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2002-12-16 CC MinutesCity of Farmers Branch City Council Regular Meeting Agenda City Hall Plaza 13000 William Dodson Parkway Farmers Branch, Texas Monday, December 16, 2002 7:30 p.m. The following members of the City Council were present: Mayor Mayor Pro Tem Deputy Mayor Pro Tem Councilmembers Bob Phelps Charlie Bird Paul Walden Bill Moses Jim Robbs Calla Davis The following members of the Administration were present: City Manager Assistant City Manager City Secretary Assistant to the City Manager City Attorney Fire Chief Police Chief Director of Engineering Director of Public Works Acting Director of Community Services Acting Director of Equipment Services Communications Director Director of Parks and Recreation Library Director Director of Economic Development Recording Secretary Richard Escalante John Burke Cindee Peters John Roach John Boyle Kyle King Jim Fawcett Jerry Murawski Mark Pavageaux Jim Olk Dale Whitney Tom Bryson Jeff Fuller Mary Jane Stevenson Norma Nichols Suzanne Reynolds The following member of the Administration was absent: Assistant City Manager Linda Groomer Mayor Phelps and Mayor Phelps called the City Council meeting of November 18, 2002 to order at 7:30 p.m. The meeting was televised. A.1 INVOCATION AND PLEDGE OF ALLEGIANCE. Volume 89, page 101 Brother Eddy Ketchersid gave the invocation and Councilman Robbs led the pledge of allegiance. Mayor Phelps announced the City of Farmers Branch and the City of Carrollton entered into a friendly competition for the holiday season. The competition was which City could collect more canned goods for the Metrocrest Social Services Center. Mayor Phelps was pleased to report that the City of Farmers Branch collected 4,259 canned goods and the City of Carrollton collected 2,474. Now, Carrollton City Manager Leonard Martin will for an entire business day, sport some stylish Farmers Branch attire on a date to be determined in January. Mayor Phelps also stated that the Metrocrest Social Services Center was the real winner in this competition. A.2 PRESENTATION BY TEXAS RECREATION AND PARK SOCIETY ACCOMPLISHED PROFESSIONAL AWARD TO PAM SMITH, CITY LANDSCAPE MANAGER. Mayor Phelps presented the following information. On November 22, 2002 Pam Smith, Landscape Manager for the City of Farmers Branch was honored by being named the recipient of the Texas Recreation and Park Society (TRAPS) Accomplished Professional Award for Region 3, North Texas. A graduate of Texas A&M with a bachelors degree in Horticulture, Pam serves as the Farmers Branch resident arborist and as the City's liaison to the Master Gardener Program. She was recently elected President of the Texas Turfgrass Association. As an active member of TRAPS for seven years, she has been involved in organizing and planning pre-conference workshops for Regions 2 and 3. Pam is also a National Recreation and Park Society Certified Playground Inspector and has designed several playgrounds throughout the City. Pam is probably most noted for her unique landscape design ability that is evident at the Historical Park, Senior Center, Oakbrook/Ken Rymer Park, Kerr Park and various medians throughout the City. The Accomplished Professional Award is given to an individual who best exemplifies professionalism in the parks and recreation field and who has a positive impact on his or her community. This is a prestigious award as only one person from each Texas region is honored annually. Mayor Phelps presented a plaque to Pam Smith honoring her as the recipient of the Texas Recreation and Park Society (TRAPS) Accomplished Professional Award for Region 3, North Texas. A.3 PRESENTATION BY MARGARET YOUNG, CHAIRMAN OF THE PARKS AND RECREATION BOARD, OF A PLAQUE IN APPRECIATION OF JEFF FULLER AND HIS STAFF FROM THE CITIZEN BOARD MEMBERS OF FARMERS BRANCH PARK AND RECREATION DEPARTMENT. Volume 89, page 102 Mayor Phelps, Margaret Young and members of the Recreation Board, presented a plaque of appreciation to Jeff Fuller and the staff members of the Parks and Recreation Department for the outstanding standard of excellence and spirit of cooperation they provide in services, facilities and activities to the citizens of Farmers Branch, Texas. A.4 REPORT ON STUDY SESSION ITEMS. Mayor Phelps, City Councilmembers and City