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Home My WebLink About04/12/1995 - Workshop Minutes City CouncilMayor LARRY RINGER Mayor ProTcm LYNN MCILHANEY Iutertm City Manager TOM BRYM~R COLLEGE STATION Comx¢tl members BILL FOX HUB I~.~NNADY LARRY MARIOTT DAVID HICKSON NANCY CROUCH MINUTES COUNCIL WORKSHOP MEETING COLLEGE STATION CITY HALL WEDNESDAY, APRIL 12, 1995 4:00 P.M. COUNCILMEMBERS PRESENT: Mayor Ringer, Councilmembers . Mcllhaney, Hickson C~r.~uch, Mariott COUNOILMEMBER~E~jk~Imomb~and,..~ Kennedy PRESENT~!? Assistant ~_.. a.ni~y, ~:.~ire~ of Management Services ~~t~~ir~~~.Services Shear, City Attor~~~"'~.'et~l~.~As, '~t City Secretary Stanley, D'~..of!~ic ~e~t Se~ices Ash, Assistant Di~,:~.0PIl~on~~d~0pment Services Callaway, City '~i~~a, "~'S~ E~gineer Morgan, City Planner Kee,";~'~i'ffor Pla'fi~:uen'zel,-Transportation Manager Hard, Planning Technician Thomas, Community Development Administrator Carroll, Executive Director of Fiscal/Human Resources Schroeder, Assistant Director of Fiscal/Human Resources Cryan, Purchasing Agent Kettler, PARD Director Beachy, Assistant PARD Director Ploeger, Public Information Officer Calliham, Assistant Public Information Officer Yancy, Human Resources Director Pavlinski, Assistant Human Resources Director O'Connell, Police Dept. Services Major Patterson, VISITORS PRESENT: Refer to guest register City of College Station Providing Customer Service Excellence Council Workshop Minutes Wednesday, April 12, 1995 Page 2 AGENDA ITEM #1 -- Call to order. Mayor Ringer called the meeting to order at 4:00 p.m. AGENDA ITEM #2 -- Closed session for update on City Manaqer search. Council went into closed session. AGENDA ITEM #3 -- Possible action on closed session, if necessary. Council agreed to meet with David Eisenlohr again on Thursday, April 27, at the 4:00 p.m. Executive Session. AGENDA ITEM #4 -- Discussion of consent and statutory a.qenda items listed for the Reqular Council Meetin.q of Thursday, April 13, 1995. (S-1) Approval of request by the Electrical/Transmission and Distribution Division for contin,qenc¥ funds from the Electric Fund for a survey associated with a planned annexation of approximately four-thousand acres. Surveyinp cost $37,200. Councilman Mariott pulled this item, inquiring as to the purpose of expending $37,000 at this time. Assistant Director of Economic and Development Services Callaway explained that this is not a cost for future services, but for services already rendered. (S-4) Bid 95-40. Approval to purchase replacement air conditionin,q chiller for two story buildin,q of city hall. Funds available as bud,qeted in FY 1994-95 General Fund, Buildin.q Maintenance Division. Staff recommends award to Area Wide Mechanical as Iow bid meetin,q specifications. Total expenditure $37,045. Councilman Mariott pulled this item to discuss how any future remodeling of the building might change the needs of this system. Assistant Director Management Services Shear explained that if remodeling does occur, there are plans to add another chiller system beside this one, which will always be for the second floor section of city hall. Council Workshop Minutes Wednesday, April 12, 1995 Page 3 (C-1) Approval to purchase Fire Pumper Truck. Funds available as budgeted in the FY 1994-95 Fleet Replacement Fund. Staff recommends award to Emergency One, Inc. through Houston-Galveston Area Council (HGAC) contract. Total expenditure $167,791. Councilman Hickson pulled this item to inquire if the city contacts other communities to obtain some type of scale of purchasing. Chief Kennedy stated that in this case the city is buying in bulk from the HGAC contract. (C-17) Consideration of a final plat for Edelweiss Phase 5, which includes two lots totaling 27.45 acres. This property is bound by Victoria Avenue on the east, the Graham Road Industrial area on the south, and Welborn Road on the west. Applicant Cottages of Rock Prairie Ltd. Partnership. Councilman Mcllhaney pulled this agenda item. She asked for the location of the drainage detention pond and the party responsible for maintenance. Project Engineer Brett McCully stated that the pond is located in a joint use park along Victoria Avenue on the south edge of the project. The city's park maintenance division will be responsible for maintenance. The development agreement will outline the standards for landscape. (C-27) Consideration of a Resolution authorizing the Greater East Texas Student Loan Financin,q Authority to issue and refund bonds and enter into a taxable line of credit agreements with Texas Commerce Bank of