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1983-02-21 CC Minutes~I CITY OF FARMERS BRANCH CITY COUNCIL MINUTES OF A REGULAR MEETING FEBRUARY 21, 1983 7:30 P.M. COUNCIL CHAMBER POLICE BUILDING The following members of the City Council were present: Mayor Mayor Pro Tem Council Members John Dodd Carol Dingman David Blair Fred Johnson Bill Glancy Herb Weidinger The following members of the City Administration were present: City Manager City Secretary City Attorney Recording Secretary Paul M. West J. W. Wade John Boyle Ruth Ann Parish Mayor Dodd called the City Council meeting of February 21, 1983 to order at 7:30 P.M. The meeting was televised. AGENDA ITEM NO. A.1-INVOCATION. Student Director Stacy Lee Smith introduced the R. L. Turner High School Symbany Choir and gave the invocation through song. AGENDA ITEM NO. A.2-PRESENTATION OF SERVICE AWARDS. Mayor Dodd presented a 5 Year Service Award to Al Black of the Community Services Department. Mayor Dodd presented a 5 Year Service Award to Charles Bitsche of the Parks Division. AGENDA ITEM NO. A.3-MAYOR'S AWARD. Mayor Dodd presented Stacy Lee Smith an award for representing Farmers Branch in the Texas Junior Miss Program and, through her academic abi- lities, winning a scholarship. Vol. 38, Page 136. AGENDA ITEM NO. A.4-CONSIDER PROCLAIMING MARCH 12-20 AS CLEAN UP CAMPAIGN WEEK IN FARMERS BRANCH. Mayor Dodd opened the discussion by giving the following information from an Administrative memo. The City of Farmers Branch in conjunc- tion with the R. L. Turner High School, will sponsor Clean Up Week for the City of Farmers Branch March 12-20. Saturday, March 12, will include a parade and a flea market. Students from R. L. Turner High School will be donating time to the City in various projects with citizens sponsoring them for an amount of money for each hour worked. This community project will allow students to serve the City and also to raise funds for their choral department's annual tour. A slide presentation of last year's choir clean-up program was given and Mayor Dodd introduced Vernon Smith, President of the Choir Booster Club. Mr. Smith then introduced Stacy Smith, with the R. L. Turner High School Choir. Ms. Smith thanked the City Council for their sup- port in the past year and introduced officers of the choir. Councilman Weidinger made a motion to adopt a Proclamation declaring March 12-20 as Spring Clean Up Week in Farmers Branch. Councilman Glancy seconded the motion with all members voting "aye". The motion carried unanimously. AGENDA ITEM NO. A.3-PRESENTATION OF BOARD APPLICATIONS. Mayor Dodd announced the "Forward Farmers Branch Citizen Committee" program and introduced Sam Frenkil, Chairman of "Forward Farmers Branch". Mr. Frenkil stated that he appreciated the introduction and wanted to affirm his support of the program expressed in the draft documents for the long term goals for the city. Mayor Dodd explained that this item is placed on the agenda to give citizens an opportunity to present applications to the Council for serving on any of the various advisory boards. No one was present to present a board application to the Council. Councilman Weidinger stated that he had met with a Dart (Dallas Area Rapid Transit) representative and that a public hearing would be held March 1 at 7:00 p.m. at the Carrollton-Farmers Branch School District Administration Office. He urged citizens to attend the meeting and vote August 13 on the transportation issues. AGENDA ITEM NO. B.1-CONSENT ITEMS. Mayor Dodd explained that under the title of consent items are items that are to be considered and action taken that may not need discussion individually. Any member of the Council or member of the Vol. 38, Page 137. audience may request to withdraw any item from the consent items and place the item before the Council for full discussion. The concept for the consent items is being established in order to speed up discussion for those items that need more time for discussion. Councilwoman Dingman made a motion, Councilman Blair seconding, all voting "aye", that the following consent items be approved with Item B.1.e being withdrawn as a Consent Item and being discussed after Item D.11. a. Approved the minutes of the February 7, 1983 regular meeting. b. Approved the request by Bible Fellowship, Inc. for Final Plat approval of Lot 1-R, Block A, J. H. Longmire's Addition located on the southwest corner of Havenhurst Drive and Goodland Street. C. Approved the request by Vantage Properties for Final Plat approval of Valwood Crossing located approximately two hundred fifty feet (250') west of IH35E on the north side of Valwood Parkway. d. Approved the request by Martin L. Litwin for Final Plat approval of the M.L.L. Addition located on the south side of Valwood Parkway, the south side of Spring Valley Road and in between Josey Lane and Denton Drive. f. Authorized the advertisement for bids for renovation