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HomeMy WebLinkAbout07/25/1966 - Regular Minutes - City CouncilMINUTES OF REGULAR MEETING July 25, 1966 Members present: Mayor Anderson; Councilmen Holt, Boyett, Rhodes, Adams, Rosprim, Cooley; City Manager Boswell; City Attorney Dillon; City Secretary Richardson. Visitors present: Mrs. M. L. Holland, Nancy Thompson, Marion K. Thompson, E. E. Burns, Dr. & Mrs. Charles Hall, John Denison. The minutes of the previous meetings of June 27 and July 14 were approved. Ordinance No. 466 on the Midwest Video Corporation franchise was tabled on its third reading at the request of Councilman Adams for the purpose of securing infor- mation as to the pledge of the corporation to add Channel 8. The mayor presented a tabulation of bids for street improvements and for gasoline, kerosene and diesel oil. On motion by Councilman Holt, seconded by Councilman Rosprim, the B -W Construction Co. was given the bid in the amount of $19,469.50 for street improvements on the basis that it was the lowest amount. Motion carried. On motion by Councilman Cooley, seconded by Councilman Adams, the Sinclair Oil Co. was given the bid for gasoline, kerosene, and diesel oil in the amount of $4,054.00, said bid being the lowest of eight bids received. On motion by Councilman Holt, seconded by Councilman Adams, Ordinance No. 475, an ordinance determining to assess a part of the cost of improving portions of Winding Road and Orr Street and providing for notice of public hearing was passed and approved. Mayor Anderson presented to the council for its consideration the following policies: Council Meeting Procedures, Vehicle Replacement Schedule, and Leave for City Employees. On motion by Councilman Holt, seconded by Councilman Rosprim, the council adopted the proposed policies, following an amendment to the policy concerning Leave for City Employees. Motion carried. A copy of each of the adopted policies is attached to these minutes. Dr. E. E. Burns submitted to the council a recommendation of the Planning and Zoning Commission involving the extension at this time of Park Place Street from Glade Street to Anderson Street, then eventually in the future on to Highway 6; the future extension of County Road to Highway 6; the future extension of Haines Drive to Highway 6; the present construction of Anderson Street from near Jersey Street South to Park Place Street and eventually extending southerly to connect with future developments. On motion by Councilman Holt, seconded by Councilman Cooley, the proposed plan was adopted with the understanding that as the area developed, the necessary changes, as the situation dictated, would be made. On motion by Councilman Rhodes, seconded by Councilman Holt, the city manager was authorized to proceed with the necessary arrangements to obtain, at a reasonable cost, a 50' right-of-way on the Holick and Meyer properties for the extension of Park Place Street from Glade to Anderson. Motion carried. ® �I Minutes of Regular Meeting July 25, 1966 Page 2 On motion by Councilman Holt, seconded by Councilman Rosprim, Ordinance No. 476, an ordinance vacating certain streets and alleys in the South Knoll Addition was passed and approved. City Manager Boswell reported on the progress of the Cooner Street improve- ments which are nearing completion. The mayor related to the council the deficiencies of the existing animal Ordinance No. 356. With the concurrance of the council the mayor requested the city attorney to prepare a new ordinance to overcome deficiencies now existing. Mr. Boswell reported on the present status of plans and specifications being developed by Homer Hunter Associates, reporting that the representatives would commence work on final plans in early August. The city manager reported that the estimated cost for street improvements at the East Gate business district was $6,000.00. On motion by Councilman Holt, seconded by Councilman Rhodes,the city manager was requested to contact the people involved to ascertain their willingness to pay 50% of the cost, on a matching basis with the city paying the remaining balance. John Denison presented to the council bids he had received for demand meters. On motion by Councilman Rhodes, seconded by Councilman Holt, the council accepted the bid of used meters from the Texas Meter and Device Service of Waco and authorized the city manager to proceed with their purchase. Motion passed. Denison expressed an opinion that the city may be in a position to place the new rate into effect December 1, with the November billing. Denison recommended that the penalty for delayed payment be 5% but not to exceed $5.00 after due date. The city engineer presented to the council the problem of drainage on Inlow and Nagle .Streets near the property of Dr. Charles Hall. The council requested the city manager to check with the city of Bryan relative to sharing costs of enlarging the drainage structures. The council pledged action toward the solution of the drainage problem. Mrs. M. L. Holland spoke to the council relative to improvement of conditions on Live Oak Street. The council requested the city manager to see what could be done to correct the situations cited. The city manager presented to the council a statement prepared by the city attorney relative to the matter of securing interest on monies deposited in the bank. It reflected that no interest could be obtained on demand deposits. The city manager was requested to check into the matter of what, if any, funds could be placed on time deposits for a short duration. Meeting was adjourned subject to call. PROVED:% AMXV Mayor ATTEST: 4 City Secretary a �_ COUNCIL POLICY MEMORANDUM NO. 1 SUBJECT: COUNCIL MEETINGS, PROCEDURES 1. Effective immediately following the adoption of this policy by the city council, the following rules, and order of business, will be adhered to. They shall remain