Min - City Council - 1995 - 05/18 - RegularALLEN CITY COUNCIL
REGULAR MEETING
MAY 18, 1995
Present:
Joe Farmer, Mayor
Councilmembers:
Kevin Lilly, Mayor Pro Tem
David Kerr
Doug Gallagher
Mike Nichols (absent)
Steve Terrell
Sharon Hamner
City StatF:
Jon McCarty, City Manager
Judy Morrison, City Secretary
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 Farmer at 6:30 p.m. on Thursday, May 18, 1995, in the Lunch Room of
the Allen Municipal Annex, One Butler Circle, Allen, Texas.
Oven Council Discussion
(Agenda Item H)
City Manager Jon McCarty informed the Council that Janet Howard, spouse of an employee for the City
of Allen, passed away recently and services were to be held on Saturday at the Branch Baptist Church.
The City Manager informed the Council that activity will take place on the 84 -inch water line along
Exchange Road in the near future which will dictate the closing of one lane of traffic during construction.
Council reviewed the tentative agenda for the joint meeting with the Allen Independent School District
(AISD) Board of Tmstees and the Allen City Council.
The City Manager reviewed information in the Council route file including a letter written to Carl Riehn
regarding the citizens' dump access.
John Browning called regarding extensive speeding in the area near Ridgemont and Hawthorne and
requested additional police patrol.
ALLEN CITY COUNCIL
WORKSHOP SESSION
MAY 18, 1995 PAGE 2
Discussion was held regarding the fact that citizens are still calling the City regarding the loss of WalMart
which presents a great inconvenience to them. David Pitstick, Director of Economic Development, indicated
several articles had been written and turned into the Allen American; however, they were never published.
The Economic Development Department and Mayor Pro Tem Kevin Lilly were able to attend an
International Conference of Shopping Centers in Las Vegas recently It was very helpful and informative to the
group and the City of Allen representatives received some "good leads" from their appearance at the conference.
Brochures were distributed for review and since they will be reprinted, comments were made regarding paper
texture and the inclusion of educational background of "Allenites." There was also a suggestion to move the map
from the inside of the brochure to the back cover
Information was distributed regarding the passing of the county bond issue and how it affects Allen's
roadway system.
Discussion was held regarding FM 2170 West and the 20 -year need for four -lane rather than three -lane
roadways. If Federal funding is requested, a 145 -foot right-of-way access needs to be acquired. Because of the
84 -inch water line along Exchange, decisions need to be made on this roadway in the near future. If the district
needs to begin work, the City needs to be in contact with the District in order to condemn the appropriate amount
of land if needed.
Development Subcommittee requested guidance regarding the Property Maintenance Code issues,
especially screening of pads and front -entry garage areas.
TU Electric is expanding its transformer station in Allen and will be screening it from view Community
Development Director Bill Petty requested guidance with regard to TU Electric going through the planning
process. He was informed to contact those Councilmembers with an interest in the topic and move forward with
discussions.
Individuals are parking in flood -plain areas, especially at Ford Park and Reed Park, which makes it
difficult for the Parks Department to mow the property This issue can be dealt with by an ordinance, if
necessary
Council was asked whether the US 75 project should be delayed in order to make changes in the north-
bound exit and access lanes. Council felt that it should not cause a delay in the project since right-of-way was
available from three (3) property owners
Staff is ready to bring guidelines for gated communities before the Council and Staff has presented to the
Development Subcommittee a communication plan regarding the "chip/seal' overlay
Discussion of Consent Agenda
and Reinal" Aeenda Items (Agenda Item 111)
There was no discussion concerning the Consent Agenda and regular agenda items.
With no further discussion on the agenda, the workshop session of the Allen City Council was recessed
at 7:35 p.m. on Thursday, May 18, 1995.
ALLEN CITY COUNCIL
WORKSHOP SESSION
MAY 18, 1995 PAGE 3
REGULAR SESSION - 7:30 P.M.
