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HomeMy WebLinkAbout06/20/1983 City Council MINUTES OF THE CITY COUNCIL OF THE CITY OF THE COLONY HELD ON JUNE 20, 1983 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: Larry Sample Mayor Scott North Councilman Norman Adeler Councilman Don Amick Councilman Charles Dodds Councilman Marlene Poole Councilman and with Councilman Noel Long absent, as he was out of town; however, a quorum was established. 1. PLEDGE OF ALLEGIANCE Mayor Sample led the Council and members of the audience in the Pledge of Allegiance to the flag. 2[ APPROVAL OF MINUTES Janice Carroll, Acting City Manager, stated that the minutes of the Work Session held on June 13, 1983, should be corrected on Page 4, regarding the schedule of upcoming budget meetings; the meeting to discuss Community Development and the Fire Department was to be on Monday, June 27, 1983. Councilman Dodds moved to approve the minutes of the Regular Session held on June 7, 1983, and the Work Session held on June 13, 1983, with the correction as noted on June 13th. Seconded by Councilman Adeler, the motion passed by the following vote: Ayes: All members present voted aye Noes: None 3. CITIZEN INPUT Mayor Sample recognized Lorraine Thompson of 4225 Iola, who had signed up to speak to the Council. She was concerned about very high weeds on property in this area, including the parkway where her mailbox was located. She said that these weeds were around five feet high and that she had difficulty getting to her mailbox due to the problem. Mr. I. R. Bradburry, Director of Community Development, stated that some of this was property which Fox & Jacobs has proposed to dedicate to the city. Mayor Sample asked Mr. Bradburry to contact Fox & Jacobs and request that they mow this property, and further, he asked Mr. Bradburry to take care of getting the city's parkway around the mailbox mowed. Mr. Bradburry stated that this would be taken care of the next day. Helen Gray of 5232 Alpha Drive, was recognized and asked if the city had an Ordinance restricting the number of families that could live in one house. Mrs. Carroll clarified for her that this was handled under the section of 'the city's zoning ordinance dealing with single family zoning and stated further that the problem would be in defining a family. 4. CONSIDERATION OF RESOLUTION TO NAME FORREST DRIVE AND HARRIS PLAZA Mayor Sample read the following Resolution aloud at this time: -1- WHEREAS, the Clty Council of the Clty of The Colony feels that the naming of clty streets and public areas in a clear and undesstandable manner ls vital to the general welfare of teh cltlzens of The Colony, and WHEREAS, the City of The Colony also recognizes the importance to the community of the namln~~ of these streets and public areas from time to tlme in honor of persons who have contributed in some way to the welfare of the Clty and WHEREAS, Jesse Harris did serve as President of the Municipal Utility District Board from March 1, 1974 to April 1, 1979, thereby contributing greatly to the growth of this community, and WHEREAS, Thomas L. Forrest did serve as District Manager of the Municipal Utility District from May 14, 1979 to June 24, 1983, thereby also contributing greatly to the growth of this community; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF THE COLONY, TEXAS: That the Council is in concurrence with the decision made by the Municipal Utility District Board at their regular meeting conducted on June 16, 1983, to formally name the plaza in front of the District Offices "Harris Plaza" and further agrees that the road from this Plaza to the Waste- water Treatment Plant be named Forrest Drive. PASSED AND APPROVED ON THIS DAY OF , 1983. /s/ LARRY D. SAMPLE, MAYOR ATTEST: /s/ JANICE CARROLL, CITY SECRETARY Mrs. Carroll stated that she and Councilman Adeler had attended this MUD Board meeting on June 16th and that the MUD Board had asked that the City express their concurrence with this decision. Councilman Adeler moved to pass this Resolution as presented. Seconded by Councilman Dodds, the motion passed by the follo~ing roll call vote: Ayes: All members present voted aye Noes: None 5. CO~SIDERATION OF CERTIFICATE OF CORRECTION ON PLAT ~O. 269 REQ~ESTED BY KEN MARCHANT Mayor Sample asked that Janice Carroll, Acting City Manager, ex?lain this request. She stated that in discussing this with [~fr. Ken Marchant and Mr. Bill Wait, they stated they would like tc c~ange the front setback requirement from 25 feet to 20 feet on this plat. The plat had been filed with the 25-foot setback shown, however, they had contacted Fox & Jacobs concerning this and