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2002-01-21 CC MinutesCity of Farmers Branch City Council Regular Meeting Agenda City Hall Plaza 13000 William Dodson Parkway Farmers Branch, Texas Monday, January 21, 2002 7:30 p.m. The following members of the City Council were present: Mayor Mayor Pro Tern Deputy Mayor Pro Tern Councilmembers Bob Phelps Calla Davis Charlie Bird Bill Moses Jim Robbs Paul Walden The following members of the City Administration were present: City Manager Richard Escalante Assistant City Manager Linda Groomer Assistant City Manager John Burke Assistant to the City Manager John Roach City Secretary Cindee Peters City Attorney John Boyle Finance Director Charles Cox Communications Director Tom Bryson Director of Community Services Michael Spicer Director of Parks & Recreation Jeff Fuller Library Director Mary Jane Stevenson City Engineer Jerry Murawski Director of Equipment Services Don Moore Police Chief Jim Fawcett Fire Chief Kyle King Recording Secretary Suzanne Reynolds Mayor Phelps called the City Council meeting of January 21, 2002 to order at 7:33 p.m. The meeting was televised. A.1 INVOCATION AND PLEDGE OF ALLEGIANCE. Councilman Moses gave the invocation and led the pledge of allegiance to the flag. A.2 RECOGNIZE SANDRA HARDT, A STUDENT FROM SISTER CITY OF GARBSEN, GERMANY. Volume 88, page 26 Mayor Phelps and Deputy Mayor Pro Tem Bird recognized Sandra Hardt, a student visiting from the Sister City of Garbsen, Germany and welcomed her to the City. Mayor Phelps presented Ms. Hardt with a gift bag and thanked her for assisting the Communications Department. A.3 CONSIDER ACCEPTING A DONATION OF EIGHT TREES VALUED AT $980.00 FROM MODERN WOODMEN OF AMERICA TO BE PLANTED AT DUTCH VILLAGE PARK AND RAWHIDE PARK AND TAKE APPROPRIATE ACTION. Mayor Phelps presented the following information. Modern Woodmen of America, or MWA, is a 119-year-old Fraternal Benefit Society. As a fraternal benefit society, MWA makes contributions to the communities they serve. Designed to repair or beautify local structures or environments, this program is known as the Good Neighbors Project. Nearly 500 Camps (MWA groups) across the country perform Good Neighbor Projects annually, simply to beautify their communities. Mr. David Silver, as a representative of MWA and a resident of Farmers Branch, saw an opportunity to make a donation of trees that others, as well as future generations, could benefit from. The donation of trees by MWA Camps 12369 and 17051 is valued at $980.00. These trees for Dutch Village Park and Rawhide Park will be part of the ongoing reforestation of the City's parks. The donated trees include 2 Lace Bark Elms, 1 Burr Oak, 1 Forest Pansy Red Bud, 1 Live Oak, and 3 Purple Ash. These trees will provide interest throughout the seasons whether with spring flowers, fall color or distinctive bark patterns. Mr. David Silver representing Modern Woodmen of America stated they would like to present the City of Farmers Branch with eight trees to be planted at Dutch Village Park and Rawhide Park. A motion by Deputy Mayor Pro Tern Bird, seconded by Mayor Pro Tern Davis, all voting "aye," accepted the donation of eight trees to be planted at Dutch Village Park and Rawhide Park, with appropriate thank you letter. AA PRESENTATION OF BOARD APPLICATIONS. There were no applications presented. A.5 REPORT ON STUDY SESSION ITEMS. Mayor Phelps and the City Council gave a brief summary of the items discussed in Study Session prior to the regular meeting. A.6. CITIZEN PARTICIPATION. Volume 88, page 27 Calla Davis, 2828 Selma, thanked City staff and the residents for helping out with the adoption of 28 families with school children within the Carrollton-Farmers Branch Independent School District who would not have had a Christmas without help. John Wells, 13521 Heartside Place, stated he would like to see the cost listed on Consent Agenda items. Mayor Phelps replied someone would get in contact with Mr. Wells after the meeting. Beth Crockett, 2702 Mount View, stated she feels that Mayor Pro Tern Davis' two absences should be excused and the Council should be more knowledgeable about the City