With a quorum of the Councilmembers present, the regular session of the Allen City Council was
reconvened by Mayor Farmer at 7.40 p m. on Thursday, May 18, 1995 in the Council Chambers of the Allen
Municipal Annex, One Butler Circle, Allen, Texas.
Mayor Farmer, along with the Councilmembers welcomed the newly re-elected and the newly elected
Councilmembers — Kevin Lilly, Doug Gallagher and Steve Terrell.
Mayor Farmer informed the Council that Steve Terrell has agreed to Chair the Services Subcommittee
and Doug Gallagher has agreed to serve on the Services Subcommittee aiding Steve Terrell.
The Building Officials of the State of Texas in conjunction with Texas Municipal League annually give
an award of excellence to small, medium and large cities based on the 1990 census. The City of Allen received
from the Building Officials Association the "Award of Excellence" and was chosen from among its peers out of
over 200 cities on the merits of education and certifications. The members of the department were recognized
including Cindy McSperitt, Permit Clerk; Bret McCullough, Building Official; Arne Johnson, Code Compliance
Coordinator; and Code Inspectors Dan Brown, Mel Hilkemeier and Allen Gray
CONSENT AGENDA (Agenda Item IV)
MOTION: Upon a motion made by Mayor Pro Tem Lilly and seconded by Councilmember Kerr, 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 May 4, 1995, Regular Meeting.
B. Approve Minutes of May 11, 1995, Canvass of Election.
C. Approve Specifications on 75 -foot Aerial Ladder Truck for the Fire Department.
City Council approved specifications and authorized Staff to advertise for bids for a new
fire truck with an attached 75 -foot aerial ladder in accordance with Staff and Services
Subcommittee's recommendation, not to exceed $427,000.
D Authorize Execution of a Contract with the Med Group for Ambulance Billing.
Council authorized City Manager Jon McCarty to enter into a contract with the Med
Group to provide ambulance billing for the City of Allen at a rate of 9% of the amount
actually collected in accordance with Staff, Finance/Administration Subcommittee and
Services Subcommittee recommendation.
E. Approve Bids, Authorize Execution of a Contract and Approve Budget for Asphalt Alley
Replacement Program.
Council authorized City Manager Jon McCarty to enter into a contract with W O.
Adams Construction with a bid of $100,975 for asphalt alley replacement with concrete.
ALLEN CITY COUNCIL
REGULAR SESSION
MAY 18, 1995
F Accept Resignation from Sign Board Member, Place No. 2
PAGE 4
Mike Claytor
Sign Control Board
Place No. 2
September 1990 - May 1994
G. Authorize City Staff to pay bills associated with the 1985 and 1994 Capital Improvement
Programs as follows:
1. Dodson Contractors, Inc.
$6,300.00
For: City Hall Interior Improvements
General Funds
Period: Thru 5/4/95
2. Simpson Appraisal, Inc.
$1,800.00
For: Parkland Acquisition
1992 Park Bonds
Period: Thm February 28, 1995
3. Alpha Testing, Inc.
$ 648.00
For: Pier Inspection & Concrete Testing
1992 Park Bonds
Period. Thm April 1, 1995
4. Knox Company
$ 218.00
For: Security Key Box
1992 Park Bonds
Period: Thm May 15, 1995
5. Alpha Testing, Inc.
$ 293.50
For: Pier Inspection and Concrete Testmg
1992 Park Bonds
Period: Thru April 30, 1995
6. Terra -Mar, Inc.
$ 144.00
For: Pier Inspection and Concrete Testing
1992 Park Bonds
PeriodThru May 5, 1995
The motion carried.
