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HomeMy WebLinkAbout05/01/1995 City Council00566 MINUTES OF THE CITY COUNCIL MEETING HELD ON MAY 1, 1995 The Regular Session of the City Council of the City of The Colony, Texas was called to order at 7:30 p.m. on the 1st day of May, 1995, at City Hall with the following Council roll call: William W. Manning, Mayor Present Mike Lynch, Mayor Pro-Tem Present Kay Hardin, Councilman Present Rob Burchard, Councilman Present John Dillard, Councilman Present G. David Heiman, Councilman Present and with six present, a quorum was established and the following items were addressed: 1. PLEDGE OF ALLEGIANCE 2. CITIZEN INPUT Joe Agnew, 5301 Nash Drive, said the council is in the process of making a decision about the thoroughfare plan in a Special Session this week and that he thinks that is inappropriate. He said he noticed The Colony is not included in a Dallas Morning News article regarding cities along SH 121. He believes this should be postponed until after the election, that the citizens should be notified and it should be televised. 3. MAYORAL PROCLAMATIONS: RECOGNIZING MAY 7, 1995 AS VICTORY IN EUROPE DAY Mayor Manning read the proclamation in it's entirety. Mr. Robert Poynter and Mr. Bill Bausticker accepted the proclamation on behalf of all veterans of World War II. DECLARING MAY 1, 1995 AS LOYALTY DAY Mayor Manning read the proclamation in it's entirety. This proclamation was previously presented to Mr. Lavern Turbl of the Lewisville V.F.W. Post #9168 and Mrs. Ella Collinsworth of the Ladies Auxiliary of the Lewisville V.F.W. 4 00 66 DECLARING NATIONAL SAFE DRINKING WATER WEEK Mayor Manning read the proclamation declaring the week of May 7 - 13, 1995 as Drinking Water Week in it's entirety. Mr. Tom Cravens, Director of Public Works for The Colony accepted the proclamation. DECLARING MAY 4, 1995 AS NATIONAL DAY OF PRAYER Mayor Manning read the proclamation in it's entirety. Reverend Jeff Bacon of Colony Park Baptist Church accepted the proclamation and led those present in a moment of prayer. He advised that at Noon on May 4, 1995 everyone is welcome to gather at the flag poles in front of City Hall to participate in the annual day set aside by the President of the United States. DECLARING PUBLIC SERVICE RECOGNITION WEEK Mayor Manning read the proclamation declaring the week of May 1 - 7, 1995 as Public Service Recognition Week in it's entirety. The proclamation recognizing government employees at all levels for their accomplishments and contributions was accepted by City Manager, Johnny Smith. DECLARING MAY 7 THROUGH 13, 1995 A MUNICIPAL CLERK'S WEEK Mayor Manning read the proclamation in it's entirety. City Secretary, Patti Hicks accepted the proclamation which recognizes municipal clerks and city secretaries for their services and dedication to their communities. 4. RECOGNITION OF AND PRESENTATION TO THE CITY OF THE COLONY EMPLOYEE OF THE YEAR Mayor Manning recognized the Employee of the Year, Pam Nelson, by presenting her with a plaque in appreciation for her hard work for the City of The Colony. The Employee of the Year is selected from nominations made by the employees themselves and the winner is chosen by the Board of Directors of the Employee Association. The following persons were also recognized as nominees for this honor: Becky Betancourt, Charmyne Crowe, George Figueroa, Leo Lavender, Ken Leverich, Joy Morrison, Sheron Riney, and Jerry Trimble. 5 00 66' 5. RECEIVE MID-YEAR BUDGET REPORT FROM CITY MANAGER AND FINANCE DIRECTOR Mr. Smith said Council had directed staff in the 1994-95 budget process to begin building reserves both in the General Fund and the Utility Fund. Mr. Johnston has clarified the numbers since his arrival in January and believes this goal can be reached within the next year and that we have already reached minimum of 30 days operating expenses of $550,000 for the General Fund and 43 days operating expenses of $553,000 in the Utility fund. Mr. Smith said we are ahead on revenues and behind on expenditures which makes the projections very good and thanked the Finance Department for their hard work over the past few months. Mr. Johnston stated that after the election he would like to see a Finance Committee appointed which will include staff and council members. Mr. Johnston then explained the Fund Balances, Revenues and Expenditures, and Cash Balances reports given to Council. He explained how to read the reports and noted that the $100,000 transferred from the land fund for the "start up" of Hidden Cove Park will be monitored and returned to the fund when possible. Mayor Manning said it sounds like the city is in good shape and Mr. Johnston agreed, stating we are moving forward and that we have a good team working together to change the old system. He said we have good balances, good management and good direction. Councilman Hardin asked if the money can be taken from Hidden Cove Park and put back into the land fund, since all funds have to stay in the park. Mr. Smith said this money will be treated as a loan to the park and that it can be paid back. It will be addressed in each budget year. Mr. Smith said the key to moving ahead will be the Finance Committee stating the committee made up of staff, council