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HomeMy WebLinkAbout02/20/1986 City Council MINUTES OF THE CITY COUNCIL MEETING HELD ON FEBRUARY 20, 1986 The SPECIAL SESSION of the City Council of the City of The Colony, Texas was called to order at 7:43 p.m.,-tater th-arFthe'-posted time of 7:30 p.m., due to a lack of quorum, with the following members in attendance: Don Amick Mayor Pro-tem Tom Arrambide Councilman Helen Gray Councilman Marlene Poole Councilman and with Mayor Larry Sample and Councilman Charles Dodds out due to illness, and Councilman Rick Harris out due to personal business, however, there was a quorum established and the following items were discussed: 1. PLEDGE OF ALLEGIANCE Mayor Pro-tern Don Amick led the audience and the Cou~:il in the Pledge of Allegiance to the flag of the United States of America. 4. CONSIDERATION OF AUTHORIZATION TO ADVERTISE TO ACCEPT BIDS FOR THE CONSTRUCTION OF THE MUNICIPAL COMPLEX AND THE PUBLIC LIBRARY. Architects with F.R.S. Design Group, John Firestone, Ken Smith, and Gary Rinier, were present at the meeting to go over the final plans and to answer any questions the Coucnil might have. Mr. Rinier gave their presentation, handing out information on the following: I. Review cost estimate and proposed alternates for bidding. II. Method of retainage III. Wage Rates I V. ~ C~5unniti~ ap'plrov'aLl toc take ~-bids ~ V~Establish bid date Mr. Rinier first went ont he budget projections and the alternates, stating that the project budget had been $2,087,033. and that the project estmated cost is now at $2,245,666, a diference of $]58,633. Mr. John Firestone stated that the figures are estimated high and would possibly be bid lower than those figures indicate. Mr. Rinier then went over the nine (9) alternates that the architects suggest as being possible cuts in case the bids do not come in ]ow enough. The alternates listed below will not be included in the base bid but will be bid as add alternates: Alternates: No. 1 delete employee parking area $15,246 No. 2 alum. soffit in lieu of stucco $ 5,412 No. 3 reduce cabinets $ 6,330 No. 4 sound panels in Council Chamber $ 3,842 No. 5 lockers in po]ice & gym $ 4,768 No. 6 brick screen walls for ext. A.C. units $10,182 No. 7 emergency generator $30,294 No. 8 gym flooring $42,790 No. 9 bleachers $ 9,056 The following two alternates will be included in the base bids and will be bid as deduct alternates: No. 10 staff toilets in library $ 3,500 No. 11 projection room/storage in library $ 1,200 The above listed alternates, if all taken out of the project would make a cost difference of approximately $132,620. Councilman Amick asked if the bond money included the purchase of furnishings for the building and Janice Carroll, City Manager responded yes there is money in the budget for furnishings. There followed a general discussion regarding the various alternates with no major questions regarding any of the items, understanding that if the bids come in low enough it may be possible to retain all the alternates in the project. There was some discussion regarding the emergency generator and possible cuts in the cost of that item. Chief N.C. Ristagno said he would check into some of the alternatives and get back to the Council. Mr. Rinier said that the vinyl wal]covering in all the building has been eliminated with the exception of the toilet areas at an approxi- mate savings of $20,000.00 Councilman Poole expressed a need to have vinyl wallcovering from a maintenance standpoint. Mr. Firestone stated that with all the final changes, the project is 1.2% over the estimated budget, going on to say that most of the cost overage was due to site work, citing the "bad soil" in our area as the porblem. Janice Carroll asked if off-site utilities is included in these costs, and Mr. Firestone stated that it was not. Councilman Amick asked for figures on the amount of bond money approved for everything before the bids are ready for acceptance. The architects then explained the portion of their presentation pertaining to retainage,.stating that retainage is the part of a contract withheld by a governmental entity to secure performance of the contract. F.R.S. made a recommendation of 5% across the board and that was agreed upon by Council. Mr. Rinier then went over the schedule for bidding also enclosed in the hand out stating that if the Council approved the advertisement to receive bids in this meeting the following schedule would be followed: February 21, 1986 - Drawing & specificaiton originals to printer for printing of bid sets. February 28, 1986 - Bid sets from printer ready to issue April 8, 1986 - Receive bids Mayor Pro-tem called for a motion and Councilman Poole moved to authorize the City Manager to direct F.R.S. Design Group to take bids for the construction of the Municipal Complex and Library and to adhere to the time schedule as set out by the architects. Councilman Arrambide seconded the motion which carried with a unanimous roll