Charter requirements on absences. B.0 CONSIDER THE FOLLOWING AS CONSENT ITEMS AND TAKE THE APPROPRIATE ACTION. Mayor Phelps stated 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 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 Tern Davis, seconded by Councilman Robbs, all voting "aye," added agenda item D.3 to the Consent Agenda. A motion by Mayor Pro Tern Davis, seconded by Councilman Robbs, all voting "aye," accepted the Consent Agenda as amended. B.1 APPROVED MINUTES OF CITY COUNCIL MEETING OF JANUARY 7, 2002. B.2 ADOPTED RESOLUTION NO. 2002-015 AWARDING A BID TO WICKHAM SUPPLY, INC. FOR THE ANNUAL SUPPLY OF IRRIGATION PARTS FOR THE PARKS AND RECREATION DEPARTMENT. B.3 ADOPTED RESOLUTION NO. 2002-008 AWARDING THE BID FOR CLEANING AND SEALING OF JOINTS AND CRACKS AT ONE CITY PARKING FACILITY AND IN STREETS AT VARIOUS LOCATIONS. BA ADOPTED RESOLUTION NO. 2002-019 AUTHORIZING THE PURCHASE OF ONE (1) REPLACEMENT POLICE PATROL SEDAN. Volume 88, page 28 D.3 ADOPTED ORDINANCE NO. 2653 AMENDING CHAPTER 2, ARTICLE II, DIVISION 4, SECTION 2-102 (A), GOVERNING HISTORICAL PRESERVATION AND RESTORATION BOARD MEMBERSHIP REQUIREMENTS, OF THE CITY OF FARMERS BRANCH CODE OF ORDINANCES. AN ORDINANCE OF THE CITY OF FARMERS BRANCH, TEXAS, AMENDING CITY OF FARMERS BRANCH CODE OF ORDINANCES, CHAPTER 2, ARTICLE II, DIVISION 4, SECTION 2-102 (A), GOVERNING HISTORICAL PRESERVATION AND RESTORATION BOARD MEMBERSHIP REQUIREMENTS. D.l CONSIDER ADOPTING RESOLUTION NO. 2002-012 TO ADOPT THE COMPREHENSIVE ANNUAL FINANCIAL REPORT AND REPORT TO MANAGEMENT FOR THE FISCAL YEAR ENDED SEPTEMBER 30, 2001 AS SUBMITTED BY ARTHUR ANDERSEN, LLP AND TAKE APPROPRIATE ACTION. Mayor Phelps presented the following information. The City Charter requires an annual audit by an independent certified public accountant. The audit for the year ended September 30, 2001 has been completed and the Comprehensive Annual Financial Report and Report to Management have been submitted to City Council. City staff recommends adopting Resolution No. 2002-012 adopting the Comprehensive Annual Financial Report and Report to Management for the fiscal year ended September 30, 2001. Ben Kohnle, Principle for Arthur Andersen, 901 Main Street, Dallas, stated that the audit for the year ended September 30, 2001 had been completed. Arthur Andersen was associated with the City in the issuance of two reports: (1) Comprehensive Annual Financial Report and (2) Memorandum on Internal Control System. He stated that with the Comprehensive Annual Financial Report, Arthur Andersen issued an unqualified clean opinion. Charles Cox, Finance Director, stated the Comprehensive Annual Financial Report and the Report to Management is on the Internet as well as there being a copy at the Library and Police Department. Mayor Phelps stated the City has been with Arthur Andersen for ten years and it is time to move forward. He stated that its time for the City to evaluate new audit firms as part of the City's five-year auditor rotation evaluation policy. There being no further discussion, a motion by Councilman Robbs, seconded by Councilman Walden, all voting "aye," adopted Resolution No. 2002-012 Volume 88, page 29 accepting the Comprehensive Annual Financial Report and Report to Management for the fiscal year ended September 30, 2001. D.2 CONSIDER CONTAMINATION CLEAN-UP EFFORTS AT THE FORMER ST. STEPHENS DRY CLEANER SITE, LOCATED AT 2788 VALWOOD PARKWAY NEAR THE SOUTHWEST CORNER OF VALWOOD PARKWAY AND DENNIS LANE AND TAKE APPROPRIATE ACTION. Mayor Phelps presented the following information. Environmental contamination was discovered at the site in 1996. Since 1997 the owner of the property has been participating in a State-sponsored program overseeing the clean up of the contamination. The contamination has migrated off-site and now presents both a health and environmental risk. City staff and environmental consultants, HBC Engineering, Inc., will make a detailed presentation and answer questions concerning this matter. Representatives of five neighboring properties that have been affected by the contamination have been invited to attend this presentation. Richard Escalante, City