and the financial advisor will make recommendations to the full council regarding the financial status of the city. 6. CONSENT AGENDA A. CONSIDERATION OF APPROVAL OF THE MINUTES OF THE COUNCIL MEETINGS HELD APRIL 10 AND 17, 1995 Motion to approve the minutes as written - Heiman; second - Hardin, carried with unanimous roll call vote. B. CONSIDERATION OF APPROVAL OF A RESOLUTION NAMING AUTHORIZED SIGNATURES FOR THE TEXPOOL ACCOUNT Motion to approve the resolution as written - Heiman; second - Hardin, carried with unanimous roll call vote. 00 660 C. CONSIDERATION OF AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONCESSIONAIRE AGREEMENT WITH D.C.D. FOR OPERATIONS AT HIDDEN COVE PARK Councilman Burchard pulled this item for discussion, and questioned the terms section, noting there is no termination clause in the contract and the mount to be paid monthly to offset costs is blank. Mr. Smith said we don't know the real numbers yet, but he recommends putting in $150.00 until we know for sure what the costs are. After brief discussion, it was decided to add "no less than" to that sentence in the contract. Mr. Smith asked if we are going to offer a long term lease agreement to this concessionaire or if this will be open to others. Councilman Dillard said we need to look at as many proposed vendors as possible to ensure we get the best deal. Councilman Heiman agreed, stating this one year agreement with D.C.D. will give us time to seek proposals from other vendors as well. General discussion followed regarding the term of this particular contract and the fact that D.C.D. is welcome to make a proposal for the long term lease just as any other vendor will be. It was clarified that this contract is only for a foods concession. The council generally agreed that all concessionaire agreements should be the same. Mr. Smith advised that D.C.D. has made a considerable investment, thus the one year contract. Other concessionaire agreements are annual for a specific season only. Motion to approve the agreement as amended; section 3D - termination with 30 days written notice by either party and section 5 to include $150.00 monthly but not less than actual costs - Burchard; second - Lynch, carried with a unanimous roll call vote. 7. CONSIDERATION OF AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONCESSIONAIRE AGREEMENT WITH JERRY BIGGS FOR OPERATIONS AT STEWART CREEK PARK At the recommendation of the Parks and Recreation Board, the Council is being asked to approve the above named agreement for the 1995 season. Motion to approve the agreement - Lynch; second - Hardin, carried with a unanimous roll call vote. 8. CONSIDERATION OF AUTHORIZING THE CITY MANAGER TO EXECUTE A DEVELOPER'S AGREEMENT WITH MR. ROBERT CARNIERO FOR ACQUISITION OF STORM SEWER AND WASTEWATER BUFFER EASEMENTS ON LOTS 11-18, BLOCK 4, GARZA LITFLE ELM ESTATES Mr. Smith advised council that this item should be postponed due to recent developments in the issue. 7 Motion to postpone indefinitely - Burchard; second - Hardin, carried with a unanimous roll call vote. 9. CONSIDERATION OF AUTHORIZING THE CITY ATTORNEY AND CITY MANAGER TO PROCEED WITH ACQUIRING AN APPRAISAL FOR PARTIAL ACQUISITION OF THE MARY ADA LORD PROPERTY FOR THE PROPOSED EXTENSION OF JOSEY LANE FROM PARKER ROAD (F.M. 544) TO STATE HIGHWAY 121 A proposal in the amount of $3150.00 has been received for appraisal of the right of way on the Lord property for the extension of Main Street (F.M. 423) to Josey Lane at Parker Road (F.M. 544). The City does have permission from the property owner to access the property for the purpose of acquiring the appraisal. This project is already funded by TxDot for construction. Councilman Hardin asked if the road is planned to go through Ms. Lord's house and Mr. Smith said it is planned to be 200-300 feet west of the house. Councilman Heiman clarified this vote is not whether or not to extend the road, but to authorize the appraisal. Motion to accept proposal as presented- Burchard; second - Dillard, carried with a unanimous roll call vote. 10. CONSIDERATION OF ACCEPTANCE AND AWARD OF PROPOSALS FOR MICROCOMPUTERS AND PERIPHERALS, AND APPROVAL OF AN ORDINANCE AUTHORIZING A CONTRACT FOR SAME Eighteen proposals for an annual contract for the purchase of microcomputers and peripherals were opened and read publicly on March 30, 1995. The Computer Committee and the City's Computer Consultant Ray Grimes, have been reviewing the proposals received. Mr. Johnston said the recommendation from the Computer Committee and the Computer Consultant is to award the contract to Absolute. Motion to accept the proposals and award the contract to Absolute as recommended - Lynch; second - Dillard. Mr. Johnston thanked the committee and Mr. Grimes for all their hard work. Mr. Smith said this was one of the goals of the council in the 1994-95 budget. Motion carried with a unanimous roll call vote. 8 11. CONSIDERATION OF AUTHORIZING A CONTRACT FOR THE INSTAH ATION OF LIGHTING AT THE TURNER STREET SOCCER FIELDS AND FOR REPLACEMENT POLES AT CERTAIN ATHLETIC FIELDS Bids were solicited for the above project, however, none were received. After reviewing the alternatives with the City Attorney, staff negotiated with contractors to acquire the best contract. We have