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1982-04-23 CC MinutesCITY OF FARMERS BRANCH CITY COUNCIL MINUTES OF AN EMERGENCY MEETING FARMERS BRANCH CITY HALL 13000 WM. DODSON PARKWAY APRIL 23, 1982 1 n L~ The following members of the City Council were present: Mayor John Dodd Mayor Pro Tem Carol Dingman Councilmen: Dave Blair Herb Weidinger Bill Glancy Member of the City Council absent was: Councilman Fred Johnson The following members of the City City Manager Marketing Director Park & Recreation Director Public Works Director Police"Chief Principal Planner Recording Secretary Administration were present: Paul M. West Charlie McIlvain John Burke Earl Deland Roger Robbins Doug Creer Ruth Ann Parish Mayor Dodd declared an emergency to call a meeting of the City Council to consider a Surtran stop in Farmers Branch. The meeting was called to order at 12:00 noon on April 23, 1982. Hotel Managers attending the meeting were: Jack Collins of the Summit Hotel Chuck Wade of the Hilton-LBJ Hotel Joe DePalma of the Centre Plaza Hotel Mr. Jack Collins gave an up-to-date status report of the possibility of having a Surtran stop in Farmers Branch. The hotels had expressed to Surtran the need for the service and Surtran offered to provide the service. Surtran set the deadline of May 1 for a response from the hotels and/or the city for a location for a temporary (6 months trial basis) terminal. Mr. Collins stated it was unagreeable to have the terminal at any one of the hotels and they came to the city and asked for help in finding a suitable location. Mr. Collins stated that one possibility was the Police Station. Director of Public Works Earl Deland presented a report from the Staff in looking at the Police Station for the location. Mr. Deland explained that several modifications would have to be made to accommodate the service there. Such modifications included additional parking areas, signage, building alterations to provide seating area, phone facilities, a bulletin board, etc. Vol. 36, Page 25. There was discussion of the Police Station not being a suitable location. It was brought out that Surtran requirements in a place required facilities of restrooms, seating area, telephone access and easy access to the location. The hotel managers commented they could provide the services such as phones, furniture, utilities and the cleaning of the building. 1 Members of the Council discussed location possibilities such as in the shopping centers at Valley View and Josey Lane; and, of the city providing the utilities; and of the city possibly setting up a tourist information center which could be funded from the Hotel/Motel Occupancy Tax. After more discussion, a motion by Councilman Weidinger, a second by Councilman Glancy, all voting "aye", authorized the City Manager to investigate suitable space for a Surtran station location and to negotiate a lease at a reasonable price, with the City paying some portion of the expense involved in the lease and utilities. ADJOURNMENT. A motion by Councilman Weidinger, a second by Councilman Blair, all voting "aye", adjourned the meeting of April 23, 1982 at Vol. 37, Page 26. CITY OF FARMERS BRANCH CITY COUNCIL MINUTES OF AN EMERGENCY MEETING FARMERS BRANCH CITY HALL 13000 WM. DODSON PARKWAY April 28, 1982 The following members of the City Council were present: Mayor John Dodd Mayor Pro Tem Carol Dingman Councilmen: Dave Blair Fred Johnson Herb Weidinger Member of the City Council absent was: Councilman Bill Glancy The following members of the City Administration present were: City Manager Paul M. West City Attorney John Boyle City Secretary- J. W. Wade Marketing Director Charlie Mcllvain Recording Secretary Ruth Ann Parish Other interested parties present were: Jack Collins, manager of the Summit Hotel Joe DePalma, manager of the Centre Plaza Hotel Chuck Wade, manager of the Hilton-LBJ Hotel Bill Brown, with City of Dallas working with Surtran Committee L. G. Fuller, Operations Manager of Surtran t Mayor Dodd declared an emergency to call a meeting of the City Council to consider a Surtran stop in Farmers Branch. The meeting was called to order at 12:00 noon on April 28, 1982. Mayor Dodd reviewed the motion of the first meeting to consider a Surtran stop. The motion authorized the City Manager to investigate suitable space for a Surtran station location and to negotiate a lease at a reasonable price,- with the city paying some portion of the expense involved in the lease and utilities. City Manager Paul West told of the staff's investigation of possible sites for the facility and asked Marketing Director Charlie McIlvain to present the findings. Mr..McIlvain named locations along L.B.J. Freeway that had been investigated. Locations agreeable and available are: in Penguin Plaza at I.H.35 and Valley View, the Auto Parts Store on Valley View Lane across from William Dodson Parkway. Other possibilities are the McKee Real Estate Building on Valley View, the Austin Shoe Store in the Farmers Branch Shopping Center, the Penney Power Building on Josey Lane just north of Valley View, and in the Vol. 37, Page 27. Optical Clinic on L.B.J. Freeway. Mr. McIlvain explained the advantages and disadvantages of each site. Mayor Dodd asked for comments from the Surtran representatives. Mr. Bill Brown and Mr. L. G. Fuller commented on some of the sites mentioned. They spoke favorable of the Penny Power Building and the Penguin Plaza locations. The Auto Parts Store would require some modification in a drive thru and would take more time to go thru Farmers Branch if at this location. The Penny Power building was suitable but the owner requests a 42 month lease. Mayor Dodd asked for comments from the hotel managers. Mr. Collins stated he was agreeable to any of the sites. Mr. Wade commented that it would be easier for his hotel to use the Coit Road facility rather than come thru the traffic to the west end of town. Mr. Wade stated that the Austin Shoe Store location would be better for him than the Penguin Plaza location. Mr. DePalma commented to the willingness of participating where ever located. He did state that the Penny Power location probably would be the most suited. Further discussion related to possibly considering a permanent location, parking facilities that would be required and with regard to the hotels permitting citizens parking and the hotel vans transporting citizens to the stop. Mr. Fuller commented on the importance of proper circulation at the selected location because only 10 minutes would be allowed for the stop. He also commented that the charge for a one-way trip would be approximately $6.00 and $10.00 for a round trip. After further discussion of the Austin Shoe Store location, Mr. Fuller, Mr. Brown and Mr. McIlvain left to go view the site once again. After returning they reported the site could be a workable location. Further discussion related to the need for agreement concerning responsibilities of security, telephones, cleanup, utilities and staffing the facility. Mr. Collins stated the Summit could provide security service three hours a day or 30 hours a month. It was discussed that the hotels could provide the security, telephones and cleanup and the city provide the lease and the utilities. Mayor Dodd suggested the cost of the facility be split with each, the three hotels and the city, paying 25%. There followed discussion of the expenses being paid out of the Hotel/Motel Occupancy Tax. Vol. 37, Page 28. Mr. Wade and Mr. Mcllvain left to contact the Optical Clinic building owners to investigate further the possibility of locating the station in their building. After returning, they reported that Optical Clinic was not interested in having the stop at their building. City Manager Paul West stated that if the city could lease the Penny Power Building, the Marketing Department could be moved to that location which would take up 40 hours a week of someone being in the building. Councilmembers responded favorably for further investigation. A motion by Councilman Weidinger, a second by Councilman Blair, all voting "aye", authorized the City Manager to execute a lease agreement with owners of the Penny Power Building that incorporates a 6 months lease, with option of a 42 months lease and option to purchase the property, and, with lease instrument being subject to the approval of the City Attorney. And that a second alternative location being the Austin Shoe Store location. And further requested the hotel managers to direct a letter to the city informing of what they will do to help provide this service at this location. ADJOURNMENT. A motion Councilman Johnson, a second by Councilman Weidinger, a voting "aye", adjourned the meeting at 2:25 P.M.. A r J ecretary Vol. 37, Page 29.