Manager gave a brief summary of the items discussed in Study Session prior to the regular meeting. A.5 PRESENTATION OF BOARD APPLICATIONS. There were no items presented. B.0 CONSIDER THE FOLLOWING AS CONSENT ITEMS AND TAKE THE APPROPRIATE ACTION. Mayor Phelps stated under consent items are items that are to be considered and action taken that may not need discussion individually. Any member of the City Council or the 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 established in order to speed up discussion for those items that need more time for discussion. A motion by Mayor Pro Tem Bird, seconded by Deputy Mayor Pro Tem Walden, all voting "aye," removed Agenda Item B.7 to be heard before City Council, and deleted "and take appropriate action" on Resolution No. 2002-155 on Agenda Item B.10. A motion by Mayor Pro Tem Bird, seconded by Deputy Mayor Pro Tem Walden, all voting "aye," approved the Consent Agenda as amended. B.1 APPROVED MINUTES OF CITY COUNCIL MEETING OF DECEMBER 2, 2002. B.2 ADOPTED RESOLUTION NO. 2002-149 APPROVING AND SUPPORTING THE ASSUMPTION OF ENTERPRISE ZONE PROJECT DESIGNATION FROM SOUTHWESTERN BELL WIRELESS, INC., DALLAS, SMSA, LP TO CINGULAR WIRELESS, LLC IN DALLAS, SMSA, LP. B.3 ADOPTED RESOLUTION NO. 2002-168 AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH CAROLYN C. CHANEY & ASSOCIATES, INC. TO PROVIDE FEDERAL LOBBYING AND INFORMATION SERVICES. Volume 89, page 103 B.4 ADOPTED RESOLUTION NO. 2002-138 APPROVING AN AGREEMENT WITH DALLAS COUNTY FOR THE IH35E CORRIDOR MONITORING PROJECT. B.5 ADOPTED RESOLUTION NO. 2002-167 AUTHORIZING THE CITY MANAGER TO ENTER INTO AN INTERLOCAL AGREEMENT WITH THE TEXAS LOCAL GOVERNMENT PURCHASING COOPERATIVE FOR THE PURPOSE OF PURCHASING VARIOUS EQUIPMENT, MATERIALS AND SERVICES. B.6 ADOPTED RESOLUTION NO. 2002-143 AUTHORIZING THE CITY MANAGER TO EXECUTE AN EXCLUSIVE LISTING AGREEMENT WITH FIRST COMMERCIAL REALTY, LLC FOR THE LEASE AND LEASE MANAGEMENT OF CITY-OWNED FACILITY AT 500 HUFFINES BOULEVARD. B.7 THIS ITEM WAS MOVED TO THE REGULAR AGENDA. B.8 ADOPTED RESOLUTION NO. 2002-163 APPROVING THE PURCHASE OF A STREET EASEMENT AT THE NORTHWEST CORNER OF JOSEY LANE AND VALWOOD PARKWAY FROM ANN WHITCHURCH FOR THE JOSEY LANE RECONSTRUCTION PROJECT. B.9 ADOPTED RESOLUTION NO. 2002-164 AWARDING A BID TO WICKHAM SUPPLY, INC. FOR THE ANNUAL SUPPLY OF IRRIGATION PARTS FOR THE PARKS AND RECREATION DEPARTMENT. B.10 ADOPTED RESOLUTION NO. 2002-155 AWARDING THE BID FOR THE PURCHASE OF A SUPPLY OF AGGREGATE MATERIALS. B.7 ADOPTED THE EXECUTION OF AN AGREEMENT WITH THE FARMERS BRANCH CHAMBER OF COMMERCE IN THE AMOUNT OF $65,000 AS PROVIDED IN THE 2002-03 BUDGET FOR BUSINESS DEVELOPMENT ACTIVITIES. Ruth Alhilali, 2901 N. Sunbeck Circle, asked if the $65,000 was an addition to the Farmers Branch Chamber's previous request. Mayor Phelps replied it was the annual contract for services. A motion by Councilwoman Davis, seconded by Deputy Mayor Pro Tem Walden, all voting "aye," authorized the City Manager to execute an agreement with the Farmers Branch Chamber of Commerce in the amount of $65,000. Volume 89, page 104 D.1 CONSIDER NAMING THE NEW FIRE DEPARTMENT ADMINISTRATION BUILDING AS THE "BOB PHELPS FIRE DEPARTMENT ADMINISTRATION BUILDING" AND TAKE APPROPRIATE ACTION. Mayor Pro Tem Bird presented the following information. It has been the usual policy throughout America to name public buildings and facilities for well- deserving individuals who have set themselves apart by serving their nation or community in an exemplary manner. Councilman Moses and Mayor Pro Tem Bird would like to honor a living individual by naming the future Fire Department Administration building in his honor. Katie Roberts, 13240 Kerr Trail, stated she and some of the Senior Advisory Board members were present and spoke in support of Bob Phelps' name being placed on the future Fire Department Administration Building. Jim Jackson and colleagues from the Commissioners' Court presented Mayor Phelps with a proclamation for this honor. Ed Bonneau, 2710 Farmers Branch Lane, gave Mayor Phelps a tribute recognizing his achievements. Ben Robinson, 13824 Wooded Creek Court, stated naming the future Fire Department Administration Building for Mayor Phelps is a well-deserved honor. Eddy Ketchersid, 3001 Randy Lane, suggested that Mayor Bob