of Don Showman Pool Filter System. g. Authorized the advertisement for bids for 12" pipe and pipe fittings for the Water Main Replacement Program AGENDA ITEM NO. C.1-PRESENTATION OF PROPOSAL TO CITY COUNCIL FOR A SENIOR CITIZEN'S CENTER. Mayor Dodd opened the discussion by stating that this item had been placed on the agenda at the request of Mrs. Alice Ellett of the American Association of Retired Persons. Mayor Dodd recognized Mrs. Alice Ellett. Mrs. Ellett presented a request for a senior citizen's center from the American Association of Retired Persons. Mayor Dodd recognized Mr. Dan Dennis. Mr. Dennis described the loca- tion of the property at Dennis and Valwood, the building on the pro- perty and the amount of money involved to purchase the property. The building is known as the Church of the Nazarene at 2773 Valwood Pkwy. 2.5 acres are involved in the request. Vol. 38, Page 138. After discussion concerning exclusive use of the property by senior citizens and the overcrowded conditions of the recreation facilities, Councilwoman Dingman made a motion to instruct the City Staff to investigate the physical soundness of the building and its feasibility as a senior citizen center. Councilman Weidinger seconded the motion. Councilwoman Dingman asked to amend the motion by directing the City Attorney to see if Hotel/Motel Tax funds could be used in the purchase or renovation of the building on Valwood Parkway for a senior citizen center and to bring the item back March 14, 1983• Councilman Weidinger accepted the amendment with all members voting "aye". The motion carried unanimously. AGENDA ITEM NO. C.2-CONSIDER REQUEST TO PARTICIPATE IN GUARANTY FOR DOOR TO DOOR SERVICE BY SURTRAN TO THE HOTELS AND TAKE APPROPRIATE ACTION. Mayor Dodd opened the discussion by giving the following information from an Administrative memo. As of January 31, 1983, the Centre Plaza-Holiday Inn, the Summit Hotel, the Hilton-LBJ Hotel are under contract with Surtran for door-to-door service. Under this new contract, the hotels have had to commit to 1,659 passengers or $9,954.00 in revenue per month to Surtran. The hotels are requesting that the City of Farmers Branch use the hotel tax revenues to assist the hotels in the subsidy of Surtran not to exceed $6,000 per month using the following revenue formula: January - March 60% from City 40% from the hotels April - June 50% from City 50% from the hotels July - September 40% from City 60% from the hotels The City Staff recommends that the City Council approve the expen- diture of funds not to exceed $6,000 per month for subsidizing the Surtran operation. Mayor Dodd recognized Mr. David Simmons, representing Centre Plaza. Mr. Simmons presented a request for the City's assistance in sub- sidizing the Surtran service. Mr. Simmons stated that Mr. Chuck Wade with the Hilton and Mr. Doug Lane with the Summit were also present. There was discussion of the hotels providing parking for the users of Surtran. After pointing out that the local hotels/motels generated the hotel/motel tax funds, Councilman Johnson made a motion to approve the expenditure of funds not to exceed $6,000 per month for subsidizing the Surtran operation and to authorize the City Manager and City Attorney to execute an agreement to that effect. Councilman Weidinger seconded the motion and asked to add the amendment that the Vol. 38, Page 139. hotels/motels provide adequate parking. Councilman Johnson accepted the amendment with all members voting "aye". The motion carried unanimously. AGENDA ITEM NO. C.3-CONSIDER REQUEST FOR SITE PLAN APPROVAL AND TAKE PROPERTY LOCATED ALONG THE EAST SIDE OF INWUUD HUAD 1iETWL'BA ALYriA AURD AND SPRING VALLEY ROAD IN THE PD-41 ZONING DISTRICT. Mayor Dodd opened the discussion by giving the following information from an Administrative memo. Beltway Development Co. is requesting site plan approval of a three (3) phase development that includes four (4) seven story office buildings; one (1) three story office building and two (2) five level parking structures, for the property located along the east side of Inwood Road between Alpha Road and Spring Valley Road in the PD-41 zoning district. Site plan approval is required before building permits may be issued. The Planning and Zoning Commission recommends to the City Council that the request be approved with the following conditions: 1. That site plan (detailed development plan) approval is for Phase 1 only. Phases 2 and 3 are considered conceptual development plan approval only. 2. A detailed landscape and irrigation plan be brought back before the Planning and Zoning Commission and the City Council for approval prior to building permits being issued. 3. Covenants and restrictions be brought back before the Planning and Zoning Commission and the City Council for approval, prior to permits being issued. 