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HomeMy WebLinkAbout02/11/1987 - Workshop Minutes City Council MINUTES CITY COUNCIL WORKSHOP MEETING WEDNESDAY, FEBRUARY 11, 1987 5:00 P.M. COUNCIL MEMBERS PRESENT: Mayor Ringer, Councilmen Jones, Bond, Haddox, Tongco, Boughton COUNCIL MEMBERS ABSENT: Councilman Fred Brown STAFF PRESENT: City Manager Cole, Assistant City Ragland, City Secretary Jones, City Attorney Locke, Assistant City Attorney Elmore, Director of Capital Improve- ments Ash, City Engineer Pullen, Deputy Finance Director Glenn Schroeder, Muni- cipal Court Clerk Choate, Public Infor- mation Officer Calliham, Council Coordinator Hooks STUDENT GOV'T LIAISON: Mike Hachtman VISITORS PRESENT: See guest register. Mayor Ringer opened the meeting with Councilman Bond absent. A~enda Item No. 1 - Si~nin~ of a proclamation desi~natin~ the week of February 23-28, 1987 as "Marketing Week" in the City of College Station, Texas. Mayor Ringer signed the proclamation designating the week of February 23-28, 1987 as "Marketing Week" in College Station, Texas. Brad Bebelle, president of the Marketing Association at TAMU was present to accept the proclamation. Mr. Bebelle de- scribed the various activities relating to the fiftieth anniver- sary of the organization. Agenda Item No. 2 - Council Concerns. Councilman Tongco pointed out that she received calls from resi- dents concerned about the traffic problems relating to the Straight Shot 10K Run. She expressed her concern that the 10K Run should be in another location which will not interfere with a large volume of traffic. Mayor Ringer commented that there are two concerns considered for the choice of the route. There are feelings that the race should be visible, so spectators can view the race; Also, he pointed out that the race is very unique, in that it is a straight run, rather than a loop. '06021 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, FEBRUARY 11, 1987 PAGE 2 He commented that this event is well publicized before the day of the race and it draws many people from outside the community. Councilman Boughton added that in her opinion, the route selec- tion committee could possibly choose another routing for the race. Councilman Tongco stated that the run might be handled more ef- ficiently if the streets behind the race were able to open quickly. Councilman Tongco noted that the LSMPA will be meeting on Febru- ary 16, 1987 and she will give a report at the next council meeting. Councilman Jones reported that she received a call concerning the procedure to have a traffic signal at the intersection of Lincoln Street, University Drive and Spring Loop. City Manager Cole re- plied that a traffic light will probably be added when the State Highway Department makes major improvements to University Drive, and the installation will not occur for about a year and a half. Mr. Ash added that he will check with the highway department. Councilman Jones stated that she was on the committee to appoint a law firm to collect the delinquent taxes. The decision was made to keep the same law firm, Gates and Steen from Austin. Agenda Item No. 3 - City Manager Concerns. City Manager Cole did not state any concerns. A~enda Item No. 4 - Consider request from Tony Jones to chan~e the lo~o on the elevated storage tank at Texas Avenue and Holleman Drive. Mayor Ringer pointed out that this request was directed to Councilman Boughton from Tony Jones indicating an interest ex- Dressed by the Tiger Club to paint the A&M Consolidated logo on the tower at Holleman and Texas Avenue. Tony Jones of 3004 Brothers Boulevard, came forward to present his proposal. He presented a petition in support of the idea of adding the Tiger Paw logo to the tower and displayed renderings of the two suggestions made by the Tiger Club. He stated that the Tiger Paw is used throughout the junior high and high school systems for spirit and recognition and that the added logo will bring pride to the city and school district. Mr. Jones pointed q06022 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, FEBRUARY 11, 1987 PAGE 3 out that the Tiger Club has agreed to pay the extra expenses. Stabler Sign Co. has agreed to prepare the art work for the school. Councilman Haddox agreed with the proposal. Councilman Jones asked why the wording of "Tigers" was not con- sidered. Mr. Jones replied that the wording must become quite larger to be readable; also, the tiger's head was suggested, but there is so much art work involved, that the head would not be distinctive. Councilman Bond arrived at the meeting. City Manager Cole asked for clarification of the Tiger Club's proposal. Mr. Jones replied that the recommendation from the Tiger Club is very flexible. Mayor Ringer inquired about the city's plans for painting the tower. Mr. Ash replied that the words "COLLEGE STATION" would be painted on the north-south sides and the city's logo would be painted on the east-west sides. Mr. Ash added that the contractor has been stopped from further work because of this proposal. Mr. Cole pointed out that this change order would not be in a "competitive bid environment", and the contractor could exercise a "leverage" on the costs of ad- ditional work. Mr. Cole also noted that the contractor should be able to make a decision very quickly. He stated that the project has been an irritation to Mr. Bud Ward and the staff has informed Mr. Ward that the contractor is close to completing the job. He added that a change in the sign work will delay the job. Mr. Jones stated that the Tiger Club artwork could be completed by the following morning. Mayor Ringer clarified the proposal. He stated that there will be no change in the stencils in the College Station wording and the College Station symbol and there is the added item of the Tiger Paw; the contractor has not been asked about this, but the decision on the costs could be made immediately by the Tiger Club. Mayor Ringer suggested that the motion, if made by council, be worded to approve the concept subject to the condition that the Tiger Club will pay for additional expenses to paint the Tiger Paw, and if the Tiger Club cannot assume the costs, the city will return to the original plan for the words "COLLEGE STATION" on the north-south sides of the tower and the city logo on the '06023 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, FEBRUARY 11, 1987 PAGE 4 east-west sides. Councilman Tongco pointed out the time element involved. Mr. Jones replied that all decisions can be made with- in six hours. Councilman Haddox moved to approve the plan of the east-west elevation with the Tiger Paw and the north-south elevation with the City logo and COLLEGE STATION, with the stipulation that additional expenses will be borne by a party other than the City of College Station and if they are not able to proceed, then the original concept by the City will be used. Councilman Boughton seconded the motion. Councilman Bond asked if the Tiger Paw has a widespread and per- manent acceptance at the school. Mr. Jones replied affirmative- ly. The motion carried with a unanimous vote, 6-0. A~enda Item No. 5 - Report from Police Department on parking citation collections. Captain John Kennedy of the College Station Police Department presented the proposal. He explained the procedure for issuing citations, as follows: police officers observe the violation, issue a citation, and route the information to Municipal Court. He stated that the citation does not contain the name in which the vehicle is registered. The court enters the information by license plate number and files the citation. He noted that 42% of citations issued in the last five years have not been paid. Captain Kennedy proposed to change this procedure by running a registration check at the dispatch office for the current registration owner of the vehicle and this information will be attached to the citation and routed to Municipal Court. The court will enter into the computer the registered owner's name and license plate. If the ticket has not been paid, a summons will be issued 10 days later; if no one responds, 10 days later the court will issue a failure to appear to answer the summons. The FTA will be routed to the Police Department and the warrant officer will contact the individual by telephone or letter advising the status of the citation. If the individual fails to appear, the officer will make the arrest and return the information to Municipal Court. 06024 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, FEBRUARY 11, 1987 PAGE 5 Capt. Kennedy further explained that if an individual were to receive a minimum of four parking violations which were not paid and further procedures were made to contact the individual, the staff is recommending that the vehicle be towed. The individual will receive a pre-tow notice informing him of the four outstand- ing parking violations and the four failure-to-appear notices. If there is no response, the vehicle will be towed if found by police on routine patrol. The individual is sent a post-towing notice advising the registered owner that the vehicle has been towed and he should appear before Municipal Court to clear the towing fees. Councilman Haddox asked for the costs of parking ticket cita- tions. Capt. Kennedy stated that miscellaneous parking viola- tions are $10.00; fire violations, $20.00; handicapped violations $60.00 for the first offense, $210.00 second offense. City Manager Cole stated that the City has been "soft" in collecting the fees of parking citations. Capt. Kennedy stated that in 1986 61% of citations issued have not been paid. He pointed out that this recommendation