F&J had no problem with it. The City of The Colony requires only a 20-foot setback, however, Fox & Jacobs has always used 25 feet. Mr. Wait was recognized and explained that their main problem was with the depth of the lots and that their largest models would not fit on most of the lots if they were set back 25 feet. Their request was for the setback requirement to be changed to 20 feet on all of the lots in this subdivision. ~r. Wait clarified for Mayor Sample that all of the homes, including the smaller ones, would be built with the 20-foot setback if approved, to maintain conformity. Mrs. Carroll asked Mr. Bradburry, Director of Community Development, if he saw any problem with this, and he stated that he did not and that this could be done by the filing of a Certificate of Correction. Councilman Dodds moved to approve this setback change. Seconded by Councilman Adeler, the motion passed by the following roll call vote: Ayes: All members present voted aye Noes: None Mayor Sample then thanked [4r. Wait and Mr. Stan Easterwood, als¢ %~ith Kenwood Homes, for attending the meeting, and he %~elcomed them to The Colony. -2- 6. CONSIDERATION OF EASTVALE AMDULANCE CONTRACT Mayor Sample asked Mrs. Carroll to explain the current status of this contract. She stated that this contract was signed by the Town of Eastvale and that they had at that time given the City of The Colony a check in the amount of $1,609.60 for this service. This was the amount that staff had come up with for the service using a formula involving cost for the service and number of residents in Eastvale and The Colony. She stated further that she felt that some action should be taken on this matter, as The Colony was presently responding to Eastvale on medical calls, and the City' could have a liability problem due to the lack of a contract. Mayor Sample asked if the cost of the fire station itself was included in the cost of this service, and Mrs. Carroll answered than it was not. Councilman Poole stated that she did have a problem with providing this service, as she felt that this was something which The Colony's taxpayers were paying for. Mayor Sample stated that he would like to have more input on this as to the actual calculation of the fee charged Eastvale, and further that he did not want the taxpayers of The Colony subsidizing service to another town. Mayor Sample then suggested prorating the amount and amending the contract to be effective only through October 1, 1983, and he pointed out that Paragraph 9 of the contract did relieve the City of liability. Councilman Dodds moved to approve the Eastvale Ambu- lance Contract, with the amendment in the term, to be effective through October 1, 1983, and with the amount prorated to corres- pond with this term. Seconded by Councilman Poole, the motion passed by the following roll call vote: Ayes: Ail members present voted aye Noes: None 11. CONSIDERATION OF RESOLUTION SUPPORTING AN AMBULATORY CARE CENTER iN THE CITY OF THE COLONY Councilman Adeler stated that he did not feel that the timing of this Resolution was appropriate, as the Certificate of Need for Universal Health was to be voted on tomorrow, June 21st. Mayor Sample stated that several organizations had come before the City seeking to build health care facilities, however, this Resolution was not written with the name of any particular organi- zation. Mayor Sample then read the following Resolution aloud: WHEREAS, the City Council of the City of The Colony, Texas, is always concerned with the general welfare of our citizens and the residents of Denton County, and WHEREAS, in the judgment of the City Council, it is in the best interest of our citizens and residents of Denton County to support any facility that will better serve the health needs of the community; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF THE COLONY, TEXAS: That the Council hereby supports the procedure to acquire a Certificate of Need with the State of Texas for the purpose of constructing and operating an ambulatory care center within the city limits of The Colony. PASSED AND APPROVED ON THIS DAY OF , 1983. /s/ LARRY D. SAMPLE, MAYOR ATTEST: /s/ JANICE CARROLL, CITY SECRETARY Councilman Adeler then moved to postpone consideration of this Resolution until June 23, 1983. Seconded by Councilman North, the motion passed by the following roll call vote: Ayes: Ail members present voted aye Noes: None -3- 8. CONSIDERATION OF AUTHORIZING CITY MANAGER TO ENTER INTO LEASE FOR TELEPHONE EQUIPMENT Mayor Sample recognized Janice Carroll to explain this proposed lease. Mrs. Carroll stated that she had talked with the City's attorney, and she did