4. The parking standards for Phases 2 and 3 be brought back before the Planning and Zoning Commission and the City Council for approval as part of detailed site plan approval for Phases 2 and 3. Mayor Dodd recognized Mr. Daryl Snadon, representing Beltway Development Co. Mr. Snadon stated that Beltway Development Co. wanted final site plan approval for the entire site and would like approval for a street cut to finalize toll road plans. He also stated that Beltway Development Co. was asking for zoning to allow a drive-in bank in Phase III. Mayor Dodd recognized the Director of Community Services, Tom Scales. Mr. Scales stated that the City Staff had no objections to approving the entire site plan with the Planning and Zoning Commission con- ditions 2, 3 and 4. Vol. 38, Page 140. Mayor Dodd stated that he would entertain a motion for site plan approval for Phase I, II and III with the Planning and Zoning Commission recommendation including conditions 2, 3 and 4. Mayor Dodd recognized Mr. Norman Sheldon, with Clark-Walters Co. Mr. Sheldon stated that his company had acquired 4000 sq. ft. of right-of- way from Beltway Development Co. and would like the site plan approved so that they could begin construction. Councilman Weidinger made a motion to approve the detailed development site plan and Planning and Zoning Commission conditions 2, 3 and 4. Councilman Glancy seconded the motion with all members voting "aye". The motion carried. The motion carried unanimously. MAYOR DODD WITH THE CONSENSUS OF THE CITY COUNCIL ANNOUNCED THAT ITEMS C.4, C.5, C. AND C.7 WOULD BE CONSIDERED AT THE SAME TIME. AGENDA ITEM NO. C.4-CONSIDER REQUEST FOR CONCEPTUAL DEVELOPMENT PLAN APPROVAL AND TAKE APPROPRIATE ACTION. REQUESTED BY THE CLARK-WALTERS CO. FOR THE PROPERTY LOCATED ALONG THE WEST SIDE OF DALLAS PARKWAY BETWEEN SPRING VALLEY ROAD AND ALPHA ROAD IN THE PD-42 ZONING DISTRICT. AGENDA ITEM NO. C.6-PUBLIC HEARING: CONSIDER REQUEST TO AMEND THE CITY'S ZONING ORDINANCE BY GRANTING A SPECIFIC USE PERMIT FOR A DDTITAft1Ti, UVAT_mu OT_TTT2 ANTI MAV"M ADDDnDDTAmV ArmTnnT PVnTTRRTRn RV nT.APV- WALTERS FOR THE PROPERTY LOCATED WEST OF DALLAS PARKWAY BETWEEN ALPHA AND SPRING VALLEY ROAD IN THE PD-42 ZONING DISTRICT. AGENDA ITEM NO. C.7-PUBLIC HEARING: CONSIDER REQUEST TO AMEND THE CITY'S ZONING ORDINANCE BY GRANTING A SPECIFIC USE PERMIT FOR A PRIVATE CLUB AND TAKE APPROPRIATE ACTION. REQUESTED BY CLARK-WALTERS FOR THE PROPERTY LOCATED ALONG THE WEST SIDE OF DALLAS PARKWAY BETWEEN SPRING VALLEY ROAD AND ALPHA ROAD IN THE PD-42 ZONING DISTRICT. Mayor Dodd opened the discussion by giving the following information from an Administrative memo. The Clark-Walters Co. is requesting con- ceptual development plan approval of a three (3) phase project that indicates the proposed construction of one (1) three story athletic facility, two (2) thirteen story office buildings, one (1) thirteen story office or hotel building and two (2) parking structures. Conceptual plan approval is required by Ordinance No. 1422 which establishes the development standards for this property. The Planning Vol. 38, Page 141. DALLAS PARKWAY BETWEEN SPRING VALLEY ROAD AND ALPHA ROAD IN THE PD-42 ZONING DISTRICT. and Zoning Commission recommends to the City Council that the concep- tual development plan be approved as submitted. The Clark-Walters Co. is requesting site plan (detailed development plan) approval of an athletic facility in Phase I, of the Farmers Branch Center project located along the west side of Dallas Parkway between Spring Valley Road and Alpha Road in the PD-42 zoning district. Site plan (detailed development plan) approval is required before a building permit can be issued. The Planning and Zoning Commission recommends that the request be approved with the following conditions: 1. The proposed project sign be removed from the site plan. 2. A detailed landscape and irrigation plan be brought back before the Planning and Zoning Commission and City Council for approval prior to a Certificate of Occupancy being issued. The Clark-Walters Co. is requesting the specific use permit for a pri- vate health club containing recreation, restaurant and parking uses. Ordinance No. 1422 of the City's Zoning Ordinance requires a specific use permit for a private health club in PD-42 zoning district. The Planning and Zoning Commission recommends that the request for a spe- cific use permit be approved as submitted. The Clark-Walters Co. is requesting a specific use permit for a pri- vate club for the property located along the west side of Dallas Parkway between Spring Valley Road and Alpha Road. Ordinance No. 1422 of the City's Zoning Ordinance requires a specific use permit to operate a private club in the PD-42 zoning district. The private club will be located within the restaurant servicing the private health club. The Planning and Zoning Commission recommends that the request for a specific use permit be approved as submitted. Mayor Dodd opened the public hearing. Mayor