Phelps' name be added to the future Fire Department Administration Building. Junie Smith, 4040 Spring Valley Road, spoke in favor of naming the future Fire Department Administration Building after Bob Phelps. Denise Rhoads, 14455 Valley Hi Circle, stated Mayor Phelps has served the City well and this would be a fitting and appropriate tribute to place his name on the future Fire Department Administration Building. Fred Ferguson, 12875 Josey Lane, stated he strongly hoped that Mayor Phelps receives this honor. Ruth Alhilali, 2901 N. Sunbeck Circle, stated she thought buildings were usually named after a person has left office or has deceased. Mayor Pro Tern Bird stated the City has recognized several individuals by naming parks and sports areas after living people. Ms. Alhilali asked is they were still in office. Mayor Pro Tem Bird replied yes they were still in office. Volume 89, page 105 Mayor Pro Tem Bird read a letter from Dr. Annette Griffin, Superintendent of the Carrollton-Farmers Branch Independent School District, supporting the naming of the future Fire Department Administration Building in honor of Bob Phelps. Councilmember Bill Moses read a letter from Dr. Alice Villadsen, President, Brookhaven College, also in support of naming the future Fire Department Administration Building in honor of Bob Phelps. A motion by Councilman Moses, seconded by Councilman Robbs, all voting "aye," adopted Resolution No. 2002-169, naming the future Fire Department Administration building as the Mayor Bob Phelps Administration Building. Mayor Pro Tem Bird stated there would be a ten-minute break. C.1. CITIZEN PARTICIPATION. Ruth Alhilali, 2901 N. Sunbeck Circle, stated after reading the Dallas Morning News Sunday edition she wanted to bring to the City's attention that the Blair Intermediate School is in need of school supplies and uniforms. Kathleen Matsumura, 3938 Clubway Lane, spoke about the meaning of the holiday season. Councilwoman Davis, 2828 Selma, encouraged persons interested in participating in the Holiday Gift Basket Drive by the Carrollton-Farmers Branch ISD Community Minority Liaison Department to contact Zulema Martinez at 972- 323-2870. D. 2 CONSIDER ADOPTING ORDINANCE NO. 2703 AUTHORIZING THE ISSUANCE AND SALE OF CITY OF FARMERS BRANCH, TEXAS, GENERAL OBLIGATION REFUNDING BONDS, SERIES 2002, IN THE AGGREGATE PRINCIPAL AMOUNT OF APPROXIMATELY $2,390,000; LEVYING A TAX IN PAYMENT THEREOF; PRESCRIBING THE FORM OF SAID BONDS; APPROVING EXECUTION AND DELIVERY OF AN ESCROW AGREEMENT AND A BOND PURCHASE AGREEMENT; APPROVING THE OFFICIAL STATEMENT; AND ENACTING OTHER PROVISIONS RELATING THERETO AND TAKE APPROPRIATE ACTION. Mayor Phelps presented the following information. On November 18, 2002, staff discussed with City Council the idea of advance refunding certain general obligation bonds sold in 1989 and 1992 in order to realize savings resulting from reduced interest rates. The City Council authorized staff to proceed with the refunding. Interest rates for municipal bonds have reached record lows recently creating an ideal environment for refunding outstanding general obligation bonds issued at Volume 89, page 106 higher rates. A refunding analysis indicates that the City could achieve interest savings (after taking out costs of issuance) of $247,884 on the general obligation bonds. Savings are based on early November interest rates. The general obligation principal to be refunded totals approximately $2,390,000 (Series 1989 and 1992). The anticipated average interest rate is 3.43%. The current interest rate on these bond series is 6.0%-6.1 Ordinance No. 2703 provides authorization for the issuance and sale of general obligation refunding bonds in the amount of approximately $2,390,000 and enacts other provisions to provide for the sale of these bonds and the advance refunding of Series 1989 and 1992 General Obligation Bonds. Charles Cox, Finance Director, gave a review of the issuance and sale of City of Farmers Branch, Texas general obligation refunding bonds, Series 2002. Mr. Cox also stated that Boyd London, representing First Southwest financial advisors, and Ben Brooks, Bond Counsel, were present to answer any questions the Council may have on this item. For clarification, Mayor Phelps asked Mr. Cox if this action does not extend the length of maturity