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HomeMy WebLinkAbout01/12/1989 - Regular Minutes City Council MINUTES CITY COUNCIL REGULAR MEETING THURSDAY, JANUARY 12, 1989 7:00 P.M. COUNCIL MEMBERS PRESENT: Mayor Ringer, Councilmembers Brown, Haddox, Schneider, Birdwell, Gardner, McIlhaney STAFF PRESENT: City Manager Ragland, CIP Director Ash, City Attorney Locke, Assistant City Manager Woody, City Secretary Jones, Assistant City Manager Brymer, PARD Director Beachy, Planning Director Callaway, Finance Director Harrison, Public Services Director Miller, City Engineer Pullen, Assistant City Engineer Smith, Assistant PARD Director Cisneros, Purchasing Agent McCartney, Public Information Officer Calliham, Council Coordinator Hooks STUDENT GOV'T LIAISON: Shannon Maloney VISITORS PRESENT: See guest register. Agenda Item No. ! - Signing of a proclamation designating January 20, 1989, "Arbor Day in College Station". Mayor Ringer read the proclamation and presented it to PARD Director Steve Beachy. AGenda Item No. 2 - Approval of the minutes of the City Council Special Meeting, December 8, 1988 and the Regular Meeting, December .8~ 19887 Councilman Schneider moved approval of the minutes. Councilman Haddox seconded the motion which oarried unanimously, 7-0. Agenda Item No. 3 - A public hearing on the question of constructing Wolf Pen Creek Phase One Project (¢ounciI Issue #4). PARD Director Beachy introduced this item. He stated that this item and the following two agenda items have been brought to Council prior to the submission of the grant application to the Texas Parks and Wildlife Department. Assistant PARD Director Cisneros reitereated Mr. Beach¥'s comments. Mayor Ringer opened the public hearing. 007057 City Council Regular Meeting Thursday, January 12, 1989 Page 2 No one came forward to speak. Mayor Ringer closed the public hearing. Agenda Item No. 4 - Consideration of a proposed Resolution related to the construction of Wolf Pen Creek Phase One Project and its requirements. (Council Issue No. 4). Mr. Cisneros explained that the proposed resolution will certify the city's eligibility of financial requirements, and at the same time, authorize the Mayor to acknowledge the City Manager as the city's representative. Councilman Haddox moved approval of Resolution No. 01-12-89-04 as presented by staff. Councilman Gardner seconded the motion, which carried unanimously, 7-0. Agenda Item No. 5 - Consideration of State of Texas Certification related to the construction of Wolf Pen Creek Phase One Project and its requirements. (Council Issue #4). Mr. Cisneros stated that this is the final item which entails the certification of funds for the city to meet its proportionate share in terms of the matching grant. Councilman Brown moved approval of the State of Texas Certifica- tion. Councilman McIlhaney seconded the motion, which carried unanimously, 7-0. Agenda Item No. 6 - CONSENT AGENDA: Final (Amending) Plat - Lots 1 & 2, Block 5. West Park Addition (88-214). Final Plat - Southwood Forest Section 3A - (89-200) Final Plat - Southwood Forest Section 3B - (89-201) Bid #89-12 - Tractor with Loader & Backhoe Bid #89-13 - Breathing Apparatus Bid #89-14 - One-ton truck Cab/Chassis - 4 each Bid #89-15 - Mid-size Sedan Bid #89-16 - Truck Cab/Chassis Bid #88-28 - Electric System Materials (Transmission Poles) Bid #89-P3 - MIS Selection of vendors for FY 1989 Office Auto- mation purchases. P.O. #3694 - MIS Purchase of Uninterruptible Power Supply for primary computer systems at City Hall. MIS Purchase and Implementation of a Geographic Information System. Mayor Ringer announced that the Final Plat for Southwood Forest Section 3B - (89-201) was withdrawn by the applicant. Councilman Birdwell removed 89-16 - Truck Cab/Chassis, and 88-28 - Electric System Materials. 007058 City Council Regular Meeting Thursday, January 12, 1989 Page 3 Councilman Brown removed Bid #89-14 - One-ton Truck Cab/Chassis - 4 each and #89-15 - Mid-size Sedan. The other items listed under consent agenda were approved by common consent. Purchasing Agent McCartney came forward to address the Council on the removed items. Councilman Brown asked why the dealers were not able to meet specifications. Ms. McCartney replied that half of the vendors bid above the mid-range as specified. She explained that in #89-14, the bids from three Chevrolet dealers met specifications, and other bids did not. Ms. McCartney pointed out that some vendors are not familiar with the city's bidding process. Ms. McCartney explained that in the bid specifications for Bid #89-15, the city asked for bids on a new vehicle or on an '88 vehicle, and included an option package. She indicated that one bidder did not competitively bid an '88 vehicle versus an '89 vehicle. Also, one bidder did not meet specifications because it bid a smaller car. Councilman Brown recommended that staff hold a bidding process seminar for agencies to become familiar with the governmental bidding process. Ms. McCartney responded that the city par- ticipated with Ms. Phillis Nelson of the Brazos Valley Contract Procurement Office in their seminars. Mr. Brown commented that the local automobile dealers' association would appreciate the city's interest in sponsoring a workshop of