now received 3 proposals for this project and staff recommended awarding the contract to Dean Electric. Their proposal for $82,800 is under budget, they are a reputable firm and they have done work for us before. Motion to award the contract to Dean Electric in the amount of $82,800 as recommended - Burchard; second - Lynch, carried with a unanimous roll call vote. 12. CONSIDERATION OF A REQUEST FROM THE CITY MANAGER TO AUTHORIZE ADDITIONAL TEMPORARY PERSONNEL FOR LIBRARY SUMMER OPERATIONS Staff levels at the library are low and have mandated a reduction in hours of operation. With the summer months approaching, we need to be expanding our services, not reducing them. The Library is a good resource for our youth and all citizens and the cost to fund temporary summer help would be an estimated $8,000.00. These funds are available from line items in the current library budget or from other sources to be identified. Motion to authorize funding for two temporary personnel for the Library - Burchard; second - Heiman. Councilman Hardin asked where the savings is found and Mr. Smith explained it is in unexpended salaries, due to vacancies. Wayne Bullard, Library Board member encouraged the council to approve this request. Councilman Lynch asked if the cut hours could be restored if we hired 3 people instead of two. Ms. Sveinsson said it is possible, if we can hire people with some experience. Motion amended to authorize funding for three temporary personnel for the Library, not to exceed budget limits. Lynch; second Hardin. Councilman Heiman said the full time librarians are important for keeping the Library open and he assumes if both are hired and we hire two part time people, then the hours can be restored. He said he is in favor of saving money when we can. Ken Wood, Chairman of the Library Board said the temporary people in the summer will allow the new librarians time to train instead of being immediately thrust into the job without time to train. 9 O0 67Z Motion carried with the following roll call vote: Lynch - Aye; Hardin - Aye; Burchard - Aye; Dillard - Aye; Heiman - No; Manning - Aye. Vote on original motion to authorize funding for two temporary personnel carried as well with a unanimous roll call vote. 13. CONSIDERATION OF A REQUEST FROM THE CITY MANAGER TO AUTHORIZE CONTINUED FUNDING FOR THE ECONOMIC DEVELOPMENT COORDINATOR The Economic Development Coordinator is presently working under an intern program from North Central Texas Council of Governments, which expires May 31, 1995. Continued funding would be for the Coordinator position through the next four months or until the new fiscal year beginning October 1, 1995. Additional funding being requested is in the amount of $12,000.00. Mr. Smith said Ms. Harlan has proven her value to the City and he requested the Council authorize continuation of her position. Mr. Smith said the total of $15,500 includes her salary through September 30, 1995 and a computer. He said a savings of $8100.00 in worker's compensation would help offset this expense, making the total impact only $7400.00 Ms. Harlan addressed the council briefly discussing her duties. It was noted that the grant just received from Southwestern Bell for a copier and printer would also offset some of the proposed computer cost and the money left could be spent for some other need in Economic Development. Motion to authorize funding for the Economic Development position in the amount of $15,500 - Heiman; second Lynch, carried with a unanimous roll call vote. 14. RECEIVE REPORT AND RECOMMENDATIONS FROM THE CHARTER REVIEW COMMITTEE The Charter Review Committee has met several times and will at this make their recommendations to the Council with regard to the issues to be placed on the ballot in August 1995 for a Charter Amendment Election. Councilman Burchard and City Secretary Patti Hicks responded to questions regarding the 12 propositions presented to the council. Further review by the council is requested before the final document is prepared. Specifically, the council discussed Section 2.04 (c) relating to whether or not a councilmember has to resign his seat on the council when he files for election to another office. Some recommendations were made for changes which will be prepared and forwarded to the council for review. 10 15. CITY MANAGER AND STAFF REPORTS 1. Hidden Cove Park opened today under management of the City of The Colony. People were in line at 7:15 to get into the park. The City needs help with signs leading to to park. There will probably be an official open house in July. 2. The city needs an air quality control program in place. More to follow. 3. Telecommunications Work Shop at COG - Legislation could impact the city with regard to franchise fees. We may need to combine efforts with area cities and hire a consultant. 4. All departments are helping to dean up the city by observing violations and reporting them to the Inspections Dept. 5. Councilman Lynch clarified that the joint session on May 3, 1995 about the thoroughfare plan was set then because of speed not to try to keep secrets. With no further business to address, Mayor Manning adjourned the meeting at 10:13 p.m. APPROVED: William W. Manning, Mayor ~( ATrEST: Patti A. Hicks, TRMC, City Secretary 11