in effect unless otherwise changed by the city council. Such action is in keeping with Section 33, Page 15 of the Charter of the City of College Station which states that the council shall determine its own rules and order of business. a. Parliamentary Procedure_ In regular and special meetings, Roberts' Rules of Order will be followed. b. Meetings Three types of meetings are recognized: (1) Regular Meetings will be held on the fourth Monday night of each month. Such will be held at the city hall, commencing at 7:00 P.M. (2) Special Meetings are subject to call by the mayor, city manager or any councilman, subject to majority will. Except in unusual circumstances these meetings will be held at the city hall, at a stated time. Purpose of such meetings is to act upon matters of an emergency nature which should not be delayed until a regular meeting. Minutes of such meetings will be maintained as of regular meet- ings. Majority will will be determined by a canvass of all members of the council by telephone or by letter, with a majority of council members expressing themselves as willing to attend the meeting if called. (3) Informal Meetings are subject to call by the mayor, city manager or any councilman at the majority will. The time, place and purpose will be stated in each instance. The purpose of such meetings shall be to discuss in depth or explore matters of interest to the city, such as a meeting with Bryan City Commis- sion to discuss mutual problems, a meeting with one of the city's appointed committees, or the council alone may wish to explore a matter in greater detail. No official council action will be taken at such meetings. c. Agenda The following stipulations relate to the agenda for meetings of the council: (1) All council members will submit agenda items so as to reach the mayor's office at city hall by noon Wednesday, the week before its regular meeting on Monday. The mayor, working in conjunction with the city manager will exercise their best judgment in determining the most important items received for placing on the agenda and add other items of business to come before the council. No item not appearing on the agenda will be taken up for discussion as a matter of council business during a regular meeting unless it is of an emergency nature and comes to the city's attention too late to appear on the agenda, and only then through an expression of a majority will of the council members present. (2) The agenda for all regular meetings will be made up and mailed to all council members, city secretary, and city attorney on the Thursday following the Wednesday on which date the agenda items are due. This should afford ample time for all councilmen to inquire into the nature of each matter to be discussed or to personally investigat(- tho. mal -ter on the voilnd ro ns to 'better inform himself br)forn a noiarwil. meeting. 00.932 (3) The city manager will assume responsibility for mailing agenda on the due date mentioned and shall accompany it with a statement of explanation for each agenda item so as to better acquaint all concerned with the facts of the matter. (4) The city manager will also assume responsibility for issuance to newspapers and radio, and television stations a copy of the agenda (only) advising them that the regular meeting will be held on the following Monday night. It is the expressed wish of the council that a notice of council meetings appear in the news media at least the day before its meeting. (5) As it relates to special meetings, the council will restrict consideration only to the item or items on the agenda unless by a majority will other items of importance need to be brought up that cannot wait until the next regular meeting. The city manager will follow the same procedure as above in advising the parties concerned. This equally applies to the press. No matter will be accepted by the chair for discussion at a special meeting unless it be of an emergency nature that cannot wait until a regular meeting. (6) Informal meetings will be held without the public being invited. Their purpose is to explore or discuss problems without taking specific action. There will be no specific agenda. The general public can, of course, attend such meetings if they wish, but they may not participate in the proceedings unless invited to do so. (7) At the close of each regular meeting the city manager will pre- sent to the council a short report on general progress of city matters or other matters of interest that may have arisen since the last regular meeting. d. Council Proceedings (1) All citizens attending any regular or special council meetings will be asked to sign the roster provided. Their names will be added to the minutes of said meeting by the city secretary as a matter of record. (2) To maintain decorum the mayor, at any regular meeting, will ask the citizens present if they wish to speak for or against any item on the agenda. If so, they will be given an opportunity to do so at the proper time, when recog- nized by the chair. (3) Citizens who wish to bring up a matter not on the agenda at a regular meeting may do so, but only when the council agenda is disposed of. (4) Council members will refrain from taking part in any council discussion of a matter from which they stand to gain personally or materially. Nor will they vote on the issue. Approved by city council July 25, 1966. 