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HomeMy WebLinkAbout02/07/1990 - Workshop Minutes City Council MINUTES CITY COUNCIL WORKSHOP MEETING WEDNESDAY, FEBRUARY 7, 1990 4:00 COUNCIL MEMBERS PRESENT: Mayor Ringer, Councilmembers Brown, Haddox, Schneider, Gardner, Birdwell, Mcllhaney STAFF PRESENT: City Manager Raqland, Assistant City Manager Brymer, Assistant City Manager Woody, Executive Director Management Services Piwonka, Executive Director Fiscal/Human Resources Harrison, Utilities Office Manager Albright, Director of Public Services LaBeau, Development Services Director Ash, City Attorney Locke, PARD Director Beachy, Planning Director Callaway, Budget Director Schroeder, Asst. Director of PARD Ploeger, Public Information Officer Calliham, Asst. City Secretary Hooks STUDENT ~OV,T LIAISON: Shannon Maloney VISITORS PRESENT: See guest register. Mayor Ringer opened the meeting at 4:00 p.m. agenda Item No. 1 - Presentation of Utility Billing Cycle Change. Utilities office Manager Bruce Albright presented this item. He pointed out that the city currently has 19,000 accounts on a four cycle basis, and several problems have occurred. One problem has been the traffic congestion problems at the drive thru facility on due dates. He also explained problems in the meter service area. To correct many of these problems, staff has proposed an eight cycle plan to offer a number of advantages including: 1) Better service for our customers; 2) Increased utilization of staff time; and, 3) Increase in cash flow. He presented slides illustrating the traffic congestion and other problems associated with the four cycle plan. Mr. Albright pointed out the procedures to implement this plan. The expected date to change is July 1, 1990 which will allow time to implement the new master file, send the notices in May, and get through the May rush of students. He pointed out the cycles where customers will be affected by the change. Mayor Ringer asked if there is a notification plan. Mr. Albright responded that individual notices will be sent in May. He noted that the move for 2% of the customers will be drastic; however, the meter will be read for a five week billing, and another five week billing for the following month to minimize the effects of 007693 city Council Workshop Meeting Wednesday, February 7, 1990 Page 2 the change. Mr. Albright noted that 95% of the customers cycles will move in less than four days. Mayor Ringer asked staff to look at the cases where the minimum could be adjusted during the transition time. Councilman Brown suggested to the staff to look at an envelope billing system at the same time this new cycle change is implemented. Mr. Albright replied that staff has looked into this option, and he will provide Council cost figures of this system. No. 2 - Consideration of &&M Student Government's request for $2,000 for the "Biq Event,, and disoussion of amendino the CDBG budqet to provide fundino for & nei~hborhood oleanuo oamp&iqn. Mr. Dan Fette presented this item. He pointed out the benefits of utilizing Community Development funding in the cleanup campaign of the Lincoln Center neighborhood. He indicated that representatives of the A&M "Big Event" have requested $2,000 separately. The staff wishes to facilitate the cleanup campaign on March 24th in conjunction with the "Big Event". Along with the "Big Event" the staff plans to initiate an intensive code enforcement addressing four major problem areas: junk cars, high weeds, dilapidated structures, and rubbish. Mr. Fette noted that the cost to CDBG is expected to range between $3,000 and $5,000 to support the neighborhood cleanup campaign. For this money to be appropriated, an amendment to the community development budget is required. Mr. Mitch White of TAMU addressed the Council. He noted that this is the first year the "Big Event" has focused on helping people in the lowest socio-economic classes who are unable to purchase their own materials. Additional discussion was held. Mr. Fette showed the area targeted for the "Big Event" Cleanup. Mr. Jim Callaway stated that staff has prepared a report on code enforcement activities and plans to approach the problem areas on a proactive basis. This report will be presented to Council at their next workshop meeting. Councilman McIlhaney asked if a street sweeper will be furnished to polish the area. Mr. Callaway responded that the Public Services Department will provide assistance. 007694 City Council Workshop Meeting Wednesday, February 7, 1990 Page 3 Councilman Schneider asked if publicity is planned. Mr. Fette replied that news releases have been circulated. Mr. White noted that a banner is displayed above Texas Avenue. Councilman Haddox moved approval to support the student government in the "Big Event" and to work with the CDBG funds, and grant $2000 from contingency funds. The motion was seconded by Councilman Schneider which carried unanimously, 7-0. Aqenda It%~ No. 3 - D~soussion of a resolution authorizina the Mayor to %~eoute a oo~traot for professional services between the City ~-4 Municipal Development GrouD for plannina services related to the master plan for Linooln Center/Wayne Smith Park Corridor. (Counoil Issue No. 7) Mr. Ric Ploeger stated that $12,000 was approved by Council as part of the Community Development Block Grant Program. He noted that this project is an effort to link two particular areas, the Lincoln Center and Wayne Smith Park in a greenbelt. He presented slides describing the area. Staff solicited proposals for planning services related to a master plan and received six responses. Staff recommended Municipal Development Group for their professional services in planning a master plan for Lincoln Center/Wayne Smith Park Corridor. Councilman Gardner stated his concern about the selection of a consultant and the methodology taken by staff to acquire proposers. PARD Director Beachy stated that the local firm, MDG, provided a more detailed plan than the other proposals. Mayor Ringer noted that this item has been placed on the consent agenda for the Thursday night meeting for council consideration. Aqenda Item No. 4 - Disoussion of a policy relatinq to criteria for usinq outside oonsultant or professional services. (Counoil Issue No. Mr. Glenn Schroeder explained that Council expressed a concern about the use of outside consultants and in response to this concern, staff has proposed a policy outlining criteria when making a determination for the use of professional services from outside consultants. Mr. Schroeder further explained that when an outside professional contract is before Council for approval, the staff would inform the Council that the in-house staff expertise is not adequate to address a particular issue. 007695 city Council Workshop Meeting Wednesday, February 7, 1990 Page 4 Councilman Brown suggested adding the three different levels of criteria used in determining the need for outside consultants for special projects in the policy statement. Councilman Birdwell commented that Statements 2 and 3 are basically the same. Mr. Schroeder mentioned that it is the staff's intent to include this policy as part of the budget process and incorporate into the fiscal and budgetary policy. Mr. Ragland mentioned that each department will be provided a copy of this policy and will be utilized and filed accordingly with each department's records. &qenda It%m No. $ - Discussion and consideration of revision to the Council Meetinq Procedures by addinq a new Section V. Mayor Ringer stated that he has placed this item on the agenda because there is a not a policy statement by the council to handle conflict of interest situations. He requested adding a section to the council meeting procedures to explain the policy for a conflict on interest by a councilmember. A copy of his memorandum and the new revision was provided in the packet. Councilman Brown moved approval of the amendment to the council meeting procedures. Councilman McIlhaney seconded the motion which carried unanimously, 7-0. aqenda Item No. 6 - Council Concerns. Mayor Ringer remarked that KAMU-TV is promoting volunteers to donate time in community activities as part of the GIVE 5 Campaign. agenda Item No. 7 - City M&naaer Concerns. City Manager Ragland reported no concerns. &aenda Item No. 8 - Ad4ourn. Mayor Ringer adjourned the meeting at 5:24 p.m. City Secretary Connie Hooks 007696 GUEST REGISTER CITY COUNCIL WORKSHOP MEETING WEDNESDAY, FEBRUARY 7, 1990 4:00 P.M 12. 14 15 16 17 18 19 10. 20 007697