this kind. Councilman Birdwell commented on Bid #89-16. He asked for an explanation of the maintenance costs between the low bidder and the recommended bid. He asked if the staff looked into maintaining an engine without sleeves. Ms. McCartney noted that the only local bidder, Trucks Unlimited of Bryan, was the low bidder meeting specifications. Public Services Director Alfred Miller explained that a 6-cylinder sleeve type engine is easier to maintain. Councilman Brown moved to approve staff's recommendations on Bid #89-14, #89-15, and #89-16. Councilman Schneider seconded the motion, which carried unanimously, 7-0. Councilman Birdwell asked staff if KBS Electrical Distributors, Inc. met specifications. Ms. McCartney replied affirmatively. Mr. Jim McCord of McCord Engineering stated that the labor costs are estimates and KBS Electrical Distributors meets specifications except the experience clause. He explained that Southway Electric Utility Service has substantial experience in the manufacture of concrete poles. Councilman Haddox asked if Southway indicated any advantages of poles being 50% heavier. Mr. McCord described the design of the poles. He added that the heavier poles are a hindrance. 007059 City Council Regular Meeting Thursday, January 12, 1989 Page 4 Councilman Birdwell moved to award the contract to KBS Electrical Distributors, Inc. low bidder in the amount of $229,530.67. No second to the motion was made. Councilman Brown moved approval of staff's recommendation to award the contract to Southway Electric Utility Service, Inc. in the amount of $278,483,000 for the construction of transmission poles, Bid #88-28. Councilman Haddox seconded the motion, which carried by a vote of 6-1, Councilman Birdwell voting against. Agenda Item No. 7 - Consideration of request for a permit to keep two horses on acreage behind 2300 Auburn Court within the city limits. (Applicant: Debby Rearick) City Secretary Dian Jones presented this item. She stated that the applicant had requested a license to keep two horses behind her residence at 2300 Auburn Court on approximately two acres. A map was provided describing the residence and acreage. Mrs. Jones stated that three responses were received from fourteen notification letters sent to property owners: one was opposed to the permit and two had no objection. Mr. and Mrs. Rearick came forward to answer any questions. Councilman McIlhane¥ asked if any homes will abutt the property. Mr. Rearick replied that their residence is the closest to the property. Councilman McIlhaney asked if there are any drainage problems where the horses will be kept. Mrs. Rearick replied negatively. Mr. Rearick commented that the storage area will be the only area lighted and that the purpose of the horses is for pleasure riding for the two children. Councilman Birdwell asked staff to explain the process at the renewal date. Mrs. Jones replied that when the applicant comes in to have the permit renewed, the City Secretary will contact the Health Department and they will investigate the property. If there are complaints in the interim, the Health Department would investigate and the matter would be brought back to the Council for their consideration. Councilman Haddox moved approval of the applicant's request to keep two horses at 2300 Auburn Court. Councilman Birdwell seconded the motion which carried unanimously, 7-0. Mayor Ringer noted that the permit will not be issued until a fence enclosure is provided. 007060 City Council Regular Meeting Thursday, January 12, 1989 Page 5 Agenda Item No. 8 - Consideration of request for oversize partici- pation on streets in Shenandoah Subdivision. City Engineer Pullen presented this item. He stated that this request is for oversize participation for Southern Plantation Drive in the Shenandoah Subdivision. He noted that the item involves several unusual circumstances, as it relates to the previous agreement made for underground electricity service. He pointed out that Finance Director Harrison and City Attorney Locke were available to answer questions. Councilman Gardner and Councilman Haddox asked Mr. Pullen to explain the backgound of the request. Mr. Pullen stated that in December, 1982, the Shenandoah Subdivision developers appeared before the Council with a pre- liminary plat. At that time, the property was located outside the city limits. He further stated that the subdivision was built by city standards, and ultimately was annexed into the City. He noted that the Subdivision Ordinance under the minimum requirements for streets and infrastructures requires compliance with the Com- prehensive Plan. Mr. Pullen explained that Southern Plantation Drive was built as a minor arterial street to a size of 70' wide right-of-way and 47' wide street, per the standards effective in December, 1982. In January 1983, the Council considered an ordinance amending the oversize participation portion for streets; the standard width for right-of-way was replaced, and the width required for the Shenandoah subdivision no longer was "technically" an oversize street. He further explained that the final plat for this subdivision was filed in July 1983. Mr. Pullen stated that in early 1988, the owners of the property replatted this property. Thus, the