of the bonds, but rather just reduces the interest. Mr. Cox replied yes, it just reduces the annual payment by reducing the interest rate on the bonds that the City pays. Ruth Alhilali, 2901 N. Sunbeck Circle, spoke in favor of paying off the bonds completely by using funds earmarked for future projects and requested clarification on the funding of future projects. Richard Escalante, City Manager, and Mr. Cox responded by discussing the funds which are restricted by law or accounting practices, and thus not available to be used to pay off the debt. He reviewed the City's financial circumstances and the impacts on the City's overall financial position if the bonds were paid off in full at this time. Councilman Robbs asked if the funds are deposited in interest bearing accounts. Mr. Escalante replied yes. Mayor Phelps stated the Council has no desire to change the funding procedures for future projects. Ms. Alhilah stated she did not want to defer any of the City proj ects. Deputy Mayor Pro Tem Walden asked Mr. Cox if it was correct that the City does not have funds that can be drawn down to pay off this debt. Mr. Cox replied that was correct. A motion by Mayor Pro Tern Bird, seconded by Councilman Robbs, all voting "aye," adopted the following captioned Ordinance No. 2703 providing for the Volume 89, page 107 issuance and sale of general obligation bonds in the amount of approximately $2,390,000 to advance refund Series 1989 and 1992 General Obligation Bonds. AN ORDINANCE OF THE CITY OF FARMERS BRANCH, TEXAS, AUTHORIZING THE ISSUANCE AND SALE OF CITY OF FARMERS BRANCH, TEXAS GENERAL OBLIGATION REFUNDING BONDS, SERIES 2002, IN THE AGGREGATE PRINCIPAL AMOUNT OF $2,375,000; LEVYING A TAX IN PAYMENT THEREOF; PRESCRIBING THE FORM OF SAID BONDS; APPROVING EXECUTION AND DELIVERY OF AN ESCROW AGREEMENT AND A BOND PURCHASE AGREEMENT; APPROVING THE OFFICIAL STATEMENT; AND ENACTING OTHER PROVISIONS RELATING TO THE SUBJECT. D.3 CONSIDER ADOPTING ORDINANCE NO. 2704 AUTHORIZING THE ISSUANCE AND SALE OF CITY OF FARMERS BRANCH, TEXAS, COMBINATION ASSESSMENT AND UTILITY SYSTEM REVENUE REFUNDING BONDS, SERIES 2002, IN THE AGGREGATE PRINCIPAL AMOUNT OF APPROXIMATELY $4,225,000; PROVIDING FOR THE SECURITY FOR AND PAYMENT OF SAID BONDS; APPROVING EXECUTION AND DELIVERY OF AN ESCROW AGREEMENT AND A BOND PURCHASE AGREEMENT; APPROVING THE OFFICIAL STATEMENT; AND ENACTING OTHER PROVISIONS RELATING THERETO AND TAKE APPROPRIATE ACTION. Mayor Phelps presented the following information. On November 18, 2002, staff discussed with City Council the idea of advance refunding certain public improvement district bonds, otherwise known as Combination Assessment and Utility System Revenue bonds, sold in 1993, in order to realize savings resulting from reduced interest rates. The City Council authorized staff to proceed with the refunding. These bonds, and the bonds to be refunded, are paid for by assessments from property owners in the commercial part of the eastside of Farmers Branch. The bonds were issued to improve the sewer system and construct a sewer interceptor tunnel to serve the City's east side. Interest rates for municipal bonds have reached record lows recently creating an ideal environment for refunding outstanding bonds issued at higher rates. A refunding analysis indicates that the City could achieve interest savings (after taking out costs of issuance) of $390,115 on the public improvement bonds. Savings are based on early November interest rates. Early assessment payoffs will allow the City to also pay for the early retirement of $800,000 of these bonds providing additional interest savings of approximately $100,000. The public improvement district principal to be refunded totals approximately $4,225,000 (Series 1993). The anticipated average interest rate is 3.14%. The current interest rate on this bond series is 5.2%-5.4%. Volume 89, page 108 Ordinance No. 2704 provides authorization for the issuance and sale of public improvement district refunding bonds in the amount of approximately $4,225,000 and enacts other provisions to provide for the sale of these bonds and the advance refunding of Series 1993 Public Improvement District Bonds. Staff recommends adopting Ordinance No. 2704 providing for the issuance and sale of Combination Assessment and Utility System Revenue Refunding