Dodd recognized Mr. Norman Sheldon, representing Clark-Walters Co. Mr. Sheldon stated that the Clark-Walters Co. would give a brief presentation to the City Council beginning with a description of the plans by Mr. Tom Clark. Mr. Sheldon then introduced Mr. Steve Berlin, Staff Architect for Clark-Walters Co., who gave a description of the design of the athletic facility, and Ms. Carol Ann Buldarsak, who gave a description of the interior design. Mr. Sheldon next introduced Mr. John Scogg, with the International Athletic Club, who gave a descrip- tion of the equipment used and the types of exercise programs that could be expected at the athletic facility, and Ms. Carol Walters, traffic engineer with DeShazo, Sterrick and Tung, who gave an impact traffic analysis. Vol. 38, Page 142. Mayor Dodd asked if anyone in the audience wished to speak in favor of or in opposition to public hearing Items C.6 and C.7. No one spoke. Councilman Johnson made a motion to close the public hearing. Councilman Weidinger seconded the motion with all members voting "aye". The public hearing was closed. There was discussion concerning the area where alcholic beverages would be sold (restaurant and bar, meeting rooms, swimming area and lounge) and the athletic and private club being separate memberships. Mayor Dodd recognized Mr. Kirk Williams, attorney for the Clark-Walters Co. Mr. Williams stated that the private club mem- bership requirements could be worked out with the City Council. There was further discussion concerning the membership number and how it would affect the traffic. ACTION ON ITEM NO. C.4• Councilman Johnson made a motion that the conceptual development plan be approved as submitted. Councilman Glancy seconded the motion with all members voting "aye". The motion carried unanimously. ACTION ON ITEM NO. C.5. After discussion, Councilwoman Dingman made a motion to approve the request for site plan with the following conditions: 1. The proposed project sign be removed from the site plan. 2. A detailed landscape and irrigation plan be brought back before the Planning and Zoning Commission and City Council for approval prior to a Certificate of Occupancy being issued. Councilman Glancy seconded the motion. Councilwoman Dingman asked to add the amendment to the motion to include the completion of the access road in Phase I. Councilman Glancy accepted the amendment with Councilmembers Dingman, Glancy, Johnson and Weidinger voting "aye" and Councilman Blair voting "nay". The motion carried by a 4 to 1 vote. ACTION ON ITEM NO. C.6. After discussion, Councilwoman Dingman made a motion to grant a speci- fic use permit for a private health club as submitted by adopting the following captioned Ordinance No. 1433: Vol. 38, Page 143. "An Ordinance Of The City Of Farmers Branch, Texas, Amending The Comprehensive Zoning Ordinance Of The City Of Farmers Branch, Texas, As Heretofore Amended So As To Grant A Specific Use Permit For A Private Health Club In The PD-42 Zoning District; Providing For Conditions Of Operation; Providing A Penalty Of Fine Not To Exceed The Sum Of Two Hundred Dollars ($200.00) For Each Offense; Providing A Severability Clause; Providing For Injunctive Relief; And Declaring An Emergency". Councilman Glancy seconded the motion Glancy and Weidinger voting "aye" and voting "nay". The motion carried by ACTION ON ITEM NO. C.7. with Councilmembers Dingman, Councilmembers Blair and Johnson a 3 to 2 vote. Councilman Johnson made a motion that the specific use permit for a private club be denied. Councilman Blair seconded the motion. Councilwoman Dingman stated that before making a decision on this item the Farmers Branch citizens should have their opinions represented. She stated that this request for a private club would be the first of many that the Council would hear from the east and west sides of the City and if the Council was going to hear these requests on a case-by- case basis guidelines would be necessary. Councilwoman Dingman stated that the guidelines were necessary so that developers would know what the City Council considers reasonable. She stated that the guidelines should exclude private clubs from residential areas and develop cri- teria as to where, if anywhere, and under what circumstances that the City of Farmers Branch would permit private clubs. Councilwoman Dingman suggested that the Planning and Zoning Commission recommend to the City Council these guidelines after holding public hearings. She also suggested that an active outreach program be initiated to get the citizens and developers to express their opinions. Councilwoman Dingman made a motion to table the consideration of this request for a private club. Councilman Weidinger seconded the motion with Councilmembers Dingman and Weidinger voting "aye" and Councilmembers Blair, Johnson and Glancy voting "nay". The motion failed by a 2 to 3 vote. Mayor Dodd recognized Mr. Norman