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HomeMy WebLinkAbout01/12/1981 City Council 000759 MINUTES OF THE CITY COUNCIL OF THE CITY OF THE COLONY HELD ON JANUARY 12, 1981 A WORK SESSION MEETING of the City Council of the City of The Colony, Texas was called to order at 7:30 p.m. with the following members present: Richard Turner Mayor William J. Longo Councilman Linda A. Adams Councilman Norman Adeler Councilman Dave Brown Councilman Councilman Gary Shipman was not in attendance due to illness; however, a quorum was established. Prior to discussion of agenda items, Mayor Turner read aloud a proclamation establishing January 19-25 as Jaycee Week in The Colony and complimented the Jaycees on the fine work they have done within our community. Mr. Hart, City Manager, also took this opportunity to update the Council regarding Park and Recreation proposed activities, particularly the movie program that has been established. 2. REVIEW AND DISCUSSION OF FINANCIAL PROCEDURES Mayor Turner stated that Mr. Bruner was not in attendance at this time and that the Council would proceed to the second agenda item. Mr. Hart introduced to the Council Mr. S. D. Vaugh and explained that he and Mr. Vaugh had been reviewing city financial procedures and would like to recommend to the Council at this time for their review and discussion particular changes. Mr. Vaugh stated that it was his recommendation that checks should require only one signature, and that checks over $10,000 should also require the signature of the mayor, with the exception of transfer of funds within accounts. In the Council's discussion, Mr. Adeler stated that he would be in favor of raising the limit to $5,000 for two signatures only but that all checks over $5,000 should require a third signature which should be an elected official. Councilman Longo also stated that although he recognized its limitations, he felt that the signing of checks still represented an important step in the check and balance system for the city, and he was not in favor of removing this control at this time. Mr. Hart did advise the Council that he would begin sending them a list of all disbursements the city made over $1,000 along with their financial report. After a lengthy discussion, the Council did concur that they would consider two signatures on all checks up to $5,000 with three signatures required on all checks over that amount. They further agreed that the deputy city secretary position could be authorized as an alternate staff signature. Checks to transfer funds from one account to another would not require three signatures. Mr. Hart told the Council that it is his request that any payment on a capital project over $5,000 should be approved by the City Council before dis- bursement, as well as the final acceptance payment. In a discussion of this procedure, Councilman Longo expressed concern that all bond monies should be spent only if approved by ordinance. Mr. Hart answered that perhaps this problem could be smoothed out if an ordinance authorizing the city manager to expend funds up to $3,000 be passed by the Council. It was the consensus of the Council that this Charter requirement and ordinance procedure be clarified by the city attorney. Mr. Hart also asked the Council to discuss the city manager's authority to transfer funds within a department budget. There followed further discussion regarding city budget procedures and the importance of reports on same. 3. DISCUSSION OF THE FORMATION OF A "CABLE LIAISON COMMITTEE" Mr. Hart at this time presented to the Council a memorandum outlining the procedures for a six-member cable liaison committee. The Council expressed concern that this particular committee was too large and -1- 000'760 possibly could have more authority than was the Council's original intent. Councilman Longo stated he felt the committee would have to work at the discretion of the City Manager and if it did overstep its authority, the City Council must abolish it. Mayor Turner expressed concern that this particular committee would be looked upon by CATV as a policing committee. After a lengthy discussion, the Council concurred that this should be a very small committee with no more than three members that should work solely at the discretion of the City Manager. 4. REVIEW OF PROPOSED ORDINANCE AMENDING THE COMPREHENSIVE ZONING ORDINANCE TO REQUIRE A "SPECIFIC USE" ZONING FOR ALL ESTABLISHMENTS SERVING LIQUOR BY THE DRINK ~ Janice Carroll, City Secretary, explained to the Council that they did have the opportunity through specific use zoning to put definite require- ments upon any request to operate a lounge within the City of The ColOny. The Council then discussed the requirement that a percentage of food be served as a control device. Mr. Kennedy, owner of the Back Door Lounge, stated that other cities used a per capita requirement allowing only one club per a certain amount of population. Councilman Adams expressed concern that the Council do something to prohibit any exotic dancing or other forms of entertainment not favorable to the Council. After discussion, it was suggested that Mr. Dillard be in attendance at a future work session to further advise them on zoning requirements that could be implemented under a specific use zoning. 