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HomeMy WebLinkAbout12/21/1981 City Council 001080 MINUTES OF THE CITY COUNCIL OF THE CITY OF THE COLONY HELD ON DECEMBER 21, 1981 A REGULAR SESSION 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 Scott North Councilman Larry Sample Councilman Norman Adeler Councilman Charlie Parker Councilman Charles Dodds Councilman and with no members absent; thus, a quorum was established. 1. BRIEFING SESSION At this time, Dan Savage, City Manager, did review the agenda with the Council, going over each agenda item and action that could be taken. 2. APPROVAL OF MINUTES Councilman Adeler moved that the minutes of DeCember 7 be approved. The motion was seconded by Councilman Sample. However, at this time, Councilman Dodds did note that on Page 1, Agenda Item No. 3--the Consideration of Canvass of the Municipal Runoff Election, there was a typographical error in the first paragraph of that document. It was so noted. At that time, Mayor Turner called for a vote on this motion on the floor. The motion was passed by the following roll call vote: Ayes: Councilmen North, Sample, Adeler and Dodds Noes: None Abstention: Councilman Parker 3. CITIZEN INPUT Helen Gray was recognized and advised the Council again that she was still concerned with the upkeep of homes in The Colony, particularly the yards, and she was also concerned with the city's upkeep of their greenbelt areas. Marlene Poole was recognized and asked what was the criteria for hiring an attorney. Briefly, Mr. Savage explained that the guidelines are similar to the ones for hiring a city manager and that the attorney is hired by the City Council with qualifications set by the City Council and that the attorney serves at the pleasure of the Council. There is no contract involved usually in this hiring procedure. Councilman Dodds then read Article 5.01 of the Home Rule Charter regarding this hiring process. Sandy Jacobs was then recognized. She stated that she has served two terms as Councilman in the City of Carrollton and would like to request the support of the citizens in The Colony, as she is planning to seek the office of Denton County Commissioner, Precinct 2. 4. RECEIVE REPORT ON SANITATION CONTRACT START UP Mr. Savage gave the background of this agenda item for the Council and members of the audience and introduced John Gustafson, representing Texas Waste Management, to update the Council on this changeover. Mr. Gustafson stated that there would be a pickup of trash on Friday, January 1, which is New Year's Day, although it is not required under the contract. They will have two trucks in The Colony that day, one of which will be a rear loader for Christmas trees and bulky items. He advised the Council that they will be running ads notifying residents of this changeover and will have door-hangers on every home by Wednesday, December 23, regarding their schedule. Mr. Gustafson stated that in looking over The Colony he was concerned that many cans are in the alleyway, and he reminded the Council -1- 001031 that only plastic bags and one-way containers are allowed per the contract. He requested of the Council that he be allowed to give those using cans a 60-day grace period before going completely to a trash-bag system. Mr. Savage asked if a notice could be put on the can. Mr. Gustafson advised that it could. Mr. Gustafson also stated that he does not anticipate any start-up problems and that all areas would be covered exactly as they have been. Mr. Savage advised the Council that Texas Waste Management has been cooperative in working with the city during the contract negotia- tions and the changeover. 5. CONSIDERATION OF PROPOSED ORDINANCE AUTHORIZING CONTRACT WITH THE MUNICIPAL UTILITY DISTRICT FOR SANITATION BILLING AND COLLECTION --~ SERVICES Mr. Savage stated that the utility district will be paid a cost of 5% of the collection and disposal rate charged each customer for the perfor- mance of this service for the city. He stated that based on 4,500 customers per month for 1982, this fee will have a fiscal impact of generating approximately $260,000. Of the total, Texas Waste Management will receive $235,000 for the collection and disposal and the Municipal Utility District will receive about $12,500 for the billing, and the city will receive about $12,500 as a franchise fee. Based on this billing, Mr. Savage esti- mates that the city will receive a revenue of approximately $9,000 in the 1981-82 budget year. In 1983, the city will