Min - City Council - 1997 - 02/20 - RegularALLEN CITY COUNCIL
REGULAR MEETING
FEBRUARY 20, 1997
Pr n :
Kevin L. Lilly, Mayor
Lonnie Thomas
David Kerr, Mayor Pro Tem
Doug Gallagher
Dave Powyszynski
Steve Terrell
Melissa Owen
Jon McCarty, City Manager
Judy Morrison, City Secretary
D R AND WORKSHOP SESSION - 6.00 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 Lilly at 6:20 p.m. on Thursday, February 20, 1997, in the Council Chambers of the
Allen Public Library, Two Allen Civic Plaza, Allen, Texas.
Open Council Discussion (Agenda Item II)
Discussion was held regarding the Solid Waste Trash Round -up or "Trash Off" which will be held April 5.
It is hoped that the City of Allen will become much more involved in the City beautification effort in conjunction
with the Allen Environmental Action League. Council felt the timing was right for the City of Allen to proceed
with these projects and efforts.
Discussion was held regarding the upcoming Solid Waste Contract renewal. Council will be asked to set
a workshop to review and hear presentations from the bidders. Staff reviewed a draft agenda with Council and
was asked to prepare a spreadsheet involving equipment responsiveness, true complaints, etc. Staff was also asked
to include a couple of businesses as examples, possibly Bank One and a fast food restaurant, to indicate the
commercial service costs.
Council was apprised of the minutes of February 6, 1997 with regard to a lease for PrimeCo in which the
minutes stated $850 would be charged monthly for the monopole. City Manager Jon McCarty informed the
Council he would be negotiating this monthly amount and would be developing an entirely new contract for such
antennae use in the future. This monthly amount may be increased from what the Council was aware of on
February 6, 1997
E ALLEN CITY COUNCIL
WORKSHOP SESSION
FEBRUARY 20, 1997 PAGE 2
Council was informed that the vacancies for Personnel Director, Finance Director and Parks and Recreation
Director have been advertised by various vehicles.
Information was distributed regarding Allen Station Park that depicted the differences of preliminary costs
and current costs for Phase I of Allen Station Park
A meeting was held this week with the Allen Community Development Corporation regarding the
$1 million to be used for Allen Station Park. The board will continue to go through the public hearing process and
authorize this money as previously indicated. Council expressed the importance for Council to amend the budget
for such projects rather than Staff or the Park Board. Council again requested that the itemization of the budget
and the items to be included in that budget be brought forward to Council so that Council can review exactly what
is to be included and the cost of each item included in Phase I.
Discussion of Consent Agenda
and Re ruar Agenda Items (Agenda Item HI)
A suggestion was made that Agenda Item D, Approve Proposed Concession Contract Between the City and
the Allen Sports Association, have minor changes made. Concession Contract, page two, Item XIV, second
sentence should read:
"Any additional outlets for electricity, water, or any other utilities desired by concession
operator shall be installed at concessionaire's expense."
Concession Contract, page four, Item XXVRI, second paragraph should read:
"Concessionaire agrees to indemnify and hold the City harmless from and against all
losses, claims, demands, damages, and causes of action resulting from intentional or
negligent acts or omissions of the concessionaire, its officers, agents, employees or other
direct contractors."
With no further discussion on the agenda, the workshop session of the Allen City Council was recessed
at 7:05 p.m on Thursday, February 20, 1997
Executive Session (Agenda Item IV)
In accordance with The Texas Local Government Code, Legal, Section 551.071, Property, Section
551.072, Personnel, Section 551.074, Staff Presentations, Section 551.075, the Allen City Council convened into
Executive Session at 7, 10 p.m. in the Conference Room of the Allen Public Library, Two Allen Civic Plaza, Allen,
Texas in order to discuss matters pertaining to:
Personnel - Library Board Appointment
Personnel - Evaluation
The Executive Session was recessed at 7'45 p.m
REGULAR SESSION - 7:30 P.M.