call vote. At this time, Mayor Pro-tem Amick called for a 5 minute recess. Upon reconvening the following items were discussed: 2. CONSIDERATION OF A RESOLUTION SUPERSEDING RESOLUTION NUMBER 82-23, AND ADOPTING A CONSENT AGENDA AS A PART OF THE RULES OF ORDER FOR THE CONDUCT OF COUNCIL MEETINGS. There was a genera] discussion regarding the resolution with a concensus that there should be an amendment stating that a list of all items removed from the agenda before posting should be made available for the Mayor and Council review with their regular agenda packet. It was suggested that this be made item number 3 on the resolution. There was also some discussion regarding the packet information given to the press. Council requested that staff survey other cities in the area to see how they handle this. Mayor Pro'tern Amick read the preamble of the Resolution as written: WHEREAS, the City Goucni] has adopted Roberts Rules of Order for the conduct of sessions, with the Mayor serving as Chairman; and WHEREAS, the City Council does agree that it is in the best interest of all concerned to establish guidelines for the preparation of an agenda for Gity Gounci] meetings; and WHEREAS, the Gity Gouncil does agree that a consent agenda would expedite business matters of the Council; and WHEREAS, the Gity Gouncil feels that citizens do have a right to be heard at Public meetings and a procedure to insure this right should be established; and WHEREAS, the Home Rule Charter does not provide a procedure for the agenda preparation or Citizen Input; Coucnilman Poole moved to approve the Resolution with the previously stated amendment. Councilman Arrambide seconded the motion which carried with a unanimous roll call vote. EMERGENCY AGENDA ITEMS: 1. CONSIDERATION OF AWARD OF BIDS FOR THE ACQUISITION OF A COPY MACHINE FOR CITY HALL. Janice Carroll went over the figures regarding 2 year and 3 year financing. It was generally decided financing for 2 years would be the best way to go. Councilman Arrambide moved to award the bid to Copy Co, Inc. for the purchase of the Royal 4003-ZMR copy machine for City Hall. Councilman Poole seconded the motion which carried with a unanimous roll call vote. REGULAR AGENDA ITEM 3. CONSIDERATION OF AN ORDINANCE AUTHORIZING THE CITY MANAGER TO ENTER INTO A FINANCIAL AGREEMENT FOR THE PURCHASE OF TWO PICK UPS FOR THE INSPECTION DEPARTMENT, TWO PICK UPS FOR THE PUBLIC WORKS DEPARTMENT, AND A COPY MACHINE FOR CITY HALL. Janice Carroll recommended financing throught First Colony Bank for the Copy Machine only and tabling the other items mentioned in this item until the March 3, 1986 meeting because the police department vehicles will be in by then and they can all (4 pick ups and 5 cars) be financed on the same contract, which will be over $100,000.00 and we will receive better interst rates. Councilman Arrambide moved to approve the ordinance authorizing the City Manager to enter into a contract with First Colony Bank for the financing of $7600.00 for 2 years at a rate of 93/~ for the copy machine, provided the total comes in under the $4200.00 budgeted amount for this year. The other two items mentioned in this item died due to lack of consideration. Councilman Gray seconded the motion which carried with a unanimous roll call vote. EMERGENCY AGENDA ITEMS 2. CONSIDERATION OF ACCEPTANCE AND AWARD OF BIDS FOR THE CONSTRUCTION OF PARK IRRIGATION SYSTEMS AT TURNER STREET PARK, NORTH COLONY COMPLEX, BRIDGES PARK, AND CAMEY PARK. Councilman Gray moved to award the bids to St elzer and Burns who were low bid, for the Irrigation Systems at Turner St., N. Colony Bridges, and Camey Parks. Councilman Poole seconded the motion which carried with a unanimous roll call vote. 3. CONSIDERATION OF AN ORDINANCE AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT FOR THE CONSTRUCTION OF IRRIGATION SYSTEMS AT TURNER STREET PARK, NORTH COLONY COMPLEX, BRIDGES PARK AND CAMEY PARK. Mayor Protem Amick read the caption of the ordinance as written: AN ORDINANCE OF THE CITY OF THE COLONY TEXAS AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH STELZER AND BURNS FOR THE CONSTRUCTION OF IRRIGATION SYSTEMS; ATTACHING THE APPROVED FORM OF COTNRACT AS EXHIBIT "A"; AND PROVIDING AN EFFECTIVE DATE. Councilman Arrambide moved to approve the ordinance as written. Councilman Gray seconded the motion which carried with a unanimous roll call vote. 4. CONSIDERATION OF A CITY MANAGER EMPLOYMENT CONTRACT. Mayor Protem Amick called a Closed Door Session to discuss personnel. After reconvening in open session, Councilman Poole moved to table item number 4 until the March 3, 1986 meeting or at least until all the Council is present. Councilman Gray seconded the motion which carried with all members voting Aye. Councilman Arrambide moved to adjourn the meeting. Councilman Poole seconded the motion, which carried with all members voting Aye. Mayor Pre-rem Amick adjourned the meeting at 9:55 p.m. APPROVED: D .~S'd~ pl~, Mayor ATTEST: etary ' [SEALI