now recommend that no action be taken tonight, as he had advised that the agreement should cotain an out-funding clause. It was also the attorney's opinion that if the City were to consider purchasing this equipment, it should be handled as a formal bid process to avoid criticism from other companies in the business, she stated. Mr. Ron Scroggins, a resident of The Colony and also a representative of Centel Tele- phone Company, was present and was recognized at this time to answer questions from the Council. Councilman Amick asked if the City would have to pay anything to Southwestern Bell in addition to the amount proposed by Centel for a lease purchase. Mr. Scroggins advised that the City would still have to pay a per-line charge to Southwestern Bell. Mrs. Carroll clarified at this point that one of the major reasons for this proposed change in telephone equipment was in order to have a better telephone system. Councilman Amick also asked why this was being considered at the present time, as the City is looking into possibly moving to new facilities. It was pointed out that this would be at least two years in the future, and the City badly needs better telephone equipment now. There followed a lengthy discussion concerning various telephone system options and specific features with Mr. Scro~gins. Councilman Amick then suggested looking into a rental of the equipment at this time. Mayor Sample asked the remainder of the Council what their feelings were on this matter at this time, Councilmen North and Adeler were in favor of buying the equipment, so that the City would have a definite asset to show for their money. Councilmen Amick, Dodds and Poole were in favor of renting, at least for the present time, as we need something as soon as possible. Mayor Sample then stated that he would not be willing to decide without knowing the costs of the various options. Mayor Sample then directed Mrs. Carroll to have the staff prepare more information on this and bring it back to the Council at a future meeting. At this time, Mayor Sample called for a brief recess. E~ERGENCY ITEM: PUBLIC HEARING REGARDING PROPOSED USE CF REVENUE SHARING FUNDS Councilman I~[orth moved to open this Public Hearing. Seconded by Councilman Dodds, the motion passed by the following roll call vote: Ayes: All merabers present voted aye Noes: None Mayor Sample recognized Janice Carroll at this time to explain the reason for this Hearing. She stated that the City was required to hold a hearing to give citizens a chance to express their opinions as to how these funds might best be used. She advised further that the City would probably be receiving around $40,000 for this Entitlement Period No. 15, and she suggested that it probably would be best to use the money for one-time capital expenditures, as these funds are never guaranteed to the City. Councilman Amick was concerned that if it was stated in the budget that these funds were to be used for a one-time capital expenditure, it would tie the City do~n, and he would, rather put this money into the operating budget. Councilman North stated that he agreed with Councilman Amick, and he also said that he did not want to use the funds for anything which would obligate the City beyond this fiscal year. Councilman North then stated that he would like for this money to be put into the Contingency Reserve fund, or he would like for the Council to have the ability to say where it should go. Mayor Sample then asked if any members of the audience wished to address the Council concerning these funds. There being no citizens who -4- w±shed to address the Council concern±rig the proposed use of these funds, Coun¢±lman Dodds moved to close the ?ubl±c Hear±ng. Seconded by Councilman North, the raotion passed by the follow±rig vote: Ayes: Ail members present voted aye Noes: None 7. REVIEW OF BUDGET: LIBRARY, GENERAL ADMINISTRATION, CITY SECRETARY, FINANCE Library Mayor Sample announced that the City would be getting $14,000 from Denton County for the Library and also that the County had advised that this would be the last year that these funds would be available. Councilman North did not feel that the $14,000 should be put into the general operating budget of the Library, since it would not be available again. He stated further that these funds should be used for capital expenditures. Mrs. Carroll stated that two of the Library's proposed packages, Building Reconstruction at $6,119 and Collection Development at $8,000, came to just $119 above this amount. Ann Beckel, Library Director, agreed that this would be the best place to use this $14,000.' Mrs. Carroll stated that in the 1982/83 