Bonds, Series 2002, in the approximate amount of $4,225,000. Charles Cox, Finance Director, gave a brief review of the issuance and sale of City of Farmers Branch, Texas, Combination Assessment and Utility System Revenue Refunding Bonds, Series 2002. Mayor Phelps asked for clarification on the amount of debt after the City pays off the $800,000 from early assessment payments. Boyd London, First Southwest Company, replied the $800,000 would be placed in escrow to provide an early payoff of bonds, as they become due in February 2003. There being no further discussion, a motion by Councilwoman Davis, seconded by Deputy Mayor Pro Tem Walden, all voting "aye," adopted the following captioned Ordinance No. 2704 providing for the issuance and sale of Combination Assessment and Utility System Revenue Refunding Bonds, Series 2002, in the approximate amount of $4,225,000. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF FARMERS BRANCH, TEXAS, AUTHORIZING THE ISSUANCE AND SALE OF CITY OF FARMERS BRANCH, TEXAS, COMBINATION ASSESSMENT AND UTILITY SYSTEM REVENUE REFUNDING BONDS, SERIES 2002, IN THE AGGREGATE PRINCIPAL AMOUNT OF $4,210,000; APPROVING THE OFFICIAL STATEMENT; PROVIDING FOR THE SECURITY FOR AND PAYMENT OF SAID BONDS; APPROVING EXECUTION AND DELIVERY OF AN ESCROW AGREEMENT AND BOND PURCHASE AGREEMENT; AND ENACTING OTHER PROVISIONS RELATING TO THE SUBJECT. DA CONSIDER ADOPTING RESOLUTION NO. 2002-165 AUTHORIZING THE CITY MANAGER TO PURCHASE PLAYGROUND EQUIPMENT, PARK FURNITURE, AND FALL ZONE MATERIAL FOR JAYCEE PARK FROM MODLIN RECREATION EQUIPMENT THROUGH THE TEXAS LOCAL GOVERNMENT PURCHASING COOPERATIVE AND TAKE APPROPRIATE ACTION. Volume 89, page 109 Mayor Phelps presented the following information. The City applied for a Community Development Block Grant for the renovation of Jaycee Park playground. CDBG funding requirements provide that recipient projects benefit low-to-moderate income neighborhoods; the neighborhood surrounding Jaycee Park meets this requirement. In addition, the Jaycee Park playground was the next playground on the City's program for renovation. CDBG funds in the amount of $100,000 will be available to reimburse the City for the park improvements up to $100,000. City staff created a proposed playground design from input gathered at two neighborhood meetings. The design was then approved by residents in attendance at a subsequent neighborhood meeting. The design consists of two swing sets, one multi-station piece of equipment for two-five year olds, one multi- station piece of equipment for five-twelve year olds and three spring riders. The design also includes three picnic tables, five litter receptacles, four park benches, a basketball court, a water fountain, and trees. An irrigation system will be installed to complete the project. Modlin Recreation Equipment has provided a bid through the Texas Local Government Purchasing Cooperative, a cooperative purchasing administration agency for participating local governments throughout Texas, for the playground equipment, furniture and fall zone materials. An interlocal agreement with the purchasing cooperative is a related item on the consent agenda. The total bid price for these items is $79,942.83. The balance of the grant will be used for other Jaycee Park playground improvements including a basketball court and irrigation installation. The Director of Parks and Recreation recommends adopting Resolution No. 2002- 165 authorizing the purchase of equipment and material for Jaycee Park from Modlin Recreation Equipment through the Texas Local Government Purchasing Cooperative. There being no discussion, a motion by Deputy Mayor Pro Tern Walden, seconded by Councilman Moses, all voting "aye," adopted Resolution No. 2002- 165 authorizing the purchase of equipment and material for Jaycee Park from Modlin Recreation Equipment through the Texas Local Government Purchasing Cooperative. D.5 CONSIDER ADOPTING RESOLUTION NO. 2002-156 AUTHORIZING THE CITY MANAGER TO ENTER INTO AN INTERLOCAL AGREEMENT WITH DALLAS COUNTY FOR PARTICIPATION IN A HOUSEHOLD HAZARDOUS WASTE COLLECTION PROGRAM AND TAKE APPROPRIATE ACTION. Mayor Phelps presented the following information. Dallas County has submitted a new agreement for participation in a household hazardous waste collection Volume 89, page 110 program