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HomeMy WebLinkAbout09/23/2002 City Council 00779· MINUTES OF SPECIAL SESSION OF COUNCIL HELD ON SEPTEMBER 23, 2002 The Special Session of the City Council of the City of The Colony, Texas, was called to order at 6:40 p.m. on the 23rd day of September 2002, at City Hall with the following roll call: Bernetta Henville-Shannon Mayor Present John Gordon Councilmember Present Lewis Jue Councilmember Present Joe McCourry Councilmember Present Lynda Bayliss Councilmember Present Perry Schrag Councilmember Absent (business) Joel Marks Councilmember Present and with six present, a quorum was established and the following items were addressed: 1. EXECUTIVE SESSION as authorized by Section 551.074 of the Government Code regarding personnel, to-wit: 6:40 p.m. convene in Executive Session A. Interview applicants for board appointments 7:23 p.m. reconvene in open session 2. Consideration of issues related to the arts, use of the old library, and Board responsibilities and assignments, which may include approval of an ordinance creating a new city Board. (McCourry) Mayor Henville-Shannon announced that council would have discussion first then the floor would be opened to the public for input, which would be limited to two minutes per person. Councilmember McCourry began discussion by stating that he and Gordon Hikel prepared the ordinance in the council packet. He noted that originally the committee recommended using the old library building for the Arts. He said he wanted council feed back on the ordinance, but recommended discussing the actual facility to be used for the arts first. Councilmember Bayliss said the arts should have their own building instead of mixing interests. She asked if it would be possible to construct a small building beside the amphitheater at Bill Allen Memorial Park. Pam Nelson, P&R director said access and parking could be a problem in that location. She noted also that 90% of the park is in the flood plain and that zoning restrictions could be an issue. Councilmember Marks said that could be a good idea, but the city does not have the money for that kind of project and stated that we need to look existing, available facilities. Councilmember Jue said the council should decided if we are going to have a board or not, then decide on the direction of that board before discussing facilities. After a brief discussion, Mayor Henville-Shannon polled the council to see they wanted to begin discussions with the facility or the board. Councilmembers McCourry and Gordon wanted to begin discussions with the fhcility first, Councilmembers Bayliss and Jue and the mayor wanted to begin with the board first. Councilmember Marks said either would be fine, however he did not think the board should report to council. He said it should be a board similar to those of The Colony Little League associations and if so, then the council would not decide on the make-up and responsibility of the board. It was agreed the council would discuss the formation of the board first. Councilmember Jue asked if the (proposed) board wanted to be under the city council. Councilmember McCourry advised they do because September 23, 2002 Special Session 0{1772 ..... it will give them credibility in the arts world and they want the city support and a home. Councilmember Jue asked if the reason the group wanted to form a board was to get a facility (from the city). Mr. Cheatham said it appears the council has two choices, i.e. to create a board or allow the arts committee to form their own board and make requests of the council like other organizations within the city. Mr. Johnston will research to see if a board formed outside the umbrella of the city could use hotel/motel tax. Councilmember Marks said the danger in forming this board under the council is that every year following the election of new Councilmembers, the board members stand the chance of being replaced. Mayor Henville- Shannon asked Ms. Loft Hill (potential board member) if it would be better for the group to be under the council or not. Ms. Hill stated it would be better to be part of the city. Councilmember Gordon stated that if the city is going to provide money and a facility, then the board should be under the council. All council agreed the board would be established under council by city ordinance. Councilmember McCourry then facilitated a review of the ordinance establishing the board. Following is a summary of items discussed: Board will not be formed under Chapter 14, but under Chapter 2 - Administration Enterprise will be removed from the name of the board City Secretary will confirm the need for a publication clause with the city attorney The name of the board will be Cultural Arts Board The board members will elect the chairperson Board members will be residents of the City of the Colony Board members shall not hold an elected office in the City of the Colony Members will not be identified as being from any particular group/segment of the City of the Colony Terms will be staggered The board will make a semi-annual report to council The city secretary will prepare an amended ordinance with changes identified by council and distribute to council, staff and city attorney for review. Councilmember Marks suggested allowing city staff to bring recommendations to the council for the best use of the old library building. Lengthy discussion followed regarding moving the Municipal Court into the old library giving the PD more room and then moving court back to the PD building once the renovation (of PD) is complete. It was noted that moving the court twice would not save any money and in fact could cost more. Councilmember Bayliss suggested leaving court in the PD building, allowing P&R and the seniors to share the old library building and allowing the Arts group to use the existing senior center. Further discussion followed with Councilmembers identifying various options for use of the old library building and the senior center. Mayor Henville-Shannon opened the floor for citizen input. Sue Walden stated that if the facility is to be used by one group, then the Arts group should take the existing senior center and the seniors should be moved to the old library. She said if it is to be a multi use facility, then the seniors should stay where they are. Christi Martin said they arts group doesn't want to take anything away from others. They are flexible and can make this work. Lori Hill suggested having an architect look at the building to see if and how the court and the arts can share it. She said she thought the seniors wanted the arts to have the senior center. Marvin Alderman said all senior groups around The Colony have their own facility and no one else uses it. He said here, the seniors have to share with other groups. He said they have out-grown the current facility. Allison Sprinkle agreed, stating the building is used primarily by the seniors, but reiterated that September 23, 2002 2 Special Session 00772o others use it from time to time. Josie Thurman said she was surprised to hear the seniors may be moved to the old library building. She said they should stay put and the building should be renovated as planned. Ron Czamy said the senior center building is too small and stated that the arts group needs a place of it's own. Ron Wheeldon said remodeling will help, but at some point the seniors will need a larger space. Council continued discussion regarding use of the facilities named and the money necessary to renovate. Chief Clark addressed the matter of moving court into the library building. He said that it would not save money if the plan were to move them back to the PD building later. He did state that if the council says it will be 5 years before the proposed renovation of the PD building can be addressed, then they (PD) will need some more space and perhaps moving court would help to buy some time. Mr. Cheatham said it would probably be 4-5 years before the city could handle the kind of debt needed to renovate the PD building. Mr. Johnston said if the court is moved, it would have to be kept separate and should be kept there permanently. Councilmember Gordon recommended completely walling off 2500 square feet of the old library for courts, using 3500 square feet for the arts and 3000 square feet as multi purpose. He said there is money in the bond package for renovation. Councilmember McCourry suggested moving the seniors to the old library building and allowing the arts group to use the existing senior center. Councilmember Gordon said that would give the seniors only 3500 square feet, which is less than they have now. Councilmember McCourry said he believes putting the arts group in the senior center is better. The drainage area could be cleared and a bridge could be built to Trinity Medical for overflow parking. Councilmember Gordon said he is not ready to move the seniors to a smaller facility. After further discussion, Mr. Cheatham told the council that staff would bring back options and costs. Councilmember Gordon asked if bond money could be used to renovate the senior center and if the county would allow the renovation, reminding council that the ceiling would need to be raised to accommodate the arts group. With no further business to address, the meeting was adjourned at 10:35 p.m. APPROVED: emetta Henville-Shannon, Mayor APPROVED: Patti A. Hicks, TRMC, City Secretary September 23, 2002 3 Special Session