ALLEN CITY COUNCIL
WORKSHOP SESSION
FEBRUARY 20, 1997
PAGE
With a quorum of the Councilmembers present, the regular session of the Allen City Council was
reconvened by Mayor Lilly at 7:50 p.m. on Thursday, February 20, 1997 in the Council Chambers of the Allen
Public Library, Two Allen Civic Plaza, Allen, Texas.
CONSENT AGENDA
(Agenda Item VI)
MOTION: Upon a motion made by Mayor Pro Tem Kerr and a second by Councilmember Powyszynski, 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. Approve Minutes of the January 30, 1997, Connect with Mission Conference of the Allen
City Council and Boards/Commission Chairs.
B. Approve Minutes of the February 6, 1997, Regular Meeting.
C Rejection of Bids for Parks and Recreation Vehicles.
D Approve Proposed Concession Contract Between the City and the Allen Sports
Association.
E. Request to Set a Public Hearing Date for the Creation of Reinvestment Zone No. 10.
F Request to Set a Public Hearing Date for Zoning Request by Horri Investment
Corporation.
G. Tax Report.
H. Authorize City Staff to pay bills associated with the 1985 and 1994 Capital Improvement
Program as follows:
1. Jenco-Lewisville (Fire Station #3) $898.01
For: Construction/Landscaping
1994 Bonds
Period: January, 1997
2. Thomas Bros. Grass (Fire Station q3) $3,193.10
For: Construction/Landscaping
1994 Bonds
Period: January, 1997
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ALLEN CITY COUNCIL
REGULAR SESSION
FEBRUARY 20, 1997
PAGE 4
3.
Weidman, Inc. (Fire Station #3)
$175.00
For: Contingencies
1994 Bonds
Period. January, 1997
4.
Huitt-Zollars (Allen Station Park)
$34,561.00
For: Design Phase
1994 Park Bonds
Period: thru January 31, 1997
5.
Clark Condon Associates (Allen Station Park)
$51,209.90
For: Professional Services and Design Development
1994 Park Bonds
Period: thru January 31, 1997
6.
Clark Condon Associates (Allen Station Park)
$1,011.85
For Professional Services and Design Development
1994 Park Bonds
Period* thin January 31, 1997
7
The Container Store (Fire Station #3)
$524.36
For: Furniture and Equipment
1994 Bonds
Period: January, 1997
8.
Black & Veach (Ground Storage Tank at Stacy Road)
$15,550.00
For: Engineering Costs for Project
Water Impact Fees
Period. thru January 24, 1997
9 Consolidated Traffic Controls, Inc. (Fire Station #3) $5,151 00
For: Furniture and Equipment
1994 Bonds
Period: February, 1997
10 Commercial Finish Group (Rec. Center) $34,067.84
For: Balance to Finish, including Retainage
Pay from prior 1992 interest allocated to Bethany Lakes
Period: thin August 12, 1996 Final Payment
The motion carried
P
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ALLEN CITY COUNCIL
REGULAR SESSION
FEBRUARY 20, 1997 PAGE 5
Council Committee ReptL (Agenda Item VII)
Services:
Update on Fire Station #4
Update on Animal Shelter
Draft of Internet Policy
Public Safety Study
Solid Waste Collection Review - Workshop Set for March 4, 1997
Canine Program
Finance/Administration:
No Report
Development:
Rivercrest Traffic Plan
Bicycle Plan Update
Comprehensive Plan Survey
Planned Development Standards
Mayor's:
Review of Current Council Agenda
Planned Development Standards Meeting
4A and 4B Coalition Update
Facilities Committee Report - Joe Farmer
Televised Council Meeting - School Project for AISD Students
Scout Visitors Welcomed to the City Council Meeting
Citizen's Conunen[s (Agenda Item VHI)
There were no citizen's comments
Accept 1995-% Financial Report (Agenda Item DO
J I. Johnson and Bill Hanley, Manager and Partner from KPMG Peat Marwick, reviewed the 1995-96
Financial Report. An unqualified opinion was received. The financial stains of the City of Allen is in excellent
condition. The letter to management on internal control contained only one comment. It is recommended that the
City maintain a detailed subledger or listing of fixed assets to ensure the appropriate application and computation
of depreciation expenses on assets owned by the City's Enterprise Fund. It could also serve as support for
insurance purposes. It was suggested that the capitalization threshold should be set at $5,000 rather than $500.