for approval between the City of Farmers Branch and the county. This agreement is for the period of October 1, 2002 through September 30, 2003, with options to renew for four additional one-year terms. The Dallas County Home Chemical Collection Center opened in March 2002, and is located at 11234 Plano Road, Dallas, Texas 75243. Hours of operation are: Tuesday 9:00 a.m. to 7:30 p.m.; Wednesday and Thursday, 8:30 a.m. to 5:00 p.m.; and the second and fourth Saturday of each month from 8:00 a.m. to 3:00 p.m. This collection center is a free service for residents of participating cities, including the City of Farmers Branch. Common items that can be disposed of at the collection center are pesticides, herbicides, paint, pool chemicals, motor oil, anti-freeze, cleaners, glues and other hobby products, fluorescent light tubes, batteries, and tires. Most of the items accepted are recycled. Items not accepted include business waste, common trash and recyclables, radioactive materials, explosives, ammunition, or bio-medical waste. The Public Works budget contains $10,000 for participation in the Household Hazardous Waste Program. The Director of Public Works recommends adopting Resolution No. 2002-156 authorizing the City Manager to enter into an Interlocal Agreement with Dallas County for participation in a household hazardous waste program. There being no discussion, a motion by Mayor Pro Tem Bird, seconded by Councilman Robbs, all voting "aye," adopted Resolution No. 2002-156 authorizing the City Manager to enter into an Interlocal Agreement with Dallas County for participation in a household hazardous waste program. D.6 CONSIDER ADOPTING RESOLUTION NO. 2002-161 AWARDING THE BID FOR THE PURCHASE OF THE ANNUAL SUPPLY OF PAPER REFUSE SACKS FOR THE PUBLIC WORKS DEPARTMENT AND TAKE APPROPRIATE ACTION. Mayor Phelps presented the following information. Bid requests for the purchase of the annual supply of 950,000 paper refuse sacks were mailed to four vendors. One bid was received and opened on November 19, 2002. Smurfitt-Stone Container submitted the only bid of $232,750.00 or $.245 cents per sack, which met specifications for one-ply recycled and one-ply natural Kraft paper. An alternate bid item was for a sack constructed with two plies of natural Kraft paper. Smurfitt-Stone Container also submitted an alternate bid for $230,850.00 or $.243 cents per sack and met specifications. Staff recommends that Smurfitt-Stone Container be awarded the refuse sack bid for sacks made of one-ply natural Kraft paper and one-ply recycled Kraft paper. Volume 89, page 111 Funds in the amount of $271,400.00 are budgeted in Public Works operating budget for this purchase and for delivery costs to the citizens. City crews will deliver the sacks to residents. The Director of Public Works recommends adopting Resolution No. 2002-161 awarding the bid to Smurfitt-Stone Container in the amount of $232,750.00 for 950,000 one-ply natural Kraft paper and one-ply recycled Kraft paper refuse sacks. Mayor Pro Tem Bird asked when the sacks would be delivered. Mayor Phelps replied the sacks would be delivered in February and August. There being no further discussion, a motion by Mayor Pro Tem Bird, seconded by Deputy Mayor Pro Tem Walden, all voting "aye," adopted Resolution No. 2002- 161 awarding the bid for paper refuse sacks. D.7 CONSIDER ADOPTING RESOLUTION NO 2002-160 AUTHORIZING THE PURCHASE OF SIX REPLACEMENT POLICE VEHICLES AND TAKE APPROPRIATE ACTION. Mayor Phelps presented the following information. The 2002-2003 Fixed Asset budget includes funds in the amount of $136,400.00 for the purchase of six replacement police vehicles. Bid requests for the replacement vehicles were sent out to eleven local area vendors on October 11, 2002. Two vendors responded with bids that were opened on October 29, 2002. Ford Country of Lewisville submitted the low bids meeting specifications. The bid for the four investigative sedans was $20,950.00 each, and the bid for the two special service vehicles was $23,750.00 each. The total bid cost for all vehicles is $131,300.00. In addition to obtaining bids from local vendors, staff also contacted the State of Texas General Services Commission for cooperative purchase pricing and found that they would not have information available until late January or early