Sheldon. Mr. Sheldon stated that a private club was necessary for the success of the restaurant within the private health club. The motion made by fic use permit for Councilman Blair, Blair, Dingman and "nay". Councilman Johnson to deny the request for a speci- a private club without predjudice, seconded by --arried by a 4 to 1 vote with Councilman Johnson, Weidinger voting "aye" and Councilman Glancy voting Vol. 38, Page 144. Councilwoman Dingman made the following motion: 1. Request the Planning and Zoning Commission to recommend to the City Council guidelines for a private club excluding the private club from a residential area, 2. Develop some criteria as to where, if anywhere, and under what circumstances the City of Farmers Branch would permit a private club, 3. Publicize through an active outreach program, including the city newsletter and cable TV, to encourage people to express their opinions, 4. Send the City's major developers a notice of the public hearings and their purpose. 5. And bring the item back to the City Council the second meeting in May. Councilman Weidinger seconded the motion with Councilmembers Dingman, Weidinger, Blair and Glancy voting "aye" and Councilman Johnson voting "nay". The motion carried by a 4 to 1 vote. MAYOR DODD ANNOUNCED A BRIEF RECESS. 1 AGENDA ITEM NO. D.1-CONSIDER AUTHORIZING THE MAILING OF LETTER TO Mayor Dodd opened the discussion by stating that this item had been placed on the agenda at the request of Councilman Blair, the City Council liaison to the Drainage Study Committee. Councilman Blair proposed mailing letters to the approximate 300 citi- zens that had responded to the Drainage Study questionnaire thanking these citizens for their participation. Councilman Blair made a motion to mail letters to the citizens that had responded to the Drainage Study questionnaire. Councilman Weidinger seconded the motion with all members voting "aye". The motion carried unanimously. AGENDA ITEM NO. D.2-CONSIDER MEETING DATES FOR MARCH AND TAKE APPROPRIATE ACTION. Mayor Dodd opened the discussion with the following information from an Administrative memo. A majority of the Council members will be attending the NLC-Congressional City Conference in Washington, D.C. during the time of the first regularly scheduled meeting in March. 1 Vol. 38, Page 145. Councilman Johnson made a motion to hold the City Council meetings in March on the 14th and the 21st. Councilman Blair seconded the motion with all members voting "aye". The motion carried unanimously. AGENDA ITEM NO. D.3-CONSIDER PROCEDURE FOR PROCESSING INITIATIVE AND REFERENDUM PETITIONS AND TAKE APPROPRIATE ACTION. Mayor Dodd opened the discussion by giving the following information from an Administrative memo. The proposed procedure for processing initiative and referendum as recommended follows the City Charter requirements. Upon receivin the procedure, the Council discussed that after Step 1 (c) a Step 1 d) be added to mean, "The City Attorney will submit a prompt written opinion to the City Council and then the City Council, acting as a whole, will decide whether to proceed". The City Attorney is to prepare proper wording. After discussion, Councilman Blair made a motion to adopt the proce- dure for processing initiative and referendum with the addition of Step 1 (d). Councilwoman Dingman seconded the motion with all members voting "aye". The motion carried unanimously. The procedure is attached for record. AGENDA ITEM NO. D.4-CONSIDER AWARDING THE BID FOR ELEVEN (11) 1983 MOTOR VEHICLES FOR POLICE DEPARTMENT USE. Mayor Dodd opened the discussion by giving the following information from an Administrative memo. $108,000.00 was appropriated for the 1982-83 capital improvement budget for the purchase of nine (9) Police squad cars and two (2) standard production automobiles. Bids were mailed to eleven (11) vendors, and six (6) bids were received. The City Staff recommends that the Council award the bids for replacement vehicles to Fred Oakley Plymouth for nine (9) 1983 Plymouth Gran Fury patrol vehicles for $82,800.00 and two (2) standard 1983 Plymouth Gran Fury at $16,600.00 for a total low bid of $99,400.00. Councilman Blair made a motion to award the bids for replacement vehicles to Fred Oakley Plymouth for nine 1983 Plymouth Gran Fury patrol vehicles for $82,800.00 and two standard 1983 Plymouth Gran Fury at $16,600.00 for a total low bid of $99,400.00 Councilman Johnson seconded the motion with all members voting "aye". The motion carried unanimously. AGENDA ITEM NO. D.5-CONSIDER AWARDING THE BID FOR RADIO-COMMUNICATIONS EQUIPMENT. Mayor Dodd opened the discussion by giving the following information from an Administrative memo. Six request for bid were distributed for ten (10) mobile and five (5) portable radios for the Police Dept., one Vol. 38, Page 146. (1) mobile, and one (1) pager for the Public Works Dept., four (4) pagers for the Fire Dept. and one (1) mobile and two (2) pagers for the Utilities Dept., four bids were received. E. F. Johnson and Aerotron, Inc. "No Bid" all items. Low bidders meeting specifications were General Electric for ten (10) mobiles and five (5) portable radios and two (2) mobile radios for a total of $17,596.00, Motorola for seven pagers for a total of $2,579.00. The 1982-83 budget has approved a total of $34,608.00 for these purchases. The City Staff recommends the City Council award the bid for radio communications equipment to General Electric for ten (10) mobile, five (5) portable and two (2) mobile radios for a total of $17,596.00 and to Motorola for seven (7) pagers for a total of $2,579.00. Councilman Glancy made a motion to award the bid for radio com- munications equipment to General Electric for ten mobile, five por- table and two mobile radios for a total of $17,596.00 and to Motorola for seven pagers for a total of $2,579.00. Councilman Weidinger seconded the motion with all members voting "aye". The motion carried unanimously. AGENDA ITEM NO. D.6-CONSIDER APPROVAL OF REVISED EXHIBIT "B" (WATER AND TAKE APPROPRIATE ACTION. Mayor Dodd opened the discussion by giving the following information from an Administrative memo. Ordinance No. 1418 was adopted by the Council on January 17, 1983, which adopted a water plan for the Western Industrial Area with specific amendments to the location of some of the proposed water mains. The amendments were granted to give various developers an opportunity to incorporate these major water mains within the water system for their specific developments. The affected developer's opted to leave the water mains at the locations originally proposed by the City Staff. Both Centre Development Co., Inc. and the developers of the "Lakes North on L.B.J." haved decided and agreed to allow the proposed 18" water mains proposed to go through their respective developments to be constructed along the east side of their properties along the C.R.I. & P. Railroad. The City Staff recommends that Exhibit "B" (Water System Plan for West Side Improvement Area) for Ordinance No. 1418 be adopted. Councilman Johnson made a motion to adopt Exhibit "B" (Water System Plan for West Side Improvement Area) for Ordinance No. 1418. Councilman Weidinger seconded the motion with all members voting "aye". The motion carried unanimously. AGENDA ITEM NO. D.7-CONSIDER AWARDING THE BID FOR THE CONSTRUCTION OF A 24" WATER TRANSMISSION MAIN ALONG COOKS CREEK ACROSS IH 5E AND TAKE Vol. 38, Page 147. Mayor Dodd opened the discussion by giving the following information from an Administrative memo. Bids were received at 10:30 a.m. on February 16, 1983 for the construction of a twenty-four inch (24") water transmission main along Cooks Creek across IH35E. There were two received, with the lowest bid from Cullum Construction Co., Inc. in the amount of $441,060.00. Funds are allocated in the Capital Improvements Program for this project. The City Staff recommends the bid be awarded to Cullum Construction Co., Inc. in the amount of $441,060.00. There was discussion on the bids exceeding the City's estimate and that some changes had to be made in the overall Capital Improvements progam to allow for the overage. Mayor Dodd stated that the CIP memo from the Staff dated February 21, 1983 be included as a part of the minutes. The CIP memo is attached. Councilwoman Dingman made a motion to award the bid for the construc- tion of a 24" water transmission main along Cooks Creek across IH35E to Cullum Construction Co., Inc. in the amount of $441,060.00. Councilman Johnson seconded the motion with all members voting "aye". The motion carried unanimously. AGENDA ITEM NO. D.8-CONSIDER AWARDING THE BID FOR THE CONSTRUCTION OF AN 18" WATER TRANSMISSION MAIN ALONG SENLAC DRIVE FROM VALLEY VIEW LANE TO PROPOSED DIPLOMAT DRIVE AND TAKE APPROPRIATE ACTION. Mayor Dodd opened the discussion by giving the following information from an Administrative memo. Bids were received at 10:00 a.m. on February 16, 1983 for the construction of an eighteen inch (1811) water transmission along Senlae Drive from Valley View Lane to proposed Diplomat Drive. There were two (2) bids received, with the lowest bid from Cullum Construction Co., Inc. in the amount of $327,325.00. Funds are allocated in the Capital Improvements Program for this pro- ject. There was discussion on the bids exceeding the City's estimate and that some changes had to be made in the overall Capital Improvements program to allow for the overage. The CIP memo is attached. Councilwoman Dingman made a motion to award the bid for the construc- tion of an 18" water transmission main along Senlac Drive from Valley View Lane to proposed Diplomat Drive to Cullum Construction Co., Inc. in the amount of $327,325.00. Councilman Glancy seconded the motion with all members voting "aye". The motion carried unanimously. AGENDA ITEM NO. D.9-CONSIDER AWARDING