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HomeMy WebLinkAbout11/09/1988 - Workshop Minutes City Council MINUTES CITY COUNCIL WORKSHOP MllTiNG WEDNESDAY, NOVEMBER 9, 1988 4=00 P.M. COUNCIL MEMBERS PRESENT: Mayor Ringer, Councilmembers Brown, McIlhaney, Birdwell, Haddox, Gardner, Schneider STAFF PRESENT: City Manager Ragland, City Secretary Jones, City Attorney Locke, Budget Director Schroeder, City Engineer Pullen, Police Chief StroDe, MIS Director Cowell, Assistant to the City Manager Piwonka, Planning Director Callaway, Public Information Officer Calliham, Council Coordinator Hooks STUDENT GOV'T LIAISON: Shannon Maloney VISITORS PRESENT: See guest register. Agenda Item No. 1 - Council Concerns. Councilman Gardner stated his concern that a Charter Review Committee be established to begin their process of reviewing the Charter and possibly reporting their recommendations before the next municipal election. He asked that each councilmember begin thinking about citizens who will be available to serve on the Committee. Councilman Birdwell complimented the staff on the new "Citizens Handbook" He suggested that copies be available at the library. Mr. Birdwell referred to an accidental gasoline spill he had at a self-service station. He stated that these types of modules on the gas pump should be prohibited by ordinance. Mr. Birdwell mentioned that he would like to see an agenda item placed on a future workshop meeting regarding the city's policy of funding oversize streets. Councilman Brown reported that the new Amtrak train will be arriving in College Station at 12:25 p.m, Monday, November 14th. Councilman Haddox concurred with Councilman Birdwell's comments regarding the oversize street participation policy. Mr. Haddox suggested that the city provide the library with materials on Wolf Pen Creek. Mr. Haddox remarked that he would like for the staff to look into re-analyzing the placement of bicycle signs. City Council Workshop Meeting Wednesday, November 9, 1988 Page 2 Councilman McIlhaney reported that she attended the Texas Municipal League Conference on Managing Infrastructure System. She pointed out one topic which was discussed was drainage/road maintenance. She hoped that a workshop meeting could be set up to discuss the pros and cons of the concept. Mrs. McIlhaney commented on another concern and asked for clarification from the staff in regard to the council's decision to fund the entry-way signs. She pointed out that the Community Appearance Committee is looking for direction regarding the location and funding for each sign and may have a misunderstanding of the responsibility for the Industrial Park sign. Mayor Ringer recalled that the money which the Council desig- nated for all entry ways signs did not include an entry way sign for the Industrial Development. Mr. Ragland pointed out that the Community Appearance Committee has been charged with selecting the locations. Student Gov't Liaison Shannon Maloney reminded the Council that a revised proclamation for the Hurricane Bowl has been placed on the agenda for Thursday night. Mayor Ringer announced that Youth Government Day is November 17th and lunch will be provided at Elks Lodge in Bryan. He also mentioned that Steven Stewart resigned from the Planning and Zoning Commission, and Hugh Nations resigned from the Community Appearance Committee. Agenda Item No. 2 - City Manager Concerns. Mr. Ragland reminded the Council that a special meeting has been scheduled for Monday, November 28th at the City Hall in Bryan to meet with the Bryan Councilmembers and Wixon Valley Aldermen to appoint a member to the 91! Emergency Communications District Board of Directors. Also, the joint landfill study will be presented to both councils. Mr. Ragland presented the Council with a brochure from the Texas City Managers Association Annual Workshop Series. He stated that this series has been named after Mr. King Cole who was instru- mental in starting this program. A presentation will be made in Denton on December 7th and Mrs. Cole will be present to receive an award. Mr. Ragland stated that he and Mayor Ringer will also be attending the presentation. He asked the Council if there would be a problem in moving the workshop meeting to another date. Mayor Ringer asked the Council to look at their calendars and report back to staff for their preference. Finance Director Harrison presented to the Council a memorandum and the annual financial reports for the fiscal year ending Spptember 30, 1988. Mr. Harrison reaffirmed to the Council that City Council Workshop Meeting Wednesday. November 9, 1988 Page 3 staff will keep the Council informed on the hotel/motel taxes as the year progresses. status of the Item No. 3 - Presentation of a "menu" of possible regulations affectinq parking of vehicles in residential areas. City Attorney Locke presented a slide presentation and described the "menu" of parking regulations. She pointed out the pro- visions as set out in the "menu" and illustrated by the slides. Mrs. Locke mentioned that a permit may be granted upon applica- tion and approval of the Zoning Board of Adjustment. Councilman Brown asked if other cities are passing similar ordinances. Mrs. Locke replied affirmatively, stating that the illustrations shown are