general operating budget, the Capital expenditures would hope- fully be held at $5,300 rather than the $6,000 shown in the working budget, and she also advised that the Miscellaneous Supplies would be closely monitored. Mrs. Carroll advised further that the line items for Workers Compensation, Water and Building Maintenance had all be added to the 1982/83 budget for the last four months of the fiscal year due to the fact that the Parks and Recreation offices had moved to a different location. When Parks and Recreation was in the same space, expenses were shared. Councilman Amick then asked what was involved in the building reconstruction which was proposed. Mrs. Deckel explained that they wished to remove some interior walls in order to make one large room for additional shelving. A partial wall would be left at the front to provide a space between this wall and the first shelving unit for a reference table, and there would be a wall between this large room and the back hallway where the restrooms are located. Councilman North asked if the Library is still receiving a great number of book donations, and Mrs. Beckel replied that the number had gone down some. Councilman North then asked about the package regarding the proposed personnel increases. Mrs. Beckel referred the Council to the letter included in their budgets from Ms. Haven Toothman, Administrative Assistant-Library Develop- ment Division, Texas State Library in Austin. In this letter, Ms. Toothman advised Krs. Beckel that in order to retain the Library's provisional membership in the North Texas Library System, they would have to be notified by July 31, 1983 that she would be employed at least 30 hours per week beginning with the City's next fiscal year. She then referred the Council to the backup material concerning the many benefits of this membership, including collection development money, grant appli- cations, video cassette and video game borrowing privileges, 16mm films, inter-library loan, consultant services and training seminars among others. Councilman Amick was concerned about the possibility of the Library's budget being over for the 1982/83 fiscal year, and Mrs. Carroll pointed out that she and Mrs. Beckel were working on this, specifically in the capital expenditures and miscellaneous supplies. Councilman Amick then asked the Library had been able to make use yet of the City's ordinance concerning overdue materials, and Mrs. Beckel replied that they had not at this time. Mayor Sample asked about the need for the part-time clerk, and Mrs. Beckel answered that there were a great many catalog cards which needed typing on a regular basis and that it was hard to get the volunteers to do this work. Councilman Amick asked what other duties would -5- be performed by this part-time clerk, and Mrs. Beckel answered that the clerk could do filing and typing of correspondence also. Councilman North asked about the extra hours entailed in this personnel package. Mrs. Beckel explained that the proposal called for increasing her hours from approximately 16% (she and Sandri Gehrke, her assistant, split 33 hours per week) to 30 hours per week in order to meet the NTLS requirements. The Library Assistant's hours would be increased to 20 per week, and the part-time clerk would work 20 hours per week. The hours that the Library would be open would increase from 36 to 42, and Mrs. Beckel's proposal was as follows: TueSday, Thursday 10 a.m. - 8 p.m. Wednesday, Friday 10 a.m. - 6 p.m. Saturday 10 a.m. - 4 p.m. Councilman Amick was concerned about the relative importance of the different times of the day, i.e., morning versus evening hours, and he also asked Mrs. Beckel about the impact on the salaries of the different hours of the Library. Mrs. Beckel replied that she would provide the Council with information concerning the salaries at the Thursday night (June 23) meeting with them. There was discussion concerning the importance of being open at the various times in relation to the segment of the community served. It was pointed out that it had been generally agreed in the past that it was very important for the Library to open at the same time each day. Mayor Sample then asked about the need for a filmstrip projector, and Mrs. Beckel replied that this was used mainly by the schools, churches and various scout organizations. Mayor Sample also discussed with Mrs. Beckel the audio-visual materials for patron check out. These last two items were included in a package of various equipment items which had been taken out of the capital expendi- ture line item in the budget. Councilman Dodds asked that the Council be supplied with a