End of Consent Aeenda
I
I
11
ALLEN CITY COUNCIL
REGULAR SESSION
MAY 18, 1995 PAGE 5
Council Committee Reports (Agenda Item V)
Finance/Administration:
TCI Cable franchise
*
System rebuild and capacity
*
Term
*
PEG capacity and monetary support
*
Customer service
*
Franchise fees
*
Extension of system to new areas
"
Reimbursement of expenses
-- State of art equipment issue was addressed
-- It was the desire by certain Councilmembers to have a 12 -year term with a 24 -month
rebuild
Development:
Exchange alignment
Review of permit fees
Drainage study
Gated communities
Chip/seal communication plan
Strategic plan issues
Services:
Update on fire truck
Re-evaluate policy on Custer Dump Station
Animal shelter update
Mutual Aid Agreement
Command center use of ambulance
Work plan
Mayor's:
Review of current council agenda
City policy on leasing
Mutual Aid Agreement
Historical Society request
Citizen's Comments (Agenda Item VI)
There were no citizen's comments.
ALLEN CITY COUNCIL
REGULAR SESSION
MAY 18, 1995
Approve Mutual Aid Acreement
PAGE 6
(Agenda Item VII)
Craig Gillis, Fire Marshal, presented background information regarding the Mutual Aid Agreement which
was spearheaded by the North Texas Council of Governments in an effort to request and receive aid in disastrous
situations. The Mutual Aid Agreement provides a quick and efficient way to ask for and receive help during
natural and man-made disasters The Dallas Emergency Operations Center will act as a central contact point and
coordinate matching the resources to needs of a disaster area. The agreement will also allow member cities to
bill the agency they are providing services to in compliance with the FEMA reimbursement guidelines.
The Mayor would need to declare a disaster in view of a major disaster for the City. Council wanted
assurance that only major disasters would qualify for this Mutual Aid Agreement and that a governance
mechanism be put in place along with financial accounting and responsibilities.
Resolution No. 13345-95(R): A Resolution of the
City Council of the City of Allen, Collin County,
Texas, Authorizing the Mayor of the City of Allen to
Enter into a Mutual Aid Agreement.
MOTION: Upon a motion made by Councilmember Hamner and seconded by Councilmember Terrell, the
Council voted six (6) for and none (0) opposed to approve Resolution No. 1334-5-95(R) as
previously captioned and in accordance with Staff and Services Subcommittee recommendation.
The motion carried.
Request for Permit Approval by Scout
Troops for Proerams Held at City Facilities
(Agenda Item VIII)
Various scout troops have requested authorization by City Staff for the use of City parks for their
upcoming scout programs. Cub Scout Training Chairman Jan Baland requested the use of Bethany Lakes Park
from 7:00 a.m. on June 3 until 1:00 p.m. on June 4 for a training worse which would involve approximately
40 adults. Joy Gatlin, Director of the Eagles Nest, has requested use of Ford Park for the 1995 Eagles Nest
Twilight Camp with the cost of $30 for each participant.
At a later date Council would like to review the policy of collecting fees regarding this since this group
activity is not open to the public but only to the individuals in that particular group. Council was informed the
troops would provide public facilities for their camp.
MOTION: Upon a motion made by Councilmember Hamner and seconded by Mayor Pro Tem Lilly, the
Council voted six (6) for and none (0) opposed to authorize the Eagles Nest Day Camp and the
Cub Scout Training Program to charge fees for their scout programs to be held on City property
and in accordance with Staff and Parks and Recreation Board's recommendations. The motion
carried
A
ALLEN CITY COUNCIL
REGULAR SESSION
MAY 18, 1995 PAGE 7
Request to Appear by Liz Valentine Regarding
Assistance for an Allen Historical Society Project (Agenda Item IX)
Liz Valentine, 1005 Bel -Air Drive, requested information that the City may have to present regarding
the assistance of the Spradley-Wilson home in Allen.
The Council indicated that it did not, at the present time, have a policy to deal with this type of item but
felt that the City of Allen would not be able to expend money from ad valorem taxes for a project such as this.
In researching other communities, most of these projects were supported by a hotel/motel tax. Liz Valentine was
asked to be a resource in developing or helping to develop a City policy in guiding the City in the future for
historical preservation projects. The issue of developing a historical policy has been assigned to the Services
Subcommittee.