does not include hirinq more manpower. Student Gov't Liaison, Mike Hachtman, inquired about the proce- dure for contacting the owner of the vehicle. Capt. Kennedy replied that vehicle registration is conducted annually and this is the registered vehicle list the police department maintains. A double check system will be used to insure the same registered vehicle. Councilman Haddox asked if a registration check as con- ducted under the proposed system, includes a way to check for stolen vehicles. Capt. Kennedy replied affirmatively. Councilman Haddox asked Mr. Hachtman, Student Gov't Liaison, if he felt four tickets would be a fair number for students. Mr. Hachtman stated he felt the students would probably pay the tickets; he noted that the University has a limit of six tickets. Councilman Bond inquired if the clerks ask for an individual's name, address, etc. Capt. Kennedy stated that the citation is filed under license plate number, and the clerks receive the name and address to log into the computer for audit purposes, and to give a receipt. Municipal Court Clerk Choate explained that the purpose for obtaining the name and address is to have the name listed in the master file. Councilman Bond stated his concern that the Municipal Court should not obtain the information from an individual for police information. Capt. Kennedy stated that the information is not used by the police department, only for 06025 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, FEBRUARY 11, 1987 PAGE 6 general administrative purposes. Councilman Bond reiterated his concern about the gathering and use of the information. City Manager Cole asked Ms. Kay Choate if data files used for police department investigative purposes coincide with the data files for handling parking violation receipts. Municipal Clerk Choate stated they are completely different files. Councilman Haddox agreed with Councilman Bond's concern that the municipal court personnel do not need the additional infor- mation from individuals paying fines. Councilman Boughton asked if the fines are listed on the citations. Ms. Choate replied negatively. Capt. Kennedy stated that a hand-out sheet listing the fines is given by the police officer to the individual when a ticket is issued. Councilman Haddox and Mayor Ringer both agreed that the fines should be printed on the back of the tickets to facilitate pay- ment by mail. Councilman Jones noted that listing the fees will also save the court clerk's time from answering the phone to reply to the individual questions. Councilman Bond asked if the arrest is made using handcuffs. Mr. Ed Feldman, Interim Police Chief, responded that there is a policy, yet there is some discretion to be used by the police officer. Mike Hachtman asked when this procedure would become effective. Capt. Kennedy stated that this is only a recommendation and if approved by Council, the public will first be become well-in- formed by newspaper articles, notices, etc.; and, an effective date will be set. Councilman Haddox asked what costs are involved in removing a car from impoundment. Capt. Kennedy stated that many wrecker ser- vices charge $5.00 to $8.00 a day for storage. The cars will be kept in a fenced area at a wrecking yard. City Manager Cole stated that a contract could possibly be negotiated to insure fair towing charges and impoundment rates. Councilman Haddox asked the City Attorney if there would be an agreement with the wrecker service stating they will take proper care of the vehicle while impounded. City Attorney Locke replied that she would look further into this matter. City Manager Cole noted that this procedure is a change from the policy in the past and needs council direction. Mayor Ringer 06026 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, FEBRUARY 11, 1987 PAGE 7 stated that the council's concern is to enforce payment of the parking tickets and that, in general, the change has the approval of the council. Councilman Haddox stated his concern that the police department not handcuff persons for a parking violation unless the police officer feels endangerment of self. Councilman Tongco emphasized that a good mail-in system should be come ef- fective immediately. Agenda Item No. 6 - Discussion of bids for liability and property insurance coverages. Deputy Finance Director Glenn Schroeder presented a follow-up to the bids readvertized, which included public officials, police liability, physical damage, auto liability, and comprehensive property insurance. Mr. Schroeder reviewed the bid tabulation summary. The staff recommended the bid from Employers Insurance for public officials liability and police liability. The premimums are $17,059.00 for public officials liability, and $65,677.00 for the police liability. These liabilities have a $1 million limit. Mayor