5. REVIEW OF PROPOSED TRAFFIC ORDINANCE Mr. Hart did advise the Council there was a correction of the school crossing section that had not been made at this time. Councilman Longo asked who the city traffic administrator would be. Mr. Hart advised at this time the city engineer would perform in that role. Councilman Longo stated that he felt very strongly that an area for parking trucks should be provided before this ordinance is passed which prohibits them from parking oversized vehicles on city streets. Mr. Bradburry, Director of Community Development, advised that this was --, necessary as the trucks were breaking down city curbing, city streets are not built adequately to handle the weight of trucks and many of the trailers are too long and create traffic problems. Mr. Hart told the Council that staff would check with surrounding cities to see if an appropriate solution to this problem could be found. The Council also noted that Section 7C made it unlawful to put a for sale sign in a car parked in front of a personal residence or to wash a car in front of a personal residence. The Council did concur that this section should be revised as it was to restrictive in their opinion. At this time, Mr. Bradburry advised the Council that the 30 mile per hour speed limit on Paige Road and North and South Colony could impede the flow of traffic during rush hour and recommended that it be increased to 35 mph. The Council felt that this decision had been reached at a previous meeting, and should not be changed; however, Councilman Longo stated that a map showing exit routes from the city should be published in the local news- papers. After further discussion, the Council did concur that this ordinance should be prepared for passage on first reading at the January 19 regular meeting. 6. REVIEW OF PROPOSED PERSONNEL POLICIES MANUAL Councilman Longo asked that this item be tabled until a future meeting when Councilman Shipman is in attendance. The Council agreed. 7. REVIEW OF PROPOSED LIBRARY STRUCTURE PURCHASE AND OPERATING COSTS ON SAME Councilman Longo reported that at the Friends of the Library meeting ten people were present. Councilman Adeler expressed hesitation to spend city funds for a public library without sufficient citizen interest. Mr. Hart recommended to the Council that if they did decide to purchase this mobile office trailer and operate as a library, that the funds be taken from the revenue sharing account and that the city budget not be -2- 000761 amended. There followed a discussion of the approximate $10,500 cost of this project. Mayor Turner expressed his opinion that the purchase of this building would create the potential for public criticism as the Council is going against the wishes of the majority of the people as ex- pressed in the budget public hearings. Councilman Adeler and Councilman Brown agreed with Mayor Turner's concern. At this time, Councilman Longo stated that without the full agreement of the City Council, he felt this agenda item should not be acted upon, to forego the purchase of this trailer and the subsequent expenses to set up the operations of a public library. It was so noted. It was discussed that if the ~iends of the Library could raise sufficient money for the rental of space and the volunteer staff to operate the library, then the city would be more receptive to providing money for some of their particular needs. 8. DISCUSSION OF PROPOSED ORDINANCE REGULATING THE CUTTING, ALTERA- TION OR ~CONSTRUCTION OF PUBLIC RIGHT OF WAYS Mr. Hart stated that this ordinance had been prepared at the request of Mr. Bradburry to ensure that the city did have knowledge when outside contractors were working on public streets, curbs, alleys and sidewalks. The Council concurred that this ordinance was necessary and that it should be put on the January 19 agenda for passage. 9. DISCUSSION OF PROPOSED EMPLOYEE RETIREMENT PLANS Mr. Hart stated that he did need further direction from the City Council on this agenda item. It is the wish of the employees at this time that the city adopt the Texas Municipal Retirement System. However, he had received proposals from other private insurance companies. He asked the Council if they would like to seriously study other proposals before adopting an ordinance entering into a contract with TMRS. Councilman Adams stated that two weeks should be given for all private insurance agents to present proposals to the City Council. 10. DISCUSSION OF PROPOSED RESOLUTION ESTABLISHING ATTENDANCE REQUIREMENTS FOR ALL CI~ BOARDS The Council in a brief discussion did agree that three unexcused consecutive absences would necessitate an automatic resignation of the particular member of a city board. It was agreed that this would be put in resolution form for final action. 11. CLOSED DOOR SESSION DEALING WITH BOARD APPOINTMENTS: A. PLANNING & ZONING B. PARKS & RECREATION Mayor Turner advised the members of the audience that the Council would meet in closed door session as authorized by Article 6252-17 of Vernon's Annotated Civil Statutes. Upon reconvening in open session, Mayor Turner announced that no formal action was taken at this time. There being no further action to be taken by the Council, Councilman Adams moved that the meeting be adjourned. Seconded by Councilman Brown, the motion was passed by the following roll call vote: Ayes: All members present voted aye Noes: None Mayor Turner adjourned the meeting at 11 p.m. ATTEST: YOR -- -""---- J~CARROLL, CITY SECRETARY --3--