February. Staff then contacted Philpot Ford, the contract vendor for the Houston- Galveston Area Council of Governments (HGAC) cooperative purchasing program. Philpot Ford did not respond to staff s request for pricing. Staff then contacted several local cities that have already awarded bids for police sedans and special service vehicles with similar specifications and found that the bids Farmers Branch received from Ford Country of Lewisville were comparable to those received by other area cities. ni Volume 89, page 112 The Director of Equipment Services recommends awarding the bids for four replacement investigative sedans and two special service vehicles to Ford Country of Lewisville, for a total bid cost of $131,300.00. Deputy Mayor Pro Tem Walden asked about the status of the Crown Victoria sedans. Dale Whitney, Equipment Services, stated that all Crown Victoria sedans manufactured after September 27, 2002 have updates to fuel tanks. Deputy Mayor Pro Tem Walden asked if the City was satisfied the improvements. Mr. Whitney replied yes. There being no further discussion, a motion by Councilman Robbs, seconded by Councilman Moses, all voting "aye," adopted Resolution No. 2002-180 authorizing the purchase of six replacement police vehicles. D.8 CONSIDER ADOPTING RESOLUTION NO. 2002-166 AWARDING BIDS FOR THE ANNUAL SUPPLY OF CHEMICALS AND FERTILIZERS FOR THE PARKS AND RECREATION DEPARTMENT AND TAKE APPROPRIATE ACTION. Mayor Phelps presented the following information. Bid requests for the annual supply of chemicals and fertilizers for the Parks and Recreation Department were advertised and sent to five vendors. Five bids were returned and opened on November 26, 2002. One bid received was a no bid. All vendors were notified in the specifications that the quantities were estimates and that the City may purchase adjusted quantities of product. A contract renewal clause is included for the first time in this year's bid. The lowest bids received meeting specifications were from BWI - Dallas/Ft. Worth, Inc. for eleven items; Univar USA, Inc. for seven items; Estes, Inc. for seventeen items; and ProSource One for twelve items. Item 5 - Sustane, and Item 16 - Pinpoint 15G, failed to receive any bids that met specifications and will be purchased separately at a later date. Staff recommends awarding to the low bidders meeting specifications for each item. The total cost of the low bid items meeting specifications is $95,862.16. There is $105,000 budgeted for the annual supply of chemicals and fertilizers in the 2002-2003 budget. Remaining funds will be utilized to purchase other related items as appropriate and as specific needs arise. The Director of Parks and Recreation recommends adopting Resolution No. 2002- 166 awarding bids for an annual supply of chemicals and fertilizers for the Parks and Recreation Department to BWI - Dallas/Ft. Worth, Inc. in the amount of $15,272.88; Univar USA, Inc. in the amount of $19,630.60; Estes, Inc. in the amount of $34,637.28; and ProSource One in the amount of $26,321.40 for a total Volume 89, page 113 award of $95,862.16 and reserving the remaining balance of the account for the purchase of additional chemicals and fertilizers as needed. There being no discussion, a motion by Councilman Moses, seconded by Councilman Robbs, all voting "aye" adopted Resolution No. 2002-166 awarding the bids for chemicals and fertilizers. D.9 CONSIDER ADOPTING RESOLUTIONS AWARDING BIDS RELATED TO STREET MAINTENANCE MATERIALS AND SERVICES AND TAKE APPROPRIATE ACTION. a. Resolution No. 2002-151 awarding a bid for utility cut repairs at various locations. b. Resolution No. 2002-154 awarding a bid for cleaning and sealing of joints and cracks at various locations. C. Resolution No. 2002-153 awarding bid for the annual supply of concrete. Mayor Phelps presented the following information. The Public Works Department is responsible for the maintenance of the street infrastructure and requests bids for work items and materials on an annual basis. Bids were requested and received for utility cut repairs at various locations, cleaning and sealing of joints and cracks at various locations, and the annual supply of concrete. Bids were received and opened; all items met specifications. The utility cut repair item was bid on a unit price basis and will be used