Houston and Student Loan Marketin.q Association. Councilman Mcllhaney inquired about the collection rate. Mr. Larry Holt arrived later in the meeting and was asked to answer Councilman Mcllhaney's question. The default rate is well below the national average, about 12-13% range. AGENDA ITEM #5--Presentation on 800 MHz Radio System Replacement and discussion of a proposal to retain RAM Communications Inc. to develop a RFP and evaluate bids for an 800 MHz Radio System. Chief Kennedy presented this item. This is the third and final step of the city wide communications program which began in 1992 after RAM Communications Inc. completed a comprehensive Council Workshop Minutes Wednesday, April 12, 1995 Page 4 communications study for the City. The replacement of the city's PBX telephone system was completed during 1994. The city's computer network is in the third year of a four year project. The replacement of the city's radio system is scheduled to be a two year project. Establishing the infrastructure for the radio system and implementation of the Police and Fire systems is scheduled to occur in FY 94-95. The remainder of the city, including Public Utilities, Public Services, and other departments are scheduled to have the radio system replacement completed in FY 95-96. The current estimated total cost of the 800 MHZ radio system is approximately $2.5 million, including the $44,100 for engineering fees for the proposed contract with RAM Communications to develop and evaluate and RFP for their project. The $44,100 will come from the 10% contingency for the project. The actual total cost for this project will not be known until the responses to the RFP's are analyzed, and a decision is made as to the scope of the project. The 800 MHz system as included in the FY 95 budget was anticipated to cost approximately $2.0 million. It was originally anticipated that this system would be funded entirely from debt issuance. Staff however is considering another option for funding the project through two methods. 1. An interfund loan from the electric fund of approximately $1.39 million to be repaid by the departments over 10 years based initially on the number of radios used by the department. (This option would add a total of approximately $181,100 to the FY 96 target budgets.) 2. Issue debt for a period of 5 years to pay for the radio infrastructure, currently estimated at approximately $1.14 million to be covered as debt service through the issuance of certificates of obligation as originally anticipated. The RFP will be prepared so that different project scope options can be considered by the City. In order to issue the debt the council must adopt a resolution to allow the city to reimburse itself from proceeds of debt issuance for expenditures made for this project. This resolution will be brought to the Council for approval when the project is awarded to the successful bidder. Funding will be achieved through the issuance of either certificates of obligation or contract obligations, whichever is most appropriate for this fiscal year. Council Workshop Minutes Wednesday, April 12, 1995 Page 5 AGENDA ITEM #6 -- Fire Department presentation on service levels, performance measures, and budget issues. The following synopsis outlines the Fire Department presentation of performance measures and budget issues. Community Risk Assets Transportation Gas and Oil Industry Nuclear Natural Disasters Resources in Place Fire Administration Fire Operations, Emergency Medical Services Performance Measures & Service Level Indicators Fire Administration Fire Operations Fire Prevention Bu~qet Breakdown Current Year's Cost Savings Future Budget Pressures 1994 Fire Department Annual Report AGENDA ITEM #7 -- Ends Statements. No discussion was held on this item. AGENDA ITEM #8 -- Committee Reports. Councilman Mcllhaney mentioned to the Council that an audit has been completed on the Health Department. There are issues that will be forwarded to you in the future. Councilman Crouch indicated that she presented the council with a memo highlighting some of her sessions from the National League of Cities in Phoenix, Arizona. Council Workshop Minutes Page 6 Wednesday, April 12, 1995 Councilman Hickson indicated that he received a call from Mariott Courtyard, a hotel franchise, interested in details about College Station. AGENDA ITEM #9 -- Council Calendars, The council was reminded of the next council meeting locations. AGENDA ITEM #10 -- Adiourn, Mayor Ringer adjourned the meeting at 6:20 p.m. City Secretary Connie' Hooks APPROVED: Ma~'yor~ar Jr~~e~r-~