receive approximately $15,500 and in 1984, the city does anticipate receiving approximately $18,500. He did state that the staff does recommend the approval of this ordinance and agreement at this time. Councilman North then moved to approve the ordinance authorizing the city manager to enter into an agree- ment for billing service with the Municipal Utility District based upon a cost of 5% of the collection and disposal rates charged by the disposers. Councilman Sample was concerned that the monies collected by the District will not be forwarded to the city until the last calendar day of each working month. This does create a month lag in the receiving of revenues by the city. Mr. Savage agreed that it does, however to correct this situation would be impractical, as all service bills are paid in arrears and, of course, this does fit into their present billing service. Our only problem, revenue wise, will be the first payment made to MUD. Mr. Bill Longo, a MUD Board member, was recognized, and he stated that on behalf of the Board, it was their intention to negotiate or work out any problems that do come up due to this contract arrangement. At this time, Mayor Turner called for a vote on the motion on the floor. The motion was passed by the following roll call vote: Ayes: All members present voted aye Noes: None 6. CONSIDERATION OF RESOLUTION SETTING RATE FOR SANITATION SERVICE Mr. Savage stated that in the Ordinance No. 183 it does provide that the rate be set by resolution. He did note that the rate prescribed at this time is $4.80 per month. Councilman Dodds noted that this is a rate reduc- tion from the present $5.15 per month paid to Carroll Trash Service. At this time, Mayor Turner read aloud the following resolution: WHEREAS, the City will assume responsibility for sanitation service after January 1, 1982, and WHEREAS, the City has contracted with Texas Waste Management to provide this service, and WHEREAS, the City has contracted with the Municipal Utility District to bill for this service, and WHEREAS, the City's contract with Texas Waste Management provides for a five percent franchise fee, NOW, THEREFORE, BE IT RESOLVED that the monthly charge for residential sanitation service rendered after January 1, 1982, will be $4.80 and that this charge will be apportioned as follows: Texas Waste Management For Collection & Disposal $4.34 -2- 001032 Municipal Utility District For Billing Service .23 City For Franchise Fee .23 PASSED ON THE 21 DAY OF DECEMBER, 1981. ATTEST: APPROVED: JANICE CARROLL, CITY SECRETARY /s/ RICHARD TURNER, MAYOR Councilman Dodds moved to approve the resolution as presented. Seconded by Councilman North, the motion was passed by the following roll call vote: Ayes: Ail members present voted aye Noes: None 7. RECEIVE REPORT ON WINTER MAGIC II PROGRAM Mr. Rick Herold, Director of Parks and Recreation, presented to the Council the recently printed pamphlet outlining the Park and Recreation Department's Winter Program. He stated that these programs would be distributed to all residences, courtesy of The Colony Baseball Association. He stated that now that the Library and the Park and Recreation Department are in their new facilities, there will be more activities for senior citizens, and they will conduct also pre-school and nursery story times. He noted that this Winter Magic Program contained more one-time special events which will draw many teens. An example is a sock hop that is going to be co-sponsored with the Police Department. He then reviewed some of the other courses that will be offered this winter schedule, and stated that the registration hours have been changed to better meet the needs of the citizens. Registration will continue for a period of two weeks through January 11, and you will be able to register prior to 8 a.m. in the morning and as late as 9 p.m. in the evening. At this time, Councilman North asked if the Miss Colony contest was affiliated with the Miss Texas Program. Mr. Herold advised at this time that it was not, but they had been considering that as an option to go to in the future. 