common problems. The Council held discussion. Councilman Blrdwell expressed his concern that the city should allow parking of recreational vehicles on residential streets for a certain duration of time; for example, 72 hours in a 30 day period. The Council asked staff to rewrite Statement A to reflect the council's concern for a time limit. The second statement (B) should reflect a time period of 72 hours for recreational vehicles. No trailers or trucks should be parked on residential streets. Councilman Haddox commented that motorized vehicles should not be allowed on grass or non paved areas in the front yard. The Council concurred to remove all recreational vehicles from the streets and prohibit trucks and trailers from the grass or non- paved areas in the front yard. Agenda Item No. 4 - Presentation Survey conducted for the College District (Council Issue No. 3) of the Drug and Alcohol Use Station Independent School Police Chief StroDe introduced this item. He stated that a questionnaire was completed by 1800 College Station students from the 7th to 12th grade. He introduced Dr. Ray Chancellor, Superintendent for College Station Schools, and Dr. Sandra Parker, Director of Secondary Education, CSISD. Dr. Ray Chancellor presented to the Council the drug and alcohol use survey. The report concluded that use of alcohol (within the past month) by high school students was reported to be 45%. He pointed out several key points in the survey. Councilman Brown asked Mr. Chancellor if he felt programs were needed to educate the parents. Mr. Chancellor replied that the school district is hoping to inform the parents of the problems occurring. Councilman Haddox commented that most people are not aware of the magnitude of problems that exist. He hoped the media would publicize some of the facts as pointed out in this survey. Councilman McIlhaney asked if there was a correlation between the students who used alcohol and drugs and involved in 96968 City Council Workshop Meeting Wednesday, November 9, 1988 Page 4 extracurricular activities, if the usage was down, versus students who were not using drugs. Ms. Parker replied that this issue was not addressed in the survey. Ms. Parker pointed out that 10% at the senior level will try alcohol. She added that there are no facts to conclude that students who are involved in more activities use less alcohol. Councilman Gardner asked if this survey was conducted in con- junction with the War on Drugs Committee Report. Mr. Chancellor replied that the survey was received after the committee was finished with their report. Mr. Chancellor concluded his presentation by stating that the School District will be receiving additional information and the Council is welcome to use this data for future needs. Agenda Item No. 5 - (Council Issue No. 5) Status Report on Citizen Communication Peggy Calliham, Public Information Officer, presented a policy statement for Council's approval. She summarized the operations of the Public Information Office and defined its purpose to provide better communications with citizens and news media, and internal communications with the staff. Ms. Calliham reported that the future plan for Public Infor- mation and citizens communications is to write a communications plan to be incorporated into the Public Information Handbook. Ms. Calliham read the Public Information Policy Statement. Councilman Gardner suggested that the word "need" replace "right" in the first sentence of the second paragraph. He also suggested a correction in the last paragraph to change the last word "customer" to "citizen". Ms. Calliham asked that councilmembers give her their comments and she will rewrite the statement and bring it back for their approval at a later time. She asked if any Councilmember would be interested in serving as a liaison to the Committee by assisting in writing the communications plan. Councilman Gardner asked if there will be an annual report. Ms. Calliham replied that there is a need for an Administrative Assistant to assist in preparing an annual report. Mayor Ringer mentioned to the Council they should let him know if they would be willing to serve as liaison to this team. Agenda Item No. 6 - Discussion of replacement of the Financial and Human Resources computer system. MIS Director Charles Cowell presented this item. He introduced Mr. Chip Collins of A&FCS. He stated that in December 1987, the Council approved the replacement of the existing Financial Accounting and Human Resources System. A Request for Proposal was prepared and 40 copies were mailed. Six responses were received. A selection team evaluated these responses and Hebert and Harward Technical Enterprises were selected as finalists. He 6069 City Council Workshop Meeting Wednesday, November 9, 1988 Page 5 reported that the selection committee chose Harward Technical Enterprises (HTE) of Houston as the primary vendor. Total expense for this computer system and software is $420,000- $425,000. The budgeted amount in the MIS Plan is $480,000. Mayor Ringer mentioned that this item has been placed on the regular meeting agenda for consideration. Agenda Item No. 7 - Presentation of preliminary cost estimates for Sandstone Park practice fields. PARD Director Steve Beachy explained that during