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HomeMy WebLinkAbout11/02/1983 City Council MZNU?ES OF ?~P, c'r?¥ COUNCT'r, OF CTT¥ OF ?~E co'r,ON¥ ~ET,D O~ NOVEMBER 2, 1983 A SPECIAL SESSION of the City Council of the City of The Colony, Texas, was called to order at 7:30 p.m. at The Colony Library, with the following members present: Larry D. Sample Mayor Scott North Councilman Noel Long Councilman Norman Adeler Councilman Don Amick Councilman Charles Dodds Councilman Marlene Poole Councilman and with no members absent; thus, a quorum was established. 1. DISCUSSION OF MUNICIPAL PLANNING Mayor Sample recognized Janice Carroll, City Manager, and she stated that she felt the following points needed to be discussed re~arding this municipal planning: Moving of the adult softball fields to the B.B. Owen site. Municipal building site costs; a concurrence on what needs to be moved at this site. Where to relocate the flag football, soccer and base- ball fields which are presently at the North Colony site. Costs involved with the Corps of Engineers property. (Mrs. Carroll stated that the application is currently being worked on with the Corps, and she said she has had a more favorable response. Financing if fields are moved to the Corps site. The master planning process needs to be looked at, with consideration given to possibly using land outside the city for some of the fields, and a decision needs to be made on which fields to move. Actual cost of moving fields during the master planning. Optional Financing will be looked ~nto by Mrs. Carroll, such as grants, bonds or private donations. (Mrs. Carroll did clarify that grants could not be used on the Corps property.) Mrs. Carroll then said that the following needed to be looked at tonight: The base cost on the municipal building. Alternatives which would help pay for the fields which need to be moved. Mrs. Carroll stated she would determine actual costs, based on all of this information, and bring them back to the Council. Mayor Sample then stated that the Council should begin by going through the programming plan submitted by FRS Design Group. -1- Administration: Mayor Sample felt that the following offices should be raised: City Manager to 225 square feet, Assistant City manager to 180 square feet, City Secretary to 140 square feet, department heads to 140 square feet and all others 120 square feet. Councilman Poole felt that the storage area should be at least 80 square feet and Mayor Sample agreed. Councilman Amick d~d not agree with raising the off~ce areas for the Assistant City manager, City Secretary or anyone else in Administration, except the City Manager. Councilman Adeler thought that 140 square feet would be enough for the Assistant City Manager and that the department heads should be 140 square feet; he also felt that the storage area should be at least 80 square feet. Finance: Mayor Sample felt that the Finance Director's office should be 120 square feet, the records secretary should be a work space rather than an office and the records vault should be 100 square feet. Councilman Dodds agreed with all of Mayor Sample's suggestions, but felt that the Finance and Purchasign Departments should be combined into one area. Councilman Poole felt that the Finance Director should have 140 square feet, and agreed with the records vault at 100 square feet. Councilmen Adeler, Long and North agreed with these suggestions. Councilman Amick did not feel that the Finance Director needed a 140-square foot office. Purchasing: Councilman Dodds felt this space should be adjacent to the Finance Department, as a work space with no walls. Councilman Poole agreed with this, and she also stated that she would not be in favor of eliminating any of the file storage space in this department or any other. Councilman Long stated that he felt that part of the new building in the beginning should be unfinished space. Councilman North felt that this area had too much square footage. Councilman Amick stated that he would be in favor of leaving this space in to decide on later. Parks and Recreation: Myaor Sample stated that in his notes he eliminated 140 square feet from this department; the Community Services Director could be placed in the space allocated for the Assistant City Manager, and he would cut the classroom, planning and storage areas. Councilman Dodds agreed with Mayor Sample's suggestions on this area. Councilman Poole felt that some of this department could be in the future community center planned for the present Fire Station No. 1, and she also felt that the Public Works Department should be somewhere rather than with Parks and Recreation. Councilman Long felt that the classroom and storage areas should be left the same and stated that he felt it would be nice to have one large classroom in City Hall for special events. Councilman Adeler agreed with Councilman Long. Councilman North did not agree with the classroom being 300 square feet, even including storage. Janice Carroll, City Manager, stated that she felt the classroom and storage area should be 400 square feet, pointing out that this department needs an area for holding small classes. She also stated, however, that the community center would take care of th~s need. Mrs. Carroll also felt that the planning area should be left for a future leisure services or recreation director. Councilman Amick was in agreement with the discussion thus far, except he felt space should be left for an athletic director in the furure, and he would cut the storage to 100 square feet. Court: Mayor Sample stated that he felt the Council could use the Court for their pre-Council chamber and he would therefore eliminate the pre-Council area. He felt the Court Clerk should have 120 square feet, the Deputy 100 square feet as a work space, and he would leave the rest as presented, and he felt that all of this area should be adjacent to the Courtroom. Councilman Dodds agreed with eliminating the pre-Council chamber, and he stated that he felt the counter area should be in the area with the Deputy Court Clerk, and that these two should be in one room with a total of 220 square feet. Councilman Poole stated that the records vault should be accessible to the City Secretary, Court, and Finance Departments. Councilman Long stated he would combine the clerk typist work station with the others. Councilman Adeler would go along with 360 square feet for this entire area inlcuding the counter. Councilman North stated he would be in favor of the Courtroom being 500 square feet, and would agree with one open area for all personnel and the files in 300 square feet for a department total of 800 square feet. Mrs. Carroll pointed out that there should be a small private area for persons -2- filing complaints, and she also suggested