Ringer clarified that Employers Insurance would not write the police liability without writing the public officials lia- bility. Councilman Haddox agreed with the staff's recommenda- tion; he stated that he does not know of any other markets avail- able. Councilman Bond asked for justification of $30,000 coverage for physical damage liability. Mr. Schroeder replied that the majority of vehicles are self-insured; only thirty-three vehicles with individual costs between $75,000-$450,000 are included in this coverage. Councilman Bond asked if the larger vehicles have been sustained in a major accident. Mr. Schroeder replied that a $14,000-$15,000 claim was made on a ladder truck. Councilman Haddox stated that a garbage truck which catches on fire would be included under the physical damage. City Manager Cole stated that it is not uncommon for this to happen; he stated his agreement with the recommendation for physical auto damage coverage. Councilman Haddox inquired about the contractor's equipment. Mr. Schroeder replied that Firemen's Fund would write the con- tractor's equipment alone. Councilman Bond inquired about the uninsured motorists coverage. Mr. Haddox noted that most people 06027 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, FEBRUARY 11, 1987 PAGE 8 driving a city vehicle will be covered under workers' compensa- tion. Councilman Haddox pointed out that Foss, Cates, Hudson & Sims used the current 13% modifier. The Employers Insurance modifier will be adjusted by a year-end modifier, and the current modifier in 1986 was 13%. Agenda Item No. 7 - Consideration of options for regulating charitable solicitations. City Attorney Locke asked direction from council on writing an ordinance relating to charitable solicitations. She noted that in the latter part of last year, a business group proposed to council a draft based on ordinances from the City of Abilene and the City of San Antonio. The legal department found that these cities do not enforce this ordinance as written. Ms. Locke stated that the Attorney General's office has proposed an act regulating charitable solicitations. This legislation will re- quire that the group wishing to solicit must register with the Attorney General; a financial status report is required; and, a report is required relating to the portion of monies given to charity and to solicitation costs. The bill also requires con- sumer notification. Councilman Haddox mentioned that he does not see the city tryinq to enforce a lengthy ordinance, especially if the legislature will be considering this kind of proposal. Councilman Bond con- curred. Mr. Bond also asked Ms. Locke to contact the Texas Municipal League about its position on the new legislation. Mr. Haddox asked staff to contact the Better Business Bureau and ad- vise them that the Council is interested in the passing of the proposed legislative bill. Agenda Item No. 8 - Consideration of route location for College Hills Woodlands Sanitary Sewer Replacement. City Engineer David Pullen described the project. The project consists of replacement of sanitary sewer lines in the College Hills Woodlands Subdivision bounded by Gilchrist Avenue on the south, Munson Avenue on the east, and Ashburn Avenue on the west. He gave a synopsis of the activities which have taken place up-to-date. In October 1985, a close circuit television investigation was conducted in the lines, and, in some cases there were no lines. In November 1985, letters were sent to all property owners, asking permission to survey and detailing the 06028 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, FEBRUARY 11, 1987 PAGE 9 proposal. On May 8, 1986 staff asked for council direction. The staff began building the project in two contracts. A letter was sent to residents on May 16, 1986 explaining the status of the project. In November, the first meeting was set up with the neighborhood and half of the residents were present. The staff explained the options for constructing the project in the street or backyard. Mr. Pullen stated that many questions arose at this meeting. Another meeting was held on November 19, 1986; letters were sent to all the homeowners with explanations from the staff. As a result, a resident may complete the project himself or hire a contractor to complete the job. A written ballot was prepared with questions relating to: 1) Would the resident be willing to negotiate the cost of an easement, 2) Would the resident be wil- ling to give the easement for the construction of the sewer line in the backyard, 3) Would the resident not give the easement to the City, and 4) Would the resident prefer the sewer line con- structed in the street or backyard. He explained that 56 questionnaires were sent, 43 were returned. Staff's recommendation based on the sufficient cost of the pro- ject is