8. CONSIDERATION OF ACCEPTANCE OF CITY AUDIT FOR FISCAL YEAR 1980-81 Mr. Savage stated that the final copy of the audit prepared by Peat, Marwick, Mitchell & Company had been presented to the Council with their packets. He did note tht on page 5, there was a correction. As Councilman Sample stated at the last Special Session, he was concerned with the low interest rate of 9%. Mr. Savage advised that the statistical tables were now inclu- ded and that the management letter should be presented on January 4. With no discussion, Councilman Sample moved to accept the audit as presented by the firm of Peat, Marwick, Mitchell & Company for the fiscal year 1980-81. Seconded by Councilman Adeler, the motion was passed by the following roll call vote: Ayes: Ail members present voted aye Noes: None 9. CONSIDERATION OF ORDINANCE AUTHORIZING BUDGET TRANSFER AND APPROPRIATING FUNDS FOR THE CITY AUDIT FOR FISCAL YEAR 1980-81 Mr. Savage advised the Council that the fiscal year 1981-82 budget includes a sum of $2,700 for payment for the audit for fiscal year 1980-81. The contract with Peat, Marwick, Mitchell & Company for the audit setsa maximum fee of $10~500 for the firm's work. To date, the auditors have spent over 300 hours on this audit, Mr. Savage advised the Council, and have submitted prosgress statements in the total amount of $8,000. Mr. Moore of the firm stated that the entire bill will be for $10,500 and, based on this information, Mr. Savage recommended that the Council pass the ordinance authorizing the transfer of $7,800 to cover the total anticipated cost of this audit. This transfer will affect only this year's budget, Mr. Savage stated. At this time, Mayor Turner read aloud the following caption: 001033 AN ORDINANCE OF THE CITY OF THE COLONY, TEXAS, AUTHORIZING THE CITY MANAGER TO TRANSFER FUNDS IN THE AMOUNT OF $7,800 FROM THE GENERAL FUND RESERVE FOR CONTINGENCIES ACCOUNT TO FINANCE DEPARTMENT LINE ITEM NO. 32 FOR PAYMENT TO PEAT, MARWICK, MITCHELL & COMPANY FOR THE 1980-/81 FISCAL YEAR AUDIT; ATTACHING THE STATEMENT AS EXHIBIT "A"; AND PROVIDING AN EFFECTIVE DATE. Councilman Adeler moved to approve the passage of this ordinance authorizing the city manager to transfer funds. The motion was seconded by Councilman Dodds. At this time, Councilman North stated that he would like to commend Peat, Marwick, Mitchell & Company for their fine job but was concerned that the maximum fee is charged if much of the work was indeed done by the city staff. Councilman Adeler requested that the city manager bring to the Council a breakdown on these fees. At this time, Councilman Dodds presented an amendatory motion that the final payment will not be made until an itemized statement is provided to the City Council. Councilman Sample seconded this amendatory motion, and it was passed by the following roll call vote: Ayes: All members present voted aye Noes: None Mayor Turner then called for a vote on the main motion as amended. The motion was passed by the following roll call vote: Ayes: All members present voted aye Noes: None 10. CONSIDERATION OF AWARDING BID ON COMMUNITY DEVELOPMENT EQUIPMENT STORAGE BUILDING AND AUTHORIZATION ORDINANCE ON SAME Mr. Savage advised the Council that a letter from Hunter Associates, Inc. had been received today, and a copy of same was placed in their boxes. This letter reviewed the bids presented for an equipment storage building and provided a recommendation. At this time, he reviewed the contents of this letter from Mike Cummings. He stated that two companies bid, Tom Sharp, Inc., which is located in Dallas, and Tyler Building Systems Company, Inc., which is located in Lewisville. Mr. Cummings advised that the base bid for this project was for the complete construction of a 24- foot wide by 3-25-foot bay long metal building. The letter, Mr. Savage advised the Council, explained that alternate bid No. 1 was for the complete construction of a 30-foot wide by 30-25-foot bay long metal building. Alternate bid No. 2 was for the complete construction of a 24-foot wide by 4-25-foot bay long metal building. Alternate No. 3 provided a 20-year finish on the walls and roof of any of the above bids; while Alternate No. 4 provided a three-year warranty against defective materials and workman- ship and against leaks in the structure on any of the three above bids. Based on these bids and the figures received, Hunter's first recommendation would be to select the Alternate No. 3 and a 20-year finish on the walls and roof and Alternate No. 4, a three-year warranty against defective materials or workmanship. The standard finish is for five years and Mr. Cummings stated he felt that the guaranteed fifteen extra years of protection is worth the approximate increase in cost of $1,811. The firm with the low bid based on these considerations is Tom Sharp, Inc. in the amount of $12, 511. This is $97.00 less than the same system as bid by Tyler