streets were completed and accepted. Mr. Pullen pointed out that oversize participation in accordance with the subdivision ordinance is considered by Council after the project has been completed and accepted. Councilman Brown asked if there could be a way in which over- size participation could be approved before the work has been completed. Mr. Pullen replied that this scenario is a better way for handling oversize participation because the Council would know that there is an expected expenditure forthcoming. Secondly, an agreement could be entered into between the city and property owners that these monies will be available. He added that staff is currently working on this type of agreement. Councilman Haddox asked if the city has other projects pending which are similar in nature. Mr. Pullen replied that there are no outstanding oversize participation projects. Councilman Gardner stated his concern about the change of the arterial street by one county commissioner, and pointed out that it 007061 City Council Regular Meeting Thursday, January 12, 1989 Page 6 did not comply with the comprehensive plan if it followed the alignment. Mr. Pullen explained the staff's views on the thoroughfare plan as a conceptual plan. Councilman Birdwell noticed that the ordinance states that the city pays actual cost: the reimbursement costs show round figures. Mr. Pullen responded that the numbers represented in the summary sheet figures came from the contractual numbers with the project. Councilman Gardner pointed out his concern about the right-of-way cost. Mr. Pullen explained that the right-of-way cost represents the acreage cost of parkland dedication. City Manager Ragland mentioned that the staff has been directed to look at the procedural change and to institute an agreement for Council review. Councilman Birdwell asked staff to review the contractural costs and land value. Councilman Brown asked staff to provide the Council a semi-annual update on the projects being developed. Councilman McIlhaney moved to approve the oversize participation request and to settle the account with Shenandoah Subdivision minus the costs for the underground electrical service and interest. Councilman Haddox seconded the motion, which carried unanimously, 7-0. Agenda Item No. 9 - Consideration of joining with the City of Bryan and Brazos County to combine economic development efforts through the establishment of a Bryan-College Station Economic Development Board. (Council Issues #2 and #14) Mayor Ringer mentioned that this item was discussed at the workshop meeting. Councilman Gardner explained his concern in regard to approving the concept at this time. Councilman Haddox emphasized that each Economic Development Board of Bryan, College Station, and Brazos County recommended the formation of "one" Economic Development Group comprised of Bryan, College Station, Brazos County, Chamber of Commerce representation and a liaison from Texas A&M. At this time, permission is being sought from each city and county to support this effort. Councilman Birdwell referred to the city's eight million dollar investment south of town and to the interest being paid. He commented that the council should act to get this effort underway. Councilman McIlhaney moved that the Council support the formation of one economic development foundation for Bryan, College Station, and Brazos County and support the funding requested, upon approval of the ByLaws and the budget; and, appoint three representatives from College Station to serve on the new Board for the start-up so 007062 City Council Regular Meeting Thursday, January 12, 1989 Page 7 they can begin to build the ByLaws and provide a budget; also, set as a goal for the new foundation, that the three existing founda- tions be dissolved within one to two years after the formal adoption and business of the new foundation. The motion was seconded by Councilman Birdwell. After discussion by the Council, Mayor Ringer repeated the motion as follows: That the City of College Station City Council go on record as supporting the formation of a single economic development organization for the economic development of the Bryan, College Station, and Brazos County area; and support the funding of that organization upon approval of the budget and by-laws submitted by the organization; and, that the Council appoint three representa- tives from College Station to work as part of that organization in adopting ByLaws and budget; and further, a goal for the organiza- tion is that within a one-to-two year period it would take over the role of economic development and the existing foundations could be dissolved. Councilman Gardner expressed further concern in consolidating this effort at this time. The Council approved the motion unanimously, 7-0. AGenda Item No. 10 - Consideration of authorizing the staff to negotiate a contract for professional services for renovation design of the Public Services Center. CIP Director Elrey Ash presented this item. He stated that in August 1983, voters approved the expenditure of $1,425,000 to renovate the Public Services Building. He stated that during the first part of November, the staff requested proposals from architectural engineering firms for the design of the facility. Six proposals were received from local firms. A questionnaire was submitted to each firm and a copy was provided in the Council packet. He stated that the staff met with the Council Committee for Capital Improvements to discuss the RFP's and recommendation. Mr. Ash described the scope of the project. He noted that this renovation will expand the existing facility 9000 sq. ft., to a total 14,840 sq. ft. of garage facilities. Mr. Ash showed a slide presentation of the existing facility and noted its inefficiencies. The staff and CIP Council Committee has recommended that the Council direct the staff to negotiate a contract with Emmett Trant and Associates for the design of Public Services Center expansion and renovation. 