Council took a brief recess.
Consider Items Related to the
Voter Apmroved Charter Amendments (Agenda Item X)
Approve an Ordinance Implementing Changes in the Charter (Agenda Item X -A)
In response to the election held on May 6, 1995, the voters approved all 17 charter amendments which
requires implementation of changes in the Allen City Charter
Ordinance No. 1335-5-95: An Ordinance of the City
of Allen, Texas, Declaring that the Amendments to
the Home Rule Charter Voted on by the Voters of the
City of Allen at an Election held on May 6, 1995,
were Adopted and Approved as Amendments to the
Home Rule Charter for the City of Allen, Texas; and
Providing an Effective Date.
MOTION: Upon a motion made by Councilmember Kerr and seconded by Councilmember Terrell, the
Council voted six (6) for and none (0) opposed to approve Ordinance No. 1335-5-95 as
previously captioned. The motion carried.
Approve Ordinance Establishing Administrative Departments
(Agenda Item X -B)
After adoption of the charter amendments, an ordinance establishing administrative departments of the
City is required.
ALLEN CITY COUNCIL
REGULAR SESSION
MAY 18, 1995 PAGE 8
Ordinance No. 1336-5-95: An Ordinance of the City
of Allen, Texas, Establishing Administrative
Departments of the City Organization, to be Known
as the Police Department, the Fire Department, the
Public Library Department, the Parks and Recreation
Department, the Public Works Department, the
Finance Department and the Administration
Department; Creating Positions Within Each
Department as Directors of their Respective
Departments; Combining Certain On -Going Functions
and Operations of the City within Each Department;
and Providing for an Effective Date.
MOTION: Upon a motion made by Councilmember Terrell and seconded by Mayor Pro Tem Lilly, the
Council voted six (6) for and none (0) opposed to approve Ordinance No. 1336-5-95 as
previously captioned. The motion carried.
Consider Annual Plannine
Goals
(Agenda Item XI)
Council reviewed and considered the annual planning goals.
Councilmember Kerr requested to meet with
Services Subcommittee regarding
the EMS Master Plan before it is dropped off the list. Also, minor adjustments
were requested regarding employee's
satisfaction and clarification
was sought regarding the front entry to the
City
1995-% COUNCIL PLANNING ISSUES
LABEL
COUNCIL OVERSIGHT
STAFF ASSIGNMENT
Developing Business &
Industrial Property
AEDC Board
David Pitstick
Retail & Commercial
Development
AEDC Board
David Pitstick
Adequacy of Facilities
Development
Development
Judy Morrison
Capital Improvements
Development &
Finance/Administration
Bill Petty & Charlotte Smith
CBD Redevelopment
Development
Bill Petty, George Conner & David Pitstick
Gated Communities
Development
Bill Petty
Managing Development
& Land Use
Development
Judy Morrison
E
ALLEN CITY COUNCIL
REGULAR SESSION
MAY 18, 1995
1995.96 COUNCIL PLANNING ISSUES continued...
LABEL
Regional/Local Sewer
Traffic Signalization
US 75 Off -Ramps Development Bill Petty
City Organization
Employee Satisfaction
Half -Cent Sales Tax
Privatization
Community Unity
Highway Projects:
US 75 & SH 121 Mayor George Comer
Community &
Neighborhood Parks Parks & Recreation Board Rhoda Savage
Exchange Rd./
Dam Conflict Parks & Recreation Board Rhoda Savage
Commercial Masonry
Requirement Planning & Zoning Commission Bill Petty
Comprehensive Plan
Revision Planning & Zoning Commission Bill Petty
Front -Entry Development Planning & Zoning Commission Bill Petty
Home Occupations/
Cottage Industries Planning & Zoning Commission Bill Petty
Customer Satisfaction Services Barbara Buehler
Infrastructure Maintenance Services Rhoda Savage
Juvenile Delinquency
Reduction Services Richard Carroll
Multi -City Training Facility Services Ron Gentry
COUNCIL OVERSIGHT STAFF ASSIGNMENT
Development Jon McCarty
Development Bill Petty
Finance/Administration Michael Stanger
Finance/Administration Richard Carroll
Finance/Administration Charlotte Smith
Finance
PAGE 9
/Administration
Rhoda Savage
Mayor
PAGE 9
ALLEN CITY COUNCIL
REGULAR SESSION
MAY 18, 1995 PAGE 10
MOTION: Upon a motion made by Mayor Pro Tem Lilly and seconded by Councilmember Hamner, the
Council voted six (6) for and none (0) opposed to adopt the Annual Planning Goals as stated
above. The motion carried.