Building Systems, Inc. Mr. Savage then reviewed for the Council the amounts bid by both companies for the base bid and each alternate as follows: Contractor Tom Sharp, Inc. Tyler Building Systems Base Bid $12,511.00 $10,797.00 Alternate Bid No. 1 $14,650.00 $12,130.00 Alternate Bid No. 2 $15,044.00 $13,542.00 Alternate No. 3 (Add) a. -0- ($12,511.00) $1,811.00 ($12,608.00) b. -0- ($14,650.00) $2,118.00 ($14,248.00) c. -0- ($15,044.00) $2,338.00 ($15,880.00) -4- Alternate No. 4 (Add) 001034 a. -0- -O- b. -0- -O- C. -0- -O- In discussion, several members of the Council expressed concern with the 20-year finish. Councilman Parker asked exactly what composed a 20-year finish and what kind of guarantee would the city have regarding this finish. Councilman Adeler was concerned with the stability of the building, particu- larly with the occurrence of high winds, since it was open on one side. Mr. Savage stated that Hunter Associates assured the city that it would be built to handle a maximum wind load. Councilman North was concerned with the use of the building. Mr. Savage advised the Council that the primary use would be for rolling stock, while some barricades and sand material will also be stored. Councilman North felt that it would be imperative that the building be secured, so that other small tools and other materials could be stored also. Mr. Savage said the options on that would be to fence the entire structure or to provide a door. Council- man Parker was also concerned with the $1,300 fee that must be paid now to Hunter Associates, Inc. for these specifications. Mr. Savage stated that this fee was based on an hourly cost. Mayor Turner then read aloud the following caption: AN ORDINANCE OF THE CITY OF THE COLONY, TEXAS, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH THE FIRM OF TOM SHARP, INC. IN THE AMOUNT OF $12,511.00 FOR THE CONSTRUCTION OF A COMMUNITY DEVELOPMENT DEPARTMENT EQUIPMENT STORAGE BUILDING; ATTACHING THE APPROVED FORM OF THE CONTRACT AS EXHIBIT "A"; AND PROVIDING AN EFFECTIVE DATE. At this time, Councilman Dodds moved to table any action on this item until the January 4 meeting. Seconded by Councilman North, the motion was passed by the following roll call vote: Ayes: Councilmen North, Sample, Parker and Dodds Noes: Councilman Adeler 11. CONSIDERATION OF RESOLUTION REGARDING VOTING FOR A REPRESENTATIVE TO THE DALLAS TRANSIT AUTHORITY BOARD At this time, Mr. Savage advised the Council that the city of The Colony is grouped with the cities of Duncanville, Lancaster, Glenn Heights, Rowlett, Cockrell Hill and Wilmer for representation on this Board of Directors for the Dallas Transit Authority. Based on this group of seven cities, one person will be elected to serve on the 25-member Board. At a meeting held of this group on December 8, two individuals were nominated to represent the seven cities. They are John Clark, nominated by the City of Duncanville, and H. C. Ruyle, nominated by the City of Rowlett. Mr. 'Savage advised the Council that they did have resumes of the two gentlemen. The resume of Mr. Ruyle was received today, and a copy of same was placed in their boxes. Mayor Turner then read aloud the following Resolution: A RESOLUTION JOINING OTHER CITIES IN SELECTING AN INTERIM BOARD MEMBER FOR THE PLANNING PHASE OF THE REGIONAL TRANSPORTATION AUTHORITY. WHEREAS, the City Council of the City of The Colony has elected to be actively involved in the planning process of the proposed Regional Transportation Authority, and WHEREAS, an interim Board of Directors consisting of twenty-five members will coordinate and direct the development of a transit service plan for Dallas County, WHEREAS, the City of The Colony finds it in the best interest of its citizens to be represented in this development process. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF THE COLONY: SECTION 1. That the City of The Colony join with the Cities of Dun- canville, Lancaster, Wilmer, 'Cockrell Hill, Glenn Heights, and Rowlett to elect a member to the interim Board of Directors. SECTION 2. That the following candidates have been nominated to serve in this position: Mr. John Clark Mr. H. C. Ruyle Further, the City of The Colony votes for Mr. H. C. Ruyle to serve as the interim Board representative. -5- 001085 DULY PASSED, APPROVED, AND ADOPTED THIS 21 DAY OF DECEMBER, 1981. ATTEST: /S/ RICHARD TURNER, MAYOR /s/ JANICE CARROLL, CITY SECRETARY Councilman Dodds moved that the Resolution be passed casting the vote for the City of The Colony to