to construct the project in the street. Mr. Pullen stated that the current sewer line was installed after the sub- division was developed. Councilman Tongco asked where it would be located in the street. Mr. Pullen replied that it will be located in the middle of the street. Councilman Bond agreed. Mayor Ringer noted that the vote of residents who are contiguous to exisiting backyard easement was 13-13. Councilman Bond asked if there is a consensus feeling by the property owners that there is a need for a new sewer system. Mr. Pullen replied negatively and stated that some residents feel there is not a problem. Councilman Haddox stated that he would like the staff to write a letter to the six residents who offered easements, to thank them for their willingness to grant the ease- ments at no cost to the city. Mr. Pullen pointed out that placing the sewer line in the streets will not totally relieve any damage done to the houses or prop- erty. The sewer lines will need to be relocated from the back and doing so may propose damage to the property owners' trees and shrubs. The potential loss of trees is the major reason many of the owners oppose the construction in the streets. 06029 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, FEBRUARY 11, 1987 PAGE 10 City Manager Cole stated that the property owners will incur a substantial expense for the lines to be moved from the back to the front. Mayor Ringer asked for the estimated difference in costs from locating the sewer in the back yards or in the street. Mr. Pullen replied that the estimated costs for locating the line in the backyard is $254,000, not including the purchase of the easement. The estimated costs for locating the line in the street is $342,000, including the service connection. The ser- vice connection from the backyard to the front is approximately $68,000, to be paid by the property owners. Ms. Dawn Cox came forward to state her concern about the City moving the lines from the backyard to the front yard. Mr. Pullen explained that the homeowners may have the option to do it them- selves or hire a contractor, that is, if they do not agree to have the City contract the job. Mr. Ash explained that the only equipment in the backyard will be that equipment necessary to make the connection. Ms. Cox stated that the street measured 20 feet and the easement in the back would measure 40 feet. Mr. Pullen explained that the first phase is 80% completed from Highway 30 to Gilchrist; the City acquired a 20 foot utility easement and an overlapping 40 foot construction easement. Mr. Ash stated that the location of the street has a 28 foot easement, and if the city acquires more than 28 feet, (a 40 feet construction easement), it allows more area for the city to work with to move equipment, dirt, etc. He further pointed out that if the city is working in the backyard, then they will need all the space covered by the construction easement. Councilman Bond asked if the construction easement would reduce to its original size. Mr. Pullen replied that after completion of the project, the easement would reduce to its permanent size. Mayor Ringer asked when the project would take place if construc- tion is started in the street. Mr. Pullen replied that the pro- ject may begin in June. Mayor Ringer asked if it would be com- pleted by fall. Mr. Pullen predicted completion by approximately the end of September. Councilman Bond stated his concern of the project being construc- ted during bad weather conditions and the homeowners leaving the cars and walking home, because they cannot cross the street. Mr. Pullen noted that the contractor will be told to provide as "'06030 CITY COUNCIL WORKSHOP MEETING WEDNESDAY, FEBRUARY 11, 1987 PAGE 11 much access as possible for the homeowners to their homes, in- stead of shutting down large portions of the street. Mr. Pullen noted that this project is funded from the Capital Im- provements Fund from a 1983 bond election. Councilman Bond asked about payment plans for the assessments against homeowners who will need to move their lines. Mr. Pullen replied there are pay- ment plans to allow financing for five years. Mayor Ringer stated that the Council may set an interest rate or a lien may be set against the property. The City Attorney stated that notice must be made after the bids and give the public a chance to re- spond. Councilman Tongco moved to approve the proposal for the street access. The motion was seconded by Councilman Jones, which was approved unanimously, 6-0. Agenda Item No. 9 - Adjourn. Councilman Jones moved to adjourn at 7:30 p.m. APP ROVE D: Larr~er ,~yor ATTEST: ~ian ~hes~,'cit¥ ~ecretar¥ 06031 GUEST REGISTER WORKSHOP MEETING WEDNESDAY, FEBRUARY 11, 1987 5:00 P.M. 16. 17. 18. 19. e 20. 21. e 22. 23. 24. 10. 25. 11. 26. 12. 27. 13. 28. 14. 29. 15. 30. , O06032