copy of the Library's policies and procedures manual, and Mrs. Beckel replied that she would get one to them. General Administration Councilman North was concerned with the $42,000 in the 1983/84 Salary account for the city manager's salary. Mayor Sample stated that he felt this should be left somewhere in the budget but not shown in the Salary line item. Councilman North then asked if Mrs. Carroll had analyzed the Professional and Legal Ser.vices, Line Items 30 and 31 respectively, and she stated that this had not yet been done. She advised that an engineering contract was to be obtained from Hogan & Rasor. Mayor Sample felt that both Line Item 30 and Line Item 31 were too low and specifically that the Legal Services needed to be raised to take care of current and possible future litigation. Mayor Sample then asked if Line Item 36, City Insurance, included funds for Public Official's Liability insurance, and Mrs. Carroll answered that it did not at this time. Councilman North felt that this Public Official's Liability insurance should'be taken care of as soon as possible. Councilman North asked about the Building Maintenance and Repair account, which was to include roofing for City Hall, and Mrs. Carroll advised that Mr. Bradburry had not gotten any estimates on this work as yet. Mrs. Carroll advised that there was a possi- bility of an increase in telephone rates, as the hearings before ~he Public Utilities Commission were to begin June 21st. Councilman Amick stated that he fel~ the Education and Training account should include the Texas City Manager's Association conference. Councilman North stated that he was of the opinion that a person could gain as much from the various Texas Municipal League conven- tions as from TCMA. Mayor Sample felt that Line Item 29, Miscella- neous Supplies, should be raised from $1,400 to $1,600. Councilman Amick asked about the $5,000 shown in the 1982/83 budget for the computer lease purchase, and ~ayor Sample clarified that although the lease purchase amount was in General Administration, the main uses for the computer would be in the Finance and Municipal -6- Court departments. Mayor Sample was of the opinion that each of these applications might require a separate computer. Council- man Amick then asked who would draw .up the specifications for this computer and research the proper system for the city, and he also stated that he felt that word processing capabilities might be just as feasible for the city as a computer at the present time. Councilman North then suggested that Mayor Sample and Councilmen Amick and Dodds work together on this project, as they were more knowledgeable about computers. Councilman Amick stated that this would be difficult without a set of specifications, and Mayor Sample stated that it would probably take about two or three months. City Secretary Mayor Sample asked about Line Item 35, Printing, which included the cost for printing of the city Code by Municipal Code Corpora- tion. Mrs. Carroll stated that she did recommend paying this, even though it did run over the original estimate. Mrs. Carroll also advised that the Printing account would need to have funds added for updating of the Code when needed.~ Finance Councilman Amick asked about Line Item 30, Professional Services, and, Line Item 32, Audit. Mrs. Jane Barton, Financial Assistant, explained that the Professional Services account was for the tax appraisal fee and that we have no control over the amount. She also advised this was an estimate at the present time, as the Tax Appraisal District had not given us a figure. Councilman North stated that he would be in favor of a mid-range accounting firm for the audit this year. Mayor Sample and Councilman Poole felt that the $12,000 amount should be left in this account at the present time. Councilman Poole advised that when bond issues are considered, certain criteria need to be met in the audit in order to obtain the best rates. Mrs. Barton stated that she felt that a firm smaller than Peat Marwick Mitchell & Company would serve the city's needs. 9. CLOSED DOOR SESSION AS AUTHORIZED BY ARTICLE 6252-17 OF VERNON'S ANNOTATED CIVIL STATUTES, AS AMENDED A. PERSONNEL B. LITIGATION Mayor Sample announced that the Council would now meet in a closed door session. Upon reconvening in open session, there being no further action to be taken by the Council, Councilman Dodds moved to adjourn the meeting. Seconded by Councilman North, the motion passed by the following vote: Ayes: All members present voted aye Noes: None Mayor Sample adjourned the meeting at 12:30 a.m. ~AMPLE, MAYOR ATTEST: JANICE CARROLL, CITY SECRETARY --7--