H. C. Ruyle. This motion was seconded by Councilman Sample. Councilman Parker stated that he was concerned with the approximate $4,000 fee that must be paid. Mr. Savage advised the Council that it was not due until after January 7, and that the city was not obligated to even make this payment. Councilman Adeler clarified that this vote does not commit the city to a fee. Mr. Savage assured Councilman Adeler that it was a voluntary fee only. With this clarifi- cation in mind, Mayor Turner did call for a vote on the motion on the floor. The motion was passed by the following roll call vote: Ayes: All members present voted aye Noes: None 12. CONSIDERATION OF REINSTATEMENT OF POLICE RESERVES Mr. Savage advised the Council that a memorandum from Chief Ristagno was included in their packets, as'well as a copy of Ordinance No. 19, outlining this reinstatement procedure. 'In accordance with Ordinance No. 19, Chief Ristagno advised the Council that the following Reserve Officers have submitted letters requesting to be reinstated as a Reserve Police Officer: Sergeant Gary Carroll Russell Clark Stephen Page Gary Green John Barnard Todd Duerksen Doug Duerksen Chief Ristagno also advised the Council that all reserves have undergone a 96 classroom hour course covering Code of Criminal Procedure, Penal Code, Texas Family Code, Crisis Intervention, Report Writing, Texas Traffic Laws, Traffic Control, Accident Report Writing and Firearms. He also advised that all reserve members listed meet all departmental qualifications as well as state. At this time, Councilman Parker moved to approve the reinstatement of the above-named Police Reserve Officers. The motion was seconded by Councilman North. There followed a brief discussion of liability insurance regarding these officers, as well as medical coverage. Mr. Savage advised that they did all have adequate medical coverage, how- ever liability insurance is something that should be researched in the near future. Councilman Adeler requested that it be clarified that all of the Reserve Officers did file renewal applications. Chief Ristagno assured him that they did. Councilman North asked if they will be increased to a ten-member force. Chief Ristagno answered that they were planning on conducting a reserve school in the near future for this purpose. At this time, Mayor Turner called for a vote on the motion on the floor. The motion was carried by the following roll call vote: Ayes: All members present voted aye Noes: None Councilman Dodds moved for a ten-minute recess. Seconded by Councilman North, the motion was passed by the following roll call vote: Ayes: All members present voted aye Noes: None 13. CONSIDER APPROVAL OF TIMETABLE AND SPECIFICATIONS FOR HOSPITAL PROPOSALS Mr. Savage reviewed a schedule prepared for receiving proposals for hospital service in The Colony with the Council. He did note that Item 2, publish notice of Public Hearing, should be changed from December 24 to December 23, as that is the correct publication date for The Colony Courier. He -6- 001036 also noted that the January 25 date, which is Item 4, receive formal proposals, could be adjusted to January 22, which would fit within the 30-day requirement of the Council's motion made at the December 14 meeting. The City Council concurred with these corrections. Councilman Dodds requested that it be made optional to make a selection either at the February 1 meeting or the February 15 meeting, and Councilman North requested that there be a publication of Notice of Hearing in the January 28 edition of The Colony Courier. After a lengthy discussion of this calendar, Councilman Parker moved to approve the proposal schedule as follows: 1. City Council approval of request for proposal, December 21, 1981 2. Notice of Public Hearing, December 23, 1981 3. Receive Letter of Intent to file proposal, January 8, 1982 4. Receive formal proposals, January 22, 1982 5. Publish second notice of Public Hearing, January 28, 1982 6. Conduct Public Hearing on proposals and select winning proposal, February 1, 1982 7. Optional date for Council to select winning proposal, February 15, 1982 Seconded by Councilman Dodds, the motion was passed by the following roll call vote: Ayes: All members present voted aye Noes: None At this time, Mr. Savage reviewed the specifications as written up with the Council. He advised the Council that it was not his intent to go through the same detail process that is required by the state but to procure information that is of vital