Finance/Administration Standing Committee will pursue this suggestion and will return to Council at a future date
with a recommendation.
Council commended the Staff for the good work to keep the finances of the City of Allen in check.
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ALLEN CITY COUNCIL
REGULAR SESSION
FEBRUARY 20, 1997
PAGE 6
MOTION: Upon a motion made by Mayor Pro Tem Kerr and a second by Councilmember Owen, the Council
voted seven (7) for and none (0) opposed to accept the 1995-96 Financial Report in accordance
with Finance/Administration Standing Committee recommendation. The motion carried.
Tabled Item: Consider Amendments to the
Persotnel Polcy and Procedures Manual
(Agenda Item X)
MOTION: Upon a motion by Councilmember Gallagher and a second by Councilmember Terrell, the Council
voted seven (7) for and none (0) opposed to remove Agenda Item X, Tabled Item, Consider
Amendments to the Personnel Policy and Procedures Manual, from the table. The motion carried.
Michael Stanger, Assistant City Manager, reviewed the proposed amendments to the Personnel Policy and
Procedures Manual. Presently, the Personnel Policy and Procedures Manual does not deal with the criminal history
verifications of prospective employees. Therefore, it is recommended this item be added to the manual.
The sexual harassment issue of the current policy needed clarification and expansion. A confidentiality
clause has been recommended and desirable language making the policy applicable to nonemployees as well as
employees has also been added.
Council requested further consideration regarding the Notice for Employment Application to include
substance abuse as well as the items that have been included in the policy
MOTION: Upon a motion made by Councilmember Thomas and a second by Mayor Pro Tem Kerr, the
Council voted seven (7) for and none (0) opposed to adopt the amendments regarding criminal
history and sexual harassment to the Personnel Policy and Procedures Manual in accordance with
Finance/Administration Standing Committee recommendation. The motion carried.
Consider Appointment to Library Board,
Place No 4 to Fill an Unexpired Term
(Agenda Item XI)
Councilmember Owen and Councilmember Powyszymki have been appointed as the Interview Committee
to conduct interviews prior to the next regular meeting for the vacancy on the Library Board, Place No. 4.
MOTION: Upon a motion made by Mayor Pro Tem Kerr and a second by Councilmember Powyszymki, the
Council voted seven (7) for and none (0) opposed to table Agenda Item XI, Consider Appointment
to Library Board, Place No. 4, to Fill an Unexpired Term. The motion carried.
Other Business
Calendar
Febmary 25 ,1, 26
Collin County Days
(Agenda Item XII)
(Agenda Item XII -A)
ALLEN CITY COUNCIL
REGULAR SESSION
FEBRUARY 20, 1997
March 4 7:00 p.m.
March 18 12:00 Noon
March 21 & 22
April 26
Solid Waste Workshop
Development Standing Committee
Spring Planning Session
Springfest
PAGE
Items of Interest (Agenda Item XII -B)
There were no items of interest.
The regular Council meeting was recessed at 8:33 p.m. and Council reconvened into Executive Session
at 8:55 p.m. on Thursday, February 20, 1997 in the Conference Room of the Allen Public Library
Reconvene and Consider Action on Items Discussed During Executive Session (Agenda Item V)
The Allen City Council reconvened into regular session at 12:18 a.m. on Friday, February 21, 1997, in
the Council Chambers of the Allen Public Library Councilmembers Owen and Powyszymkt agreed to serve as
the Interview Committee to conduct interviews for the vacancy on the Library Board.
(Agenda Item XIM
MOTION: Upon a motion made by Councilmember Thomas and a second by Councilmember Powyszynski,
the Council voted seven (7) for and none (0) opposed to adjourn the regular session of the Allen
City Council at 12:20 a.m. on Friday, February 21, 1997 The motion carried.
These minutes approved on the 26th day of February , 1997
ATTEST:
Ju Mor on, CMC, CITY SECRETARY
LJ
APPROVED:
4` i