THE BID FOR THE CONSTRUCTION OF AN 18" WATER MAIN FROM VALLEY VIEW LANE TO CROWN DRIVE AND TAKE APPROPRIATE ACTION. Vol. 38, Page 148. Mayor Dodd opened the discussion by giving the following information from an Administrative memo. Bids were received at 11:00 a.m. on February 16, 1983 for the construction of an eighteen inch (1811) water transmission main from Valley View Lane to Crown Drive. There were four (4) bids received, with the lowest bid from Charles Cohen, Inc. in the amount of $663,493.60. Funds are allocated in the Capital Improvements Program for this project. The City Staff recommends that the bid be awarded to Charles Cohen, Inc. in the amount of $663,493.60. There was discussion on the bids exceeding the City's estimate and that some changes had to be made in the overall Capital Improvements program to allow for the overage. The CIP memo is attached. Councilman Blair made a motion to award the bid for the construction of an 18" water main from Valley View Lane to Crown Drive to Charles Cohen, Inc. in the amount of $663,493.60. Councilman Johnson seconded the motion with all members voting "aye". The motion carried unani- mously. AGENDA ITEM NO. D.10-CONSIDER AWARDING THE BID FOR SANITARY SEWAGE FLOW CONTROL DEVICES AND TAKE APPROPRIATE ACTION. Mayor Dodd opened the discussion by giving the following information from an Administrative memo. The City mailed five bid packet by registered mail. Five return receipts have been received. A total of two bids were returned and opened. However, only one bidder actually submitted a bid, the other bidder opted not to issue a quotation. Hydrostorm, Inc. was the only bidder for the sewage flow control devi- ces in the amount of $9,737.70 and a delivery time of six to eight weeks. The City Staff recommended that the bid be awarded to Hydrostorm, Inc. in the amount of $9,737.70. After discussion of the funds coming from the CIP funds, Councilman Johnson made a motion to award the bid for sanitary sewage flow control devices to Hydrostorm, Inc. in the amount of $9,737.70 and funds be taken out of the CIP funds. Councilman Blair seconded the motion with all members voting "aye". The motion carried unanimously. AGENDA ITEM NO. D.11-CONSIDER APPROPRIATING FUNDS FOR THE EQUIPMENT SERVICE BUILDING AT CAMELOT LANDFILL AND TAKE APPROPRIATE ACTION. Mayor Dodd opened the discussion by giving the following information from an Administrative memo. The City of Farmers Branch recently acquired an Equipment Service Building at the Camelot Landfill and plan to move the Sanitation Division operation and maintenance to that location. Several modifications and repairs to the building are required, and vehicle parking areas will have to be constructed before the Sanitation Division operation is moved. The Vehicle Maintenance Vol. 38, Page 149. Division also will have to purchase some equipment, such as work benches, jacks and various tools. The total estimated cost of the building repairs and modifications, gravel for parking areas, and tools and equipment is $66,500.00 be appropriated for the repairs and purchase of equipment and materials for the Equipment Service Building at Camelot Landfill. The City Staff recommends that funds in the amount of $66,500.00 be appropriated for the Equipment Service Building at Camelot Landfill. Councilman Weidinger made a motion that funds in the amount of $66,500.00 be appropriated for the Equipment Service Building at Camelot Landfill. Councilman Blair seconded the motion with all mem- bers voting "aye". The motion carried unanimously. Mayor Dodd recognized City Manager Paul West. Mr. West gave a status report of the building's use for storage and repairs. AGENDA ITEM NO. B.1.e-CONSIDER AUTHORIZING THE ADVERTISEMENT FOR BIDS FOR BASE MATERIALS. Mayor Dodd opened the discussion by giving the following information from an Administrative memo. The City Street Department uses base materials in the maintenance and repair of several unpaved streets and City parking lots. Base material is also needed to construct vehicle storage areas at the Service Center and at the new Equipment Service Building at the Camelot Landfill. The total estimated quantity of material needed is approximately 8,000 cubic yards at an estimated cost of $60,000.00. Therefore, it is requested that the City Staff be -authorized to advertise for rids for the annual supply of base. Councilwoman Dingman made a motion to authorize the City Manager to advertise for bids for base material. Councilman Glancy seconded the motion with all members voting "aye". The motion carried unanimously. ITEM NO. D.12-CITIZEN PARTICIPATION. City Manager Paul West gave a status report on the negotiations of purchasing property from Mr. Glen Brovont. MAYOR DODD ANNOUNCED THAT THE ITEMS ON THE AGENDA FOR THE GENERAL SESSION HAVE BEEN CONCLUDED. AFTER A SHORT RECESS, THE MEETING WILL RECONVENE FOR ITEMS IN THE EXECUTIVE SESSION. THE MEETING WILL RECONVENE INTO GENERAL SESSION AFTER THE ITEMS HAVE BEEN DISCUSSED IN THE EXECUTIVE SESSION. ARTICLE 6252-17, SECTION 2 OF THE OPEN MEETING LAW PROVIDES THAT SUCH ITEMS AS PERSONNEL MATTERS, LAND ACQUISITION AND PENDING AND CONTEMPLATED LITIGATION MAY BE DISCUSSED IN CLOSED SESSION. Vol. 38, Page 150. i AGENDA ITEM NO. E.1-EXECUTIVE SESSION. a. Discuss Personnel Matters b. Discuss Land Acquisition C. Discuss Pending and Contemplated Litigation City Attorney John Boyle gave an up-to-date status report on the pending litigation suits. 