendation.
r City Council adopts Capital Improvement Program (CIP) in final form after considering steering
committee's recommendation and citizen input,
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ALLEN CITY COUNCIL
REGULAR SESSION
AUGUST 5, 1993 PAGE 7
After adoption of the Capital Improvement Program (CIP), the steering committee would he maintained
as a future support group to provide information to citizen groups through CLIP meetings, Additionally,
the committee would provide support for any possible future bond election.
Staff also reviewed with the Council a proposed calendar of events. The process and the calendar may
need certain adjustments. However, the process and calendar are presented as a basic concept The only portion
of the calendar that needs to be adhered to at this point is the September 30 date due to the budgeted funds to be
used this fiscal year. Further clarifications may need to be sought on this schedule through a workshop setting
in the near future.
MOTION: Upon a motion made by Councilmember Nichols and seconded by Councilmember Christakos,
the Council voted seven (7) for and none (0) opposed to approve the Multi-year Capital
Improvement Program (CIP) Committee's recommendation of a process and calendar outlined
through October 6 and authorize the expenditure of budgeted funds of $10,000 to proceed in
support of this CIP project. The motion carried,
Review Schedule of Activities and Authorize Contracting for
�+ Legal Services in Support of Cable TV RPFrmichising Negotiations (Agenda X)
The City of Allen cable TV franchise agreement expires in 1995. New legislation allows cities to take
a pro -active approach in cable TV regulations in their cities. Because of the complexity of the issues, City
Manager Jon McCarty is recommending the expertise of the specialized taw firm of Miller and Holbrooke to
provide assistance to the City of Allen.
The following issues will be addressed in addition to actual franchise negotiations:
certification, feedback to residents, public meetings and hearings, maintenance of the franchise agreement.
Discussion was held with regard to options of the City of Allen including the purchase of the present
system or contracting with a new franchisee.
After consulting with Miller and Holbrooke, the Council will have several options with regard to this
franchise agreement. The entire question of cable TV has been a very volatile issue with the citizens of Allen
and Council intends to provide the very best service to its citizens after an extensive review of the entire
procedure.
MOTION: Upon a motion made by Councilmember Nichols and seconded by Mayor Pro Tem Lilly, the
Council voted seven (7) for and none (0) opposed to authorize the City Manager to enter into a
contract with Miller and Holbrooke for consulting services in connection with the negotiations
of a franchise agreement in an amount not to exceed $35,000 to evaluate the current cable system
and provide options for the Council to take in the future with regard to a franchise agreement for
cable TV in the City of Allen. The motion carried.
ALLEN CITY COUNCIL
REGULAR SESSION
' AUGUST 5, 1993 PAGE 8
Other Business (Agenda Item XI)
Appointments to Boards (Agenda Item XI -A)
Judy Morrison, City Secretary, reviewed with the Council a tentative calendar for activities related to the
fall appointment process to fill vacancies on the Parks and Recreation Board, Board of Adjustment, Sign Control
Board and Allen Economic Development Corporation Board.
The Council Interview Committee will be bringing forth recommendations for the two vacancies that
currently exist on the Park Board and Sign Board. These vacancies will be filled at the next council meeting on
August 19, 1993.
The Interview Committee suggested that those individuals who have expressed an interest for a position
on a board and have been interviewed at least twice since last October will not need to be re -interviewed for the
fall appointments.
TML Conference (Agenda Item XI -B)
Judy Morrison, City Secretary, reviewed with the Council the upcoming Texas Municipal League annual
conference and exhibition to be held in San Antonio November 3-6. Council suggested the regular meeting to
be held on November 4 agenda be cleared to allow interested Councilmembers to attend the TML conference.
Council was requested to notify Judy Morrison with regard to attendance plans as soon as possible.
Calendar (Agenda Item XI -C)
August 17 7:00 p.m. Public hearing on budget - Council Chambers
August 17 7:30 p in Park Board workshop regarding public input process and
survey - Library Meeting Room
August 18 7:00 p.m. Workshop regarding Neighborhood Integrity Ordinance -
Council Chambers
September 2 600 p.m. Workshop - City Council Meeting
6:30 p.m. Board reception
October 1 8.15 a m. Services Subcommittee RESCHEDULED TO
OCTOBER 8
Items of Interest (Agenda Item XI -D)
John Dettbarn, TRW, has expressed concerns about employee traffic entering onto Bethany Road
during peak periods.
Forrest Moore, past district Governor with Rotary Clubs International, has requested Allen to be
a demonstration site for the 'Rota -Tree Project." This would entail a 5-10 year commitment on
ALLEN CITY COUNCIL
REGULAR SESSION
I AUGUST 5, 1993
PAGE 9
the City's pan with the Rotary willing to spend some money to improve the site for that purpose.
Rotary Clubs International would need a commitment from the City of Allen as well as the local
Rotary Club.
David Pitstick, Allen Economic Development Director, informed the Council that Dr. E. T Boon
has been nominated for the Volunteer Industrial Developer of the Year Award to be presented
on September 12 in Amarillo, Texas.
Executive Session
(Agenda Item XII)
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 selection of Public Works Director.
The Executive Session was adjourned at 10:58 p.m.
Reconvene (Agenda Item XIII)
LThe Allen City Council reconvened into regular session at 10:59 p.m. on Thursday, August 5, 1993, in
the Council Chambers of the Allen Municipal Annex. There was no action taken on items discussed during
Executive Session
Adiourn
(Agenda Item XIV)
MOTION: Upon a motion made by Mayor Pro Tem Lilly 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 11:00 p.m., on Thursday, August 5, 1993. The motion carried.
These minutes approved on the 19th day of August , 1993.
APPROVED:
Yoe F=ner, MAYOR
ATTEST:
ivy Morokofi,CMC, CITY SECRETARY