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HomeMy WebLinkAbout10/28/2002 City Council Oct. 28, 2002 MINUTES OF SPECIAL SESSION OF COUNCIL HELD ON OCTOBER 28, 2002 The Special Session of the City Council of the City of The Colony, Texas, was called to order at 6:45 p.m. on the 28th day of October 2002, at City Hall with the following roll call: Bernetta Henville-Shannon Mayor Present (arrived 7:00 p.m.) John Gordon Councilmember Present Lewis Jue Councilmember Present Joe McCourry Councilmember Present Lynda Bayliss Councilmember Present Perry Schrag Councilmember Present Joel Marks Councilmember Present and with six present, a quorum was established and the following items were addressed: 1. Discussion and action concerning use of the old Library and locations for the following groups or activities: The Arts The Senior Citizens Municipal Court Parks and Recreation City Manager Dale Chcatham introduced this agenda item stating he wants to narrow the options for future direction from Council. Several points he made included (1) Denton County owns the Senior Center and must approve any renovations, (2) Municipal Court opposes moving to the Old Library building, and (3) reviewed thc amount of money allotted for renovations. Mr. Cheatham then showed overheads of several different options/drawings of possibilities for the Old Library building and explained the different variations. There was discussion from council regarding the square footage of the Senior Center and the use of office space there. A summary of the options explained by Mr. Cheatham is as follows: Option 1- Municipal Court stays in current location, Seniors stay in current location with $25k in renovations to the building (plans for a future community building with space for their use is included in 5 Star Phase II); Arts and Parks & Recreation would be the main users of thc Old Library. Option 2- Municipal Court would move and share the Old Library space with Arts and P&R; Seniors would stay in their building with renovations as previously stated. This plan includes the usc of accordion dividers to allow variation of usage of the main open space. Councilmembcr Gordon stated he doesn't like portable partitions and that the building needs permanent walls. P&R Director Para Nelson listed thc various daytime classes being held, stating thc schedules would need to be adjusted to fit around court sessions. Oct. 28, 2002 Option 3- Municipal court would move, using the building along with Arts and P&R; Seniors stay where they are. This option includes permanent walls, however there may not be enough square feet in the building for this plan. Option 4- This option includes a building expansion of 4,000 square feet. It includes Municipal Court and P&R, as well as either the Arts or the Seniors, with the other using the existing Senior Center. Discussion of several possible scenarios followed. Pam Nelson brought up the issue of parking at the Old Library; Mr. Cheatham advised that would be addressed after use of the building was decided. Option 5A & 5B- Mr. Cheatham and Councilmember Joe McCourry explained these drawings. Municipal Court and Seniors would use the building, and the Arts would use the Senior Center. There are no P&R offices included in this option. Discussion from several citizens in attendance followed regarding the possible expansion of the Senior Center. Judge Paul Stuckle spoke concerning the security issue that would exist if Court moves away from the existing police building. Discussion regarding court dates followed. Judge Stuckle also voiced concem that on non-court days the Municipal Court staff would be removed from the existing level of security in the police building. Chief of Police Joe Clark re-emphasized the need for future expansion of the police building. Judge Stuckle stated he believes the existing police building could be better utilized. He stated that the space Municipal Court currently has is enough for their use. Councilmember Marks spoke saying he does not believe Court should be mixed with Parks & Recreation in the same building. He also does not want to reduce the amount of space the Seniors have, which is what some of the options basically did. He emphasized that the city needs to plan for the future so everyone can have the space they need. Mayor Henville-Shannon expressed the same sentiments and added that a plan for future police building expansion is needed. Councilmember Gordon said he is in favor of moving Court to the Library building, and to be able to have multiple uses of the building space. Mayor Henville-Shannon added that she doesn't want to have to move the Court twice (if that's what these options call for, referencing future police building expansion that might suggest moving the court back from the Library building into the police building.) Discussion with Chief Clark followed regarding the suggested arrangement of his plan (as presented earlier in the budget process). Councilmember Bayliss advised the best solution would be for the Seniors and P&R to use the Old Library building. Option 6- Seniors would stay in their building with renovations, Municipal Court and P&R would use the Old Library building, and the Arts would find another location for performances. This option also includes adding on to the building. Lorrie Hill passed out her version, Option 7, and explained that it was a 2-3 year plan. (She referenced a floor plan drawing that John Gordon provided, adding that her idea was similar.) The building would be used for the Arts and P&R, and the renovations to the building would be done with hotel/motel tax, estimated at $50k. Seniors would