the last Council meeting, the Council instructed staff to prepare a preliminary cost estimate for the construction of practice fields at the undeveloped Sandstone Park site. He stated that the 15 acre site is located on the south side of Sebesta Road by Emerald Forest Subdivision and the approximate costs of the fields will be $17,580. The improvements include four soccer practice fields, four baseball or softball fields, no irrigation nor lighting, and use of natural turf. Staff recommended doing the park fields project in-house utilizing city crews where possible. Councilman Gardner pointed out that there are no parkland dedication funds available in Park Zone 4. Councilman Birdwell suggested that one soccer field and one softball field would be suitable to serve the residents. Councilman McIlhaney and Haddox commented that many people utilize the area and the staff's plan would suffice the number of people who do. Mr. Beachy mentioned that there are no prepared infields or bases, only backstops. Aqenda Item No. 8 - Discussion of potential first phase implementation of the Wolf Pen Creek Corridor Study (Council Issue No. 4) PARD Director Steve Beachy stated that several staff members and Councilman Haddox met with the Tx. Dept. of Parks and Wildlife in Austin to acquaint the Department with the Wolf Pen Creek Project and receive input from them as to what type of elements would be eligible for grant monies. He stated that the officials seem to favor the area at the intersection of Dartmouth and Holleman to the present Brentwood Park site as a starting phase. He dis- cussed elements of the park which would be eligible for the grant applicatton~ including trails, neighborhood playgrounds, ponds, amphitheater, or any recreational facility. Mayor Ringer commented that the first phase should be visible to the public. Mr. Beachy pointed out the area on the map. The Council discussed the type of features which could be visible in this area. Councilman Gardner commented that he would like amphitheater built early in the project and the include much of the core area. to see the first phase City Council Workshop Meeting Wednesday, November 9, 1988 Page 6 Councilman Schneider asked what the Texas Parks and Wildlife Department considered as recreational facilities. Mr. Beachy replied that certain things such as parking lots, trails, ponds, and playgrounds would be eligible. Councilman Birdwell proposed a $3 million general obligation bond issue be brought before the public to finance the core area and then utilize the tax increment financing for the maintenance. This solution would eliminate the cash flow problem. Mayor Ringer stated his concern that the grant application is due on January 31st. Mayor Ringer asked the staff to look further at the ideas which have been suggested by the Council members and bring back a recommendation to the Council. Agenda Item No. 9 - Discussion of a sanitary sewer Master Plan for Harvey Hillsides Addition. Item 9 and l0 were discussed together. City Engineer Pullen introduced Veronica Morgan, the Project Engineer, on this project. Mr. Pullen stated that two requests were received for sanitary sewer service outside the city limits in the Harvey Hillsides area. Mr. Pullen explained the sanitary sewer master plan. Councilman Haddox and McIlhaney left the meeting. Councilman Brown asked who is responsible for the cost of the extensions. Mr. Pullen replied that the developer or property owner usually pays the costs. Mr. Pullen explained that the master plan was developed because two people requested sanitary sewer service and also, because the Health Dept. recommended that the city have a plan to serve the area. Mr. Pullen explained Mr. Hartmann's request. Mr. Hartmann suggested an alternate route for the sanitary sewer line serving his lot, different from the route on the master plan. A~enda Item No. 10 - Discussion agreement for Richard Hartmann, the Harvey Hillsides Addition. of a sanitary sewer service a resident of 34 Marcy Lane in Discussion continued. Mr. Pullen remarked that Mr. would prefer to maintain his own line. Hartmann Councilman Birdwell suggested that the master plan be adopted, yet allow Mr. Hartmann to build his own line, providing that if Lot 31 is separated from Lot 34 he would be required to pay the pro rata share if the six inch line used by the City is connected to his line. City Council Workshop Meeting Wednesday, November 9, 1988 Page 7 Mayor Ringer interrupted the discussion. He asked that Item No. 11 - City Hall Renovation be removed from the agenda and presented to the Council at the Thursday night meeting. Mr. Hartmann spoke to the Council. He mentioned that if the City annexes the Harvey Hillsides Addition he would want to connect to the six inch line across the front property line. Mayor Ringer stated that consideration of placed on the Thursday night agenda. this item has been Agenda Item No. 11 - Presentation for proposal of City Renovation. Mayor Ringer stated that Thursday night meeting. this item will be presented Agenda Item No. 12 - Adjourn. Mayor Ringer adjourned the meeting at 7:10 p.m. Hall at the ATTEST: Cit~e-tary Dian Jones APPROVED: Guest Register City Council Special Meeting Wednesday, November 9, 1988 12:00 noon 12. 26. ~-7. 18.