1 THE COUNCIL RECONVENED INTO GENERAL SESSION. AGENDA ITEM NO. E.2-CONSIDER NECESSARY ACTION ON PERSONNEL MATTERS DISCUSSED IN THE EXECUTIVE SESSION. No action necessary. AGENDA ITEM NO. E.3-CONSIDER NECESSARY ACTION ON LAND ACQUISITION DISCUSSED IN THE EXECUTIVE SESSION. No action necessary. AGENDA ITEM NO. E.4-CONSIDER NECESSARY ACTION IN PENDING AND CONTEMPLATED LITIGATION DISCUSSED IN THE EXECUTIVE SESSION. No action necessary. AGENDA ITEM NO. F.1-ADJOURNMENT. Councilman Blair made a motion to adjourn the meeting. Councilman Johnson seconded the motion with all members voting "aye". The motion carried. The meeting of February 7, 1983 was adjourned at 11:57 P.M. Vol. 38, Page 151. G.,, City S retary r FaRmeRs raRanci-i INITIATIVE AND REFERENDUM PROCEDURE Adopted by the City Council February 21, 1983 The following is the procedure for processing initiative and referendum petitions: 1. Day 1 (a) City Secretary receives the petition (b) City Secretary through the City Manager notifies the City Council (c) Copy of petition forwarded to the City Attorney (d) Prompt written opinion relating to validity and legality of petition to be drafted by City Attorney and forwarded to City Council. City Council shall review opinion and decide what, if any, course of action to be taken in light of said opinion. 2. Day 15 (a) City Secretary will have certified the names on the petition and report his findings to the City Council. (b) City Secretary through the City Manager presents petition to the City Council. (c) City Secretary through the City !!tanager presents proposed ordinance or resolution to the City Council. (d) City Attorney answers all legal questions. All of the above must be completed by Day 15. 3. Day 35 (a) City Council will pass the ordinance or resolution, or (b) City Council will call a special election to be held within 30 days (the next election date established by the Texas Election Code will be the date for the special election. CITY OF FaRITIeRS BRanC1-i P.CI.BOX 340-135 FaRITIeRS BR Minutes Record Attachment LInweo In FRIEnDSHIP WITH THE DISTRICT OF SRSSETLRW, r C~ C~ FaRmeRs sRana-i L RECEIVED PUBLIC WORKS DEPART % P E E? 2 M E M O R A L N D OFFICE OF CITY UANAnrR DATE: February 21, 1983 FROM: Earl Deland, Jr., Dir. of Public Works Made, Director of Finance J.W ~ ✓i TO: Pa ell M. West City Manager SUBJECT: 1982-83 C.I.P. Budget The total funds available for the 1982-83 C.I.P. Budget are as follows: 1. General Fund Revenues 2. Transfer From Utility Fund 3. Estimated Assessments 4. Payments From Woodbine and Centre 5. Beginning Balance 6. Sale of Certificates of Obligation TOTAL $3,003,513.00 $ 441,201.00 % S 287,000.00 $ 279,932.87 55,567.00 $ 768,144.00** $1,500,000.00 $6,335,357.87 Denotes "Paid" Denotes "Not Paid" Includes $454,886.00 For Library Construction The proposed 1982-83 C.I.P is as follows: PROJECT Water System 'Improvements Budget with suggested re-allocations 1. Wicker Street Pump Station Feed Improvements 2. Cooks Creek Water Main Across I.H. 35F 3. Valwood Park Water Mains and Senlac Main 4. Wicker Street Pump Station Surge Protection 5. 18" Lower Loop Along C.R.I.&P. Railroad 6. 24" Water Main in Marsh 7. West Side Elevated Stor- age Tank Site Acquisition CURRENT FUNDING $ 275,000.00 $ 300,000.00 $ 300,000.00 SITGOESTED FLT IPING $ -0- $ 454,295.00 S '419,145.00 $ 100,000.00 $ 100,000.00 $ 450,000.00 $ 715,398.00 $ 650,000.00 $ 580,000.00 $ 100,000.00 8 114,000.00 Minutes Record Attachment 1982-83 C.I.P. Budget February 21, 1983 Page 2 0 PROJECT 8. Water Distribution System Monitoring System 9. High Side Pump - Valley View Pump Station Library Building Landfill Building Josey Lane Bridges Marsh Lane Project Midway/McEwen Traffic Signal Residential Street Reconstruction Drainage Improvements Median Improvements Don Showman Pool Repairs Park Improvements CURRENT FUNDING $ 100,000.00 S 100,000.00 $ 754,886.00 $ 500,000.00 8 650,000.00 $ 900,000.00 $ 80,000.00 $ 300,000.00 $ 145,000.00 $ 250,000.00 $ 100,000.00 $ 100,000.00 SUGGESTED $ 20,000.00 $ 100,000.00 $ 754,886.00 $ 766,000.00 $ 435,000.00 S 900,000.00 $ 76,500.00 $ 300,000.00 $ 45,000.00 $ 250,000.00 $ 100,000.00 $ 100,000.00 TOTAL $6,154,886.00 $6,230,224,00 This information summarizes the total anticipated revenues versus the suggested revised project expenditures for the 1982-83 Capital Imnrove- ment Program. ED/JPP:tr