interest to our commitment. At this time, he stated that the first part of the proposal would give each hospital entity some background information regarding The Colony. Secondly, he is requesting that the hospital describe briefly the experience of their organization. Third, he is asking that they provide a timetable of signi- ficant deadlines up to and including the opening date of a hospital facility. Four, he is requesting information regarding the financing of the facility. These estimates will icnlude costs for land acquisition, construction, equipment, professional services, start-up costs and a total project cost. Fifth, he is requesting information describing the type of site needed for the project and what utilities will be needed in this area. Sixth, Mr. Savage stated he has then requested to outline in detail the full range of services which they intend to provide to The Colony and the number of beds for which the facility will be certified, as well as the actual number of beds which will be available for patient use when the facility is opened. Seventh, the proposal then requests information regard- ing the type of staffing pattern for the facility and estimates of the number of personnel in several categories. Eighth, the proposal requests that the firm discuss the economic viability of the project in this area and when would they expect it to become self supporting. In a lengthy discussion, Councilman Sample requested that it also be requested that the entity provide names of all board members, officers of the company, the name of the parent company, subsidiary companies and the holding company. Councilman North requested that an annual report also be provided. Council- man Dodds stated that, if interim services are provided by the facility, these should also be mentioned in the proposal. Councilman Sample felt that it was very important that if a non-profit hospital is responding, the city ask if it would be feasible for them to provide a payment to the city in lieu of taxes. There followed a lengthy discussion of this request. Mayor Turner and Councilman North agreed that this should not be in the proposal, as this would eliminate non-profit institutions imme- diately. Councilman Adeler agreed. Councilmen Sample and Dodds did agree that this information should be contained in the initial proposal. Mr. Savage stated that perhaps after receiving a letter of intent, the city could then advise only the non-profit hospitals of this request. The Council concurred with this suggestion. Councilman Parker suggested also -7- 001037 that the entities provide information regarding community service projects, i.e., CPR, first aid, etc. Councilman North also requested a list of the hospitals that are sent letters requesting proposals. Mr. Savage advised the Council that these requests will be sent to each hospital that has been contacted in the past and other hospitals through the Health Services Board. Councilman North then moved to approve the proposals incorporating the suggestions of each Councilman. Seconded by Councilman Dodds, the motion was passed by the following roll call vote: Ayes: All members present voted aye Noes: None 14. DISCUSSION OF RENTAL ORDINANCE At this time, Mayor Turner stated that he would abstain from any discussion on this item due to his profession and turned the meeting over to Mayor Pro Tem North. Mr. Savage stated that Councilman Sample did request this to be on the agenda and recommended that he introduce the proposed ordinance. Councilman Sample then reviewed the entire ordinance for the Council. He stated that the origin of this ordinance was from the City of Addison. The city adopted this ordinance to better control apartment landlord/tenant situations. He further advised the Council that he had reviewed it and put it into a form which would better suit the single-family development needs. He did state that this ordinance provides criminal penalties for situations that in the past have been handled as civil matters only. Councilman Dodds stated that in Section 5a, he was concerned that a tenant would have to show a license on his premises. He thought that perhaps a better solution would be to provide each tenant with a copy of the ordi- nance which would outline his rights as well as his responsibilities. Further, Councilman Dodds stated that Section 7 should be consistent with our own building codes, and he did not feel that the city could require the homes to be in better condition than the other