only as necessary. The low bid was submitted by Jim Bowman Construction Co., L.P. Most common work includes curb and gutter at $35.00 per ft; sidewalk at $38.00 per square yard; 6" concrete with 2" hot mix asphaltic concrete at $90.00 per square yard; 8" concrete at $65.00 per square yard; and 6" concrete at $66.00 per square yard. The utilities budget contains $110,000.00 for this item. This contract will be for a one-year period with an option for an additional one-year period, if agreeable to both parties. The cleaning and sealing of joints and cracks was bid on an estimated quantity at a cost of $138,282.00. American Civil Constructors was the low bid meeting specifications. Funds in the amount of $140,000.00 are available in the Public Works maintenance budget for this item. The annual supply of concrete was bid on a unit price basis and will be used only as necessary. Beall Concrete Co. was low bid with a unit price of $39.75 per cubic yard for regular concrete. Lattimore Materials will be the secondary vendor with a unit price of $56.00 per cubic yard for regular concrete. The secondary vendor will only be used when the primary vendor cannot supply concrete for the City's needs. The Public Works maintenance budget, Parks and Recreation budget, and the Non-Bond CIP Fund contain a total of $138,000.00 for this item. Volume 89, page 114 This contract will be for a one-year period with an option for an additional one- year period, if agreeable to both parties. Staff recommends adopting: Resolution No. 2002-151 awarding a bid for utility cut repairs at various locations. This contract will be for a one-year period with an option for an additional one-year period, if agreeable to both parties. Staff recommends adopting Resolution No. 2002-154 awarding a bid for cleaning and sealing of joints and cracks at various locations. Staff recommends adopting Resolution No. 2002-153 awarding a bid for the annual supply of concrete. Beall Concrete Co. will serve as the primary supplier and Lattimore Materials will be used as a secondary supplier only when the primary vendor is unable to supply concrete for the City's needs. This contract will be for a one-year period with an option for an additional one-year period, if agreeable to both parties. There being no discussion, a motion by Councilwoman Davis, seconded by Councilman Moses, all voting "aye," adopted Resolution No. 2002-151, Resolution No. 2002-154 and Resolution No. 2002-153 approving bids related to street maintenance materials and services. D.10 CONSIDER APPOINTMENTS TO THE HISTORICAL PRESERVATION AND RESTORATION BOARD AND TAKE APPROPRIATE ACTION. A motion by Deputy Mayor Pro Tem. Walden, seconded by Councilwoman Davis, all voting "aye," reappointed Dean Nichols and Angie Mayo to the Historical Preservation and Restoration Board. Mayor Phelps stated that Judy Cargill did not wish to be reappointed. D.11 CONSIDER COUNCIL TRAVEL REPORTS AND REQUESTS AND TAKE APPROPRIATE ACTION. Richard Escalante, City Manager, stated he attended the National League of Cities conference. He stated the conference sessions included discussion on green buildings, energy efficient vehicles, and other new insights he will bring to staff to explore. He also stated he attended sessions on airport noise and met with the City's lobbyist to discuss DART and environmental issues. D.12 PRESENTATION OF COUNCIL COMMITTEE AND ORGANIZATION REPORTS. Councilman Moses stated Jeff Fuller, Director of the Parks and Recreation Department, received the "Outstanding Rotarian of the Year" award today. Volume 89, page 115 F.1 CONSIDER NECESSARY ACTION ON ITEMS DISCUSSED IN THE EXECUTIVE SESSION. There were no items discussed in the executive session. F.2 ADJOURNMENT. A motion by Deputy Mayor Pro Tem Bird, seconded by Mayor Pro Tem Bird, all voting "aye," adjourned the City Council meeting of December 16, 2002 at 9:28 p.m. Bob Phelps, Mayor E L Ci ndee Peters, City Secretary Volume 89, page 116 F.1 CONSIDER NECESSARY ACTION ON ITEMS DISCUSSED IN THE EXECUTIVE SESSION. There were no items discussed in the executive session. F.2 ADJOURNMENT. A motion by Deputy Mayor Pro Tem Bird, seconded by Mayor Pro Tern Bird, all voting "aye," adjourned the City Council meeting of December 16, 2002 at 9:28 p.m. n Bob Phelps, Mayo Cindee Peters, C Volume 89, page 116