0070 3 City Council Regular Meeting Thursday, January 12, 1989 Councilman Birdwell moved approval of authorizing the staff to negotiate a contract for Professional Services for Renovation Design of the Public Services Center. The motion was seconded by Councilman Schneider and was approved unanimously, 7-0. AGenda Item No. 11 - Consideration of authorization for casting Page 8 ballot for trustees of Texas Political Subdivision Worker's Compensation Joint Insurance Fund. Budget Director Glenn Schroeder explained this item. He stated that the City has been a member of the Texas Political Subdivision Worker's Compensation Joint Insurance Fund for several years, and Councilman Haddox has served as trustee on the committee. This item has been placed on the agenda to authorize Councilman Haddox to sign the ballot for five members. Councilman Birdwell moved approval of staff's recommendations. Councilman McIlhaney seconded the motion, which carried unanimous- ly, 7-0. Auenda Item No. 12 - Consideration of budget transfer relating to Risk Manager position. Mr. Schroeder explained that the position of Risk Manager was approved under the last fiscal year budget for the Personnel Department. Subsequently, a decision has been made to locate that position in the Finance Department. Per the City Charter, the budget transfer requires Council approval. Councilman Brown moved approval of the budget transfer from the Personnel Department to the Finance Department for the Risk Manager position. Councilman Haddox seconded the motion, which carried unanimously, 7-0. Auenda Item No. 13 - Hear Visitors. No one came forward to speak. Agenda Item No. 14 - Closed session to discuss pending litigation [6252-17(2)(e)], legal report [6252-17(2)(r)], land acquisition [6252-17(2)(f)], and personnel [6252-17(2)(g)]= A. Pending Litigation B. Legal Report Staff Report - City Manager Ron Ragland and Assistant City Manager John Woody. C. Land Acquisition - Right of Way Acquisition. D. Personnel: Discussion of Administrative Personnel - LSMPA 007064 City Council Regular Meeting Thursday, January 12, 1989 Page 9 Discussion of Appointment of three directors to the Bryan- College Station Economic Development Board. Discussion of Appointments of Tax Increment District Board Members. Discussion of Appointments to Charter Review Citizen Committee. The Council moved into closed session at 8:25 p.m. AGenda Item No. 15 - Action on closed session. The Council reconvened in open session at 9:17 p.m. Councilman Birdwell moved to authorize the City Manager to enter into negotiations for a settlement agreement in the lawsuit against the owners of the Aggieland Apartments with the guidelines discussed in closed session. Councilman Haddox seconded the motion, which carried unanimously, 7-0. Councilman Haddox moved to settle the claim with Mr. Charles Schultz for a maximum of $200.00. Councilman McIlhaney seconded the motion, which carried unanimously, 7-0. The following actions were taken on personnel discussions. Councilman Brown moved to appoint Mr. Ken Shaw, Mr. Dick Haddox, Ms. Pat Cornelison as the three representatives from College Station on the Joint Economic Development Board. The motion, seconded by Councilman McIlhaney, was approved unanimously, 7-0. Councilman Brown moved to appoint three members to serve on the College Station Tax Increment Board, as follows: Mayor Larry Ringer, Councilman Vernon Schneider, and Councilman Fred Brown. Councilman Haddox seconded the motion, which carried unanimously, 7-0. Councilman Birdwell moved to appoint the following citizens to the Charter Review Citizens Committee: Chris Kling, Chairman; Lorence Bravanec, Terri Tongco, Robert Bednarz, Ann Jones, Gene Benton, and, Dick Hervey upon acceptance. Councilman Haddox seconded the motion. Councilman Gardner moved to amend the motion to appoint Mr. Taylor Riedel as the alternate, in the case that Mr. Hervey does not accept the position. Councilman Haddox seconded the motion to amend. amendment was approved unanimously, 7-0. The motion for the The main motion as amended was approved by unanimous vote, 7-0. 007065 City Council Regular Meeting Thursday, January 12, 1989 Page Agenda Item No. 16 - Adjourn. Councilman Haddox moved to adjourn. Councilman Birdwell seconded the motion. The meeting was adjourned at 9:24 p.m. APPROVED: ATTEST: C~t~ Se~ary Dian Jones May~J~ ar ~. Ri~h~r 007066 GUEST REGISTER CITY COUNCIL REGULAR MEETING THURSDAY, JANUARY 12, 1989 7:00 P.M. 27. 28. 29. 13. 30. 14. 31. 15. 32. 16. 33. 17. 34.