buildings located within the city. Councilman North asked Mr. Savage to comment on the attorney's opinion of this ordinance. Mr. Savage advised that the attorney did outline in his letter to the Council some administrative problems in the enforcement of this ordinance, however, he did feel that it was important to realize that this is the first draft of the ordinance and the first discussion of it. Councilman Parker stated he was concerned that criminal remedies rather than civil remedies were enforced. Councilman Adeler was in favor of exterior control, however, not in favor of the city trying to exert any internal control regarding how homes were kept up by the landlord or the tenant. The Council also discussed the state statute which they did concur was a guideline for civil suits in these matters and each Coun- cilman was concerned as to what authority the city should exert in this area. After discussion, the Council did agree and Councilman Dodds made the motion to postpone reviewing this ordinance to the earliest date in January and have a legal written opinion from a senior member of Saner, Jack, Sallinger & Nichols and also have the attorney present at this work session. Councilman Sample seconded this motion. However, Councilman Adeler disagreed with obtaining the attorney's opinion prior to the work session. After lengthy discussion, Councilman Parker made an amendatory motion to have the work session first with Rob Dillard, city attorney, present, and then obtain a legal opinion from a senior member of the firm. Councilman Sample seconded this motion, and the motion was carried by the following roll call vote: Ayes: All members present voted aye Noes: None At this time, Mayor Turner called for a vote on the main motion as amended. The motion passed by the following roll call vote: Ayes: All members present voted aye Noes: None 15. DISCUSSION OF PROPOSED INTERLOCAL AGREEMENT WITH THE MUNICIPAL UTILITY DISTRICT Mr. Savage reviewed the agreement with the Council stating that it would cover areas regarding the following: -8- 001088 1. Vehicle maintenance 2. Tax collection 3. Ground and drainage easement maintenance 4. Dispatching services 5. Joint insurance 6. Sharing of common resources, i.e., construction barricades, maintenance tools Councilman North asked if the city had agreements similar to this in the past. Mr. Savage advised the Council that yes, there have been two or three previous agreements between the utility district and the city, how- ever this was by far the most comprehensive. Councilman Dodds agreed that this is the most comprehensive agreement and complimented Mr. Savage and Tom Forrest for their efforts in coming to a far more comprehensive agreement than had been ever proposed in the past. Councilman Dodds then moved to approve the rough draft of this agreement as presented and direct the city manager to have the attorney prepare an adopting ordinance on same. This motion was seconded by Councilman North. At this time, Bill Longo, a member of the Board of Directors of the Municipal Utility District, stated that if either the city manager or the director of the utility district found any of the percentage rates to be unfair to the citizens, they would be subject to review by the City Council and the MUD Board Directors. At this time, Mayor Turner called for a vote on the motion on the floor. The motion was passed by the following roll call vote: Ayes: All members present voted aye Noes: None 16. CITY ~LANAGER'S STATUS REPORT Mr. Savage advised the Council that he was presently working with the utility district on a city annual report that will be distributed to all citizens sometime in February. He stated that the police contract with the Town of Eastvale was being negotiated at this time, and they were looking into several levels of response, the first being patrol and first response; the second level would be CID and juvenile, and the third level would be the administrative level of activity. They were proposing fees based on service and population and are anticipating receiving Eastvale Board of Alderman input in the near future. Also, they are checking on liability coverage from Eastvale. These opinions should be in writing to the City Council in the near future. Mr. Savage advised the Council of an upcoming problem regardign the police radio/communications equipment. He stated that when the bid and the speci- fications were sent out for this equipment, a mistake was made, and the cost of the crystls to