933 COUNCIL POLICY MEMORANDUM NO. 2 SUBJECT: VEHICLE REPLACEMENT SCHEDULE 1. To facilitate budget preparations and as a general guide to vehicle replacement by the city of College Station the following policy is established by the city council. It shall remain in effect unless otherwise revised by the council: a. Passenger Vehicles (1) All passenger vehicles operated by the city shall be replaced when the mileage approximates 70,000 miles; or, at a period of 4 years, whether or not said mileage has been obtained. This has particular reference to cars driven by the city manager and police officers. (2) Should operational costs on the vehicle increase to the extent where it is apparent that the maintenance investment is not fiscally sound, serious consideration should be given by the city manager to its replacement even though it does not meet the above requirements in terms of mileage or age. Such replacement will be made upon recommendation to and approval by the city council. (3) A passenger vehicle to be replaced will be sold within two months following receipt of the vehicle to replace it unless otherwise authorized by council. Such sale shall be on a competitive bid, sealed, basis through news- paper advertisements. No sale will be consumated on a trade-in basis. (4) A new passenger vehicle will be purchased on a sealed bid basis with the award going to the lowest bidder adhering to the minimum specifications cited in the bid form. Any exception must be approved by the city council prior to the award. (5) A vehicle purchased for the police department should have the type of motor and speed necessary for the nature of work of this department. (6) Any vehicle purchased primarily for use by the city manager will include factory air conditioning. (7) All passenger vehicles will have the insignia of the city placed on the front doors of such within ten days after their purchase. b. Pick-ups and Trucks (1) Such vehicles will be kept for a period of six years with a new or rebuilt engine being placed in units, if need be, to keep them in good operable condition. Whether a truck or tractor will be replaced at the end of the six year period will be contingent upon the condition of the vehicle at that time. (2) Should, however, the maintenance cost on such vehicle, at any period, become excessive, steps should be taken by the city manager to replace it. (3) Purchase of a new vehicle would be in keeping with procedure cited for passenger vehicles. The same procedure equally applies to sale of an old vehicle. the car doors. (4) All pick-ups and trucks will carry the insignia of the city on 008934 1 ', c. Tractors and other Equipment (1) The service life of such vehicles is variable depending upon type and usage, and ranges from ld years up: (2) Such equipment will be maintained in the best possible condition through maintenance, and should be disposed of, and new equipment purchased when operational costs become excessive. Approved by city council July 25, 1966. COUNCIL POLICY MEMORANDUM NO. 3 SUBJECT: LEAVE FOR CITY EMPLOYEES 1. The following represents council policy with respect to leave for employees of the city of College Station: a. Salaried Employees (1) Annual Leave (a) Each employee is entitled to 11 days of vacation annually, provided their service extends beyond twelve months. It is computed at the rate of 11/12ths of a day for each month of service beyond the period indicated. (b) Employees will be expected to take the annual leave to which they are entitled during the fiscal year in which it accrues. No leave may be carried over into the next year. (c) Employees who become separated from the city will be entitled to financial remuneration to the extent of accumulated leave. (d) The period during which the leave will be taken by a city employee will be at the option of and with the approval of the city manager. (2) Sick Leave (a) A maximum of 10 days of sick leave may be granted annually to employees. (b) Such leave will be granted at the option of and with the approval of the city manager. (c) Sick leave may be granted in unusual circumstances beyond this period, upon recommendation by -the city manager and approval of the city council. (d) Sick leave may not be accumulated. (3) Military Leave (a) Military leave may be granted to employees who are members of a reserve unit for a maximum period of 15 days, with pay. Such leave will not be counted against annual leave. (4) Holiday Leave (a) All employees will be entitled to holiday leave for Christmas, Thanksgiving, New Year's Day, Fourth of July, and Labor Day. Such leave will be one day in each instance. If the holiday falls on a Sunday, Monday will be taken in lieu of such. (5) Jury Leave (a) Employees that may be called for jury service will receive up to 52 days of leave with pay for each period of jury service. For continuous jury service beyond this period the employee will be tempo- rarily removed from the city payroll, or must take his vacation leave in lieu of such. If an employee is called to serve on a federal jury, and leave extends beyond 52 days, extension of leave may be granted to the individual upon the approval of the council. (6) Pregnancy Leave (a) Employees who become pregnant will be required to terminate their employment with the city three months prior to the birth of the child. (b) They may make re-application for a position and their acceptance for re-employment will be at the discretion of the city manager. (7) Compensatory Leave (a) No compensatory time will be granted salaried employees of the city who, by the nature of their duties, are required on occasion to work beyond the normal period. (b) However, when an employee is required to expend time on the job during an emergency, requiring long hours, the city manager is authorized to give compensatory time the following day. b. Hourly Employees (1) Hourly employees of the city who are on a full-time basis will be entitled to the same leave privileges as full-time employees after a period of service of one year. (2) Hourly employees who are employed sporadically by the city as need dictates will not be entitled to leave in any form. (3) Should it be necessary for an employee on a full time basis to work during such holidays, as may be deemed necessary by the city manager, such employee will be paid double-time for such services. Approved by city council July 25, 1966. 337 d