Manager, Stacy Wright, Environmental Health Specialist, and Mike Covert and John Cuddihee with HBC Engineering, Inc. gave a lengthy presentation/slide show to the public about the contamination at the former St. Stephens dry cleaner site, located at 2788 Valwood Parkway. D.3 CONSENT. DA CONSIDER ADOPTING RESOLUTION 2002-010 AUTHORIZING THE CITY MANAGER TO PURCHASE NEW AND REPLACEMENT COMPUTER SERVERS, AND NETWORKING EQUIPMENT UTILIZING THE STATE OF TEXAS CATALOG PURCHASING PROCEDURES FOR AUTOMATED INFORMATION SYSTEMS AND TAKE APPROPRIATE ACTION. Mayor Phelps presented the following information. Twelve network servers, two network routers, one backup tape drive, and several Microsoft network software programs are budgeted in the 2001-2002 fiscal year's Fixed Asset Fund and Utility Fund. This hardware and software will allow the City to replace eight six- year-old computer network servers and provide for the purchase of four new servers to enable Internet utility payments. High technology quotes under the State of Texas General Services Commission Qualified Information Systems program guidelines were requested from nine vendors. Dell, Forsythe Solutions, Software House International, and Techville, all met the City's minimum configuration and reliability standards and have been certified by the Texas Department of Information Resources as a Qualified Information Volume 88, page 30 System Vendor for information system purchases. The total for the selected vendors is $91,622.00. Funds totaling $97,500.00 are budgeted in the 2001-2002 Fixed Asset Fund and Utility Fund for the network servers, routers, tape drive and software purchases. Staff recommends the purchases of twelve network servers, two network routers, one backup tape drive, and several Microsoft network software programs using the State of Texas catalog purchasing procedures for a total amount not to exceed $97,500.00. There being no discussion, a motion by Deputy Mayor Pro Tem Bird, seconded by Mayor Pro Tern Davis, all voting "aye," adopted Resolution No. 2002-010. D.5 PRESENTATION OF COUNCIL COMMITTEE AND ORGANIZATION REPORTS. Councilman Moses stated he attended the Senior Advisory meeting and all plans are made for the February 2, 2002 "Game Night." Mayor Phelps stated on January 8, 2002, he and Richard Escalante attended the Metroplex Mayor's Meeting in Addison. On January 15, 2002, he attended the TEX-21 meeting in Irving. On January 17, 2002, he and Councilman Robbs met with the Metroplex Youth Leadership at Addison Fire Station. Mayor Phelps stated he would like to thank Linda Groomer for hosting the young adults from three high schools and two private schools in the Metroplex. On January 19, 2002, he and Councilman Robbs attended the annual dinner and program honoring the City's Police and Fire Department at the Knights of Columbus. D.6 CONSIDER COUNCIL TRAVEL REPORTS AND REQUESTS AND TAKE APPROPRIATE ACTION. A motion by Mayor Pro Tem Davis, seconded by Councilman Robbs, all voting "aye," approved travel for the City Manager, Mayor and City Council to travel to any TEX-21 meetings and the NLC Conference in Washington in March. MAYOR PHELPS ANNOUNCED THAT THE ITEMS ON THE AGENDA FOR THE EXECUTIVE SESSION WERE DISCUSSED IN THE 3:30 P.M. WORK SESSION. MAYOR PHELPS EXPLAINED THE CITY COUNCIL CONVENED INTO EXECUTIVE SESSION AT 6:05 P.M. AND CONCLUDED AT 6:29 P.M. TEXAS GOVERNMENT CODE CHAPTER 551 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. Volume H, page 31 E.1 DISCUSS LAND ACQUISITION -TEXAS GOVERNMENT CODE SECTION 551.072. Discuss sale or trade or leases of City owned property or acquisition of property located in the area known as Old Farmers Branch and take appropriate action. Mayor Phelps stated staff was present to discuss this item with the City Council. F.1 CONSIDER NECESSARY ACTION ON ITEMS DISCUSSED IN THE EXECUTIVE SESSION. Mayor Phelps announced that staff updated City Council and no action was necessary. F.2 ADJOURNMENT. A motion by Deputy Mayor Pro Tem Bird, a seconded by Councilman Walden, all votigg "aye;; adjourned the meeting of January 21, 2002 at 9:14 p.m. Mayor City Secretary Volume 88, page 32