convert all existing units to the new police frequency were omitted. This cost will be approximately $4,000, as the crystals cost $44, and there are two crystals per each radio unit in each vehicle, as well as in each mobile. He advised the Council that the options for this cost were to postpone the purchase of a recording system for the communications system which has been budgeted for this 1981-82 fiscal year or to take the funds out of maintenance classification. He stated that he did recommend deferring the purchase of the recorder until later in the fiscal year and hoped that the cost could be absorbed into the budget. The Council and the Mayor expressed concern that this mistake should have been noticed by the consultants as well as the communication firms involved in the bid process. It was also noted that although the crystals had been ordered, there was no city purchase order that correspon- ded with this amount. However, Chief Ristagno stated that he had orally approved the order of this equipment under the impression that it was on the specifications, which were included in the original purchase order submitted for the total amount of the equipment. Mr. Savage stated that the Park and Recreation Department had purchased a 1977 three-quarter ton pickup in the amount of $2,550, and the tradein of the 1971 animal control truck and the old ambulance from the Fire Depart- ment. He advised the Council that this vehicle would be shared by Park and Recreation and Community Development for the maintenance of city grounds. He also stated that Dr. Seidler had donated outdoor lights to be used by the city tennis courts now under construction. -9- 001089 Mr. Ortega, from whom the city purchased outdoor lighting for the softball fields had requested a payment in the amount of $2,500, which would represent his cost to a subcontractor for the installation of same. Mr. Savage noted that the original agreement was that the total $8,000 would not be paid until all lights were in and tested for workability.. The Council concurred that this original agreement should be adhered to and that an interim payment of $2,500 should not be authorized. He advised the Council that in their boxes was a memorandum from Texas Power & Light regarding a rate increase request, and this would be coming before them at a meeting in the month of January. We have made application for funds to assist in the development of a library, as well as application for civil defense funds per Fire Chief Ronnie Gothard. The city has received a $2,700 quote for the cost of road repair on Paige Road, and the city does intend to fix this 120-foot long strip, which is eight feet wide adjacent to the Church of Christ. We have received the first cable TV franchise payment, Mr. Savage advised the Council. At this time, Mayor Turner recognized Bill Longo, who stated that he was against any interlocal agreement to provide police service to the Town of Eastvale and that the basis for the incorporation of the City of The Colony was for police service and this need has been met, therefore, he feels strongly that the Town of Eastvale has a moral obligation to protect its own citizens, even at the risk of tax increases. 17. CLOSED DOOR SESSION/APPOINTMENTS TO THE COLONY GOALS COMMITTEE Mayor Turner announced that the Council would now meet in a closed-door session to interview potential vice chairmen for The Colony Goals Committee. This is authorized by Article 6252-17 of Vernon's Annotated Civil Statutes. 18. CONSIDE~TION OF APPOINTMENTS TO THE COLONY GOALS COMMITTEE Upon reconvening in open session, Councilman Dodds moved to appoint Charles Hammons as Vice Chairman to The Colony Goals Committee and representatives from the Park and Recreation Board, Planning and Zoning Commission, Industrial Development Corporation to serve on this Committee as well as the folowing citizens: Prentice Ables, David Bird, Dee Cole, Kathy Bock, Sherri Campbell, Gene Pollard, Ann Malecki, Rusty Worden, Harold Van Alstyne and Marlene Poole. This motion was seconded by Councilman North and passed by the following roll call vote: Ayes: All members present voted aye Noes: None There being no further action to be taken by the Council, Councilman North moved to adjourn the meeting. Seconded by Councilman Dodds, the motion was passed by the following roll call vote: Ayes: All me,ers present voted aye Noes: None Mayor Turner adjourned the meeting at 12:50 a.m. ATTES~_~ ......... ~ y CARROLL, CITY SECRETARY ~, MAYOR ~ -10-