a combined use of the counter area for anything involving the receipt of money so that the money could all be secured in one place. Police: Mayor Sample felt that the Chief's office should be raised to 160 square feet, assistant chief the same. He felt the crime prevention area should be 80 square feet, he would eliminate the workout room, the two locker rooms and he questioned the need for the sally port. At this point, Chief Ristagno had arrived at the meeting, and he clarified that he would rather use the area allocated for a sally port somewhere else. Mayor Sample then stated he felt the Police secretary's area should be 100 square feet, and he would go along with the architect's plans on work stations and sergeants. Councilman Dodds would allocate only 120 square feet to the assistant chief and the lieutenant. Councilman Dodds stated also that he would cut out the workout room and make the locker rooms 75 square feet each. Councilman Poole would cut the sergeants area, as they are not all in at the same time, give the chief 160 square feet, the secretary 100 square feet, lieutenant 120 square feet, records and dispatch, she felt, should be larger; and she would keep the locker rooms in. Councilman Poole also felt that the workout room might be important. Councilman Long would leave the total department at 3400 square feet. Councilmen Adeler and Long both felt that the Police Department should be given a total square foot area--Coun- cilman Adeler suggested a maximum of 3800--and let them divide it up as they wished. Councilman North felt the secretary should have 120 square feet, chief 160 square feet, assistant chief 120 square feet, lieutenant one area with two work stations for 120 square feet, sergeants 140 square feet, records, dispatch 300 square feet, report writing and squad combined to 300 square feet, crime prevention office cut out, criminal investigator 180 square feet with open area, male holding area 120 square feet, female holdig area 60 square feet, juvenile holding area 60 square feet, isolation should be eliminated. Mrs. Carroll stated that she agreed with giving this department a total square foot area, but she did think that several areas would have to be addressed because of the cost impact, such as the restrooms and locker rooms. Councilman Amick had no problem with the showers or the workout room; he felt that in lieu of a sally port, they did need a rain cover for unloading of prisoners. Additional Facilities: Mayor Sample and Councilman Dodds both felt that the lobby reception area should be cut to 300 square feet. Mayor Sample felt the conference room should be raised to 300 square feet. Councilman Poole stated that she was very interested in the conference room being adequate. Councilman Long would give the employee's lounge area 160 square feet, and Councilman Adeler agreed with this. Councilman North felt the lobby should be 300 square feet, the conference room 200 square feet, the employee's lounge 200 square feet. Mayor Sample stated that he thought the Inspection Department should be in this facility. FINAL CONSENSUS Administration: City Manager 225 square feet, Assistant City Manager eliminated, D~rector of Community Services 140 square feet, City Secretary 140 square feet, Administrative Secretary a work space, total storage 80 square feet, for a total for the department of 800 square feet. Finance: Director 120 square feet, records secretary work space of 60 square feet, records vault 100 square feet, for a depart- ment total of 460 square feet. Purchasing: Total of 260 square feet as a work space adjacent to the Finance Department. Inspections: Square foot area to be determined at a later date. Parks and Recreation: Director of Community Services moved to Administration, Recreation Services Director 120 square feet, Public Works at old City Hall, Athletic Director 120 square-foot work space, clerk's office with counter 100 square feet, classroom and storage 300 square feet, planning and map storage 120 square feet. --3-- Court: Total of 800 square feet. Police: Councilman North moved to allocate 3800 square feet and let the department decide how to use the space. There was no second to this motion. Councilman North then moved to give the Police Department a fixed square footage with which they can create their department. Councilman Amick seconded this motion. Councilman Long stated that he did not agree with giving the Police Depart- ment free rein; he thOught that the Council should provide certain guidelines as to offices. Councilman Poole amended the motion to include the 3800 square feet and to include options with set cost figures. Councilman North withdrew his original motion and made a new motion that the Police Department have a square footage area assigned to be determined later and that they have a session with the architect to determine what is needed in the facility. This motion was seconded by Councilman Adeler. Councilman North then amended his motion to limit this time in which the Police Department can create their own department to the programming stage only. Councilman Adeler seconded this motion. Mayor Sample then cal~ed for a~vote'on the amended motion Which passed by the following vote: Ayes: Councilmen North, Adeler, Dodds and Poole Noes: Councilmen Long and Amick, Mayor Sample Councilman Dodds then moved that the Police Department area be limited to 3500 square feet during this process. This motion was seconded by Councilman Amick, and passed by the following vote: Ayes: All members present voted aye Noes: None Physical Requirements: It was the consensus of the Council that the lobby be 300 square feet, the Courtroom be used for a pre- Council chamber, the conference room should be adjacent to the City Manager's office and contain 200 square feet and that employee's lounge should be 200 square feet. 2. CLOSED DOOR SESSION, AS AUTHORIZED BY ARTICLE 6252-17 OF VERNON'S ANNOTATED CIVIL STATUTES, AS AMENDED, CONCERNING THE FOLLOWING: A. CITY SECRETARY B. LITIGATION Mayor Sample announced that the Council would now meet in a closed door sess~Qn. 3. CONSIDERATION OF APPOINTMENT OF CITY SECRETARY Upon reconvening in open session, Councilman North moved that Janet Gadd be appointed as City Secretary. This motion was seconded by Councilman Poole. Councilman North then moved that this appoint- ment be made by acclamation. This motion was seconded by Councilman Dodds, and all Council members were in favor. There being no further action to be taken by the Council, Councilman North moved that the meeting be adjourned. Seconded by Councilman Poole, the motion passed by the following vote: Ayes: All members present voted aye Noes: None Mayor Sample adjourned the meeting at 12:00 midnight. ATTEST: JANICE CARROLL, CITY SECRETARY --4--