Request by Allen Sports Association
to Hold a Softball Tournament at
Ford Park and Charee Admission Fees (Agenda Item Xtl)
The Allen Sports Association (ASA) has requested the use of Ford fields for a fast -pitch softball
tournament on June 9, 10 and I1. To help promote the tournament, the Parks and Recreation Department has
agreed to "drag and line" the fields throughout the weekend. The money collected for the tournament would go
back into the ASA girls' program and possibly the Allen Community Outreach. Again, the Council indicated
that a policy needed to be adopted regarding tournament fees and details with regard to charging for such
tournaments
MOTION: Upon a motion made by Mayor Pro Tem Lilly and seconded by Councilmember Terrell, the
Council voted six (6) for and none (0) opposed to approve the request to waive tournament fees
for the ASA fast -pitch softball tournament on June 9, 10 and 11 and allow ASA to charge
tournament fees but would not allow ASA to collect an admission fee. The motion carried.
Update on Historical
Site Restoration Proiects (Agenda Item MID
This item was discussed previously under Agenda Item IX, Request to Appear by Liz Valentine regarding
Assistance for an Allen Historical Society Project.
Other Business (Agenda Item XIV)
Legislative Report (Agenda him XIV -A)
Smoking in public places
Telecommunications regulations
Limit liability
Seated proposals for insurance
Annexation rights
Open meetings law
Calendar (Agenda Item XIV -B)
Second Wednesday of the month Development Subcommittee
May 25 6:30 p.m. AISD/Council Joint Meeting
June 7 8:30 a in Services Subcommittee
August 11, 10:00 a.m. on Budget Retreat
12 & 13 August 11
ALLEN CITY COUNCIL
REGULAR SESSION
MAY 18, 1995
Items of Interest
PAGE 11
(Agenda Item XIV -C)
City Secretary Judy Morrison distributed information regarding the Association of Mayors,
Councilmembers and Commissioners 30th Annual Institute to be held July 27-30 in Austin. Councilmembers
were requested to notify City Secretary Judy Morrison of their attendance plans and she would arrange for their
registration.
Executive Session
(Agenda Item XV)
In accordance with The Texas Local Government Code, Personnel, Section 551.074, Staff Presentations,
Section 551.075, the Allen City Council convened into Executive Session at 10:45 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 City Board.
The Executive Session was adjourned at 11.18 p.m.
Reconvene (Agenda Item XVI)
The Allen City Council reconvened into regular session at 11.19 p.m. on Thursday, May 19, 1995, in
the Council Chambers of the Allen Municipal Annex.
MOTION: Upon a motion made by Councilmember Hamner and seconded by Councilmember Kerr, the
Council voted six (6) for and none (0) opposed to appoint Jennifer Hill to the Sign Control
Board, Place No 2, with the term expiring September 30, 1996. The motion carried.
Adjourn
(Agenda Item XVII)
MOTION: Upon a motion made by Mayor Pro Tem Lilly and seconded by Councilmember Kerr, the
Council voted six (6) for and none (0) opposed to adjourn the regular session of the Allen City
Council at 11.20 p.m. on Thursday, May 18, 1995. The motion carried.
These minutes approved on the Ist day of lune , 1995.
APPROVED:
oe Farmer, MAYOR
ATTEST:
4jA,in , CMC, CITY SECRETARY