stay where they are but would have use of the Old Library building by way of designated multi-purpose areas. Option 8 (old library drawing added by John Gordon) shows municipal court, Arts, a multi-use area and Parks and Recreation. Judge Stuckle said he believes Court should be in a dignified setting that it doesn't belong in an inappropriate setting. Councilmember Gordan restated he believes Court should move if the police department needs the room in their existing buiding. Mayor Henville-Shannon polled the councilmembers on the idea of moving Court with the consensus being to leave them where they are. Oct. 28, 2002 Councilmember Jue spoke stating he believes the groups with the greatest needs should have use of the Library. Also that the Arts is a new group and questioned whether we should dedicate a building to them. Councilmember Schrag stated he is not comfortable spending the money on these suggestions for the buildings in light of the current economy. He expressed concern for future needs of the city. Mayor Henville-Shannon again polled the council asking who believes the Seniors should stay where they are. All agreed, with Councilmember McCourry saying yes if the Senior Center was expanded. Discussion followed regarding the amount of money allotted for these renovations. Pam Nelson added that the $20-$25k is for renovation only of the Senior Center, not expansion. Councilmember Gordon added that any changes being made need to be done first class and not half-way. Citizen Christi Martin spoke of the urgent need for a roof and carpet replacement at the Old Library building. The subject of available grants was raised and Pam Nelson advised they were very limited. Mr. Cheatham added grants take a long time to obtain. Lorrie Hill stated after about two years, grants would become available for the Arts. Lengthy discussion followed regarding the structural and foundation needs of the Senior Center and Old Library building. The question of whether or not an addition to the Senior Center could be made to allow more use of it until Phase II of 5 Star is completed. Councilmember Gordon reminded that the Seniors will have use of the multi-purpose rooms after the renovation of the Old Library building. Councilmember Jue suggested that a stage area be added to the Senior Center Building to allow for the Arts to use that building. A citizen spoke concerning the senior citizens having to use Hwy 423 to access the Senior Center and that it is dangerous for drivers. Mayor Henville-Shannon stated she would eventually like to see the Arts have their own space and suggested use of unoccupied retail space. Discussion followed about this being cost prohibitive. Para Nelson stated the projected time frame for 5 Star Phase II is 2005-2006. Mr. Cheatham added that is based on additional sales taxes. Councilmember Gordon stated he wants to leave the Seniors where they are because there is a long-term plan in place for them. He said they need to focus on P&R, the Arts, and multi-use rooms for the community to have assess to. Councilmember Marks stated he believes P&R and the Seniors should share the Old Library Building and that a stage area should be added on to the existing Senior Center for the Arts. Mayor Henville-Shannon again polled the Council with the consensus being that the Old Library should be shared by the Senior Citizens and Parks & Recreation, and the Senior Center should be used for the Arts. Direction from Council to Staff'includes getting a cost and a timeline for a stage addition to the Senior Center, and to check with Denton County on this issue. Regarding the Old Library building, Mr. Cheatham will get the costs for the roof, an ADA restroom, P&R office space, carpet and paint, and the accordion wails. A five minute recess was called at 8:55 p.m. Meeting was reconvened at 9:05 p.m. Oct. 28, 2002 2. Discussion regarding appointments to the following advisory boards and commissions: Planning and Zoning The Colony Economic Development Board (4A) The Colony Community Development Board (4B) Telecommunications Board Parks and Recreation Board Mayor Henville-Shannon briefly discussed the composition of the Telecommunications board, asking if all Council was in agreement of the idea of having advisory members and hands-on members, and letting them have the ability to form sub-groups. All councilmembers were in agreement. Discussion on the existing ordinance followed and it was determined that board appointments had to be made according to the existing ordinance and any changes to the ordinance would have to be made later regarding the make-up of the board. Council asked Deputy City Secretary Christie Wilson to check with P&Z applicant Brian Wade to see if he would be interested in serving on the P&R board rather than P&Z. In reviewing the remaining boards that need to have appointments made the following adjustments were made. These reflect the Mayor' s desire to let as many people as possible have the opportunity to serve on a board, before appointing a person to more than one board. P&Z - Michael Barrett was stricken due to his appointment on BOAA, Melvina Sparks was moved to Telecommunications; check with Brian Wade as he looks like a good candidate for P&R. Telecommunications- Strike Duane Sanders (on P&Z list) and Rich Lewis (re-appointed to P&R); add Melvina Sparks. EDC- Strike Michael Barrett and add Sue Walden CDC- Strike Michael Barrett P&R- Check with Brian Wade to fill position vacated by Nancy Wetzel With no further business to discuss the meeting was adjourned at 9:50 p.m. Approved: Bernetta Henville-Shannon, Mayor Attest: Christie Wilson, Deputy City Secretary