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HomeMy WebLinkAbout1996-12-17 - Special City CouncilMINUTES OF SPECIAL MEETING City of Stephenville - City Council TUESDAY, DECEMBER 179 1996 - 5:30 P.M. The City Council of the City of Stephenville, Texas, convened in special session on December 17, 1996, at 5 : 3 0 p.m., in the Council Chambers at City Hall, 354 N. Belknap Street, with the meeting being open to the public and notice of said meeting, giving the date, time, place and subject thereof, having been posted as prescribed by Chapter 551, Government Code, Vernon's Texas Codes Annotated, with the following members present, to wit: Mayor : Councilmembers: Others Attending L CALL TO ORDER John Pollan Jerry B . Madkins Barbara Terrell Marshall Shelton Joel Hillin K. H. Conatser Billy Bob Hodges Scott Evans Bill Corbin Don Davis, City Administrator Cindy L. Stafford, City Secretary Randy Thomas, City Attorney Mayor Pollan called the meeting to order at 5:30 p.m. and declared a quorum present. Before beginning with the regular agenda items, Mayor Pollan stated that he had some comments to make in an effort to clear up any misunderstanding about City facilities and the financing of some of these facilities --primarily a maintenance service center. He stated that, originally in the bond issue, there was $500,000 appropriated for the maintenance facility that was in the $2 million bond issue that was approved several months ago. He mentioned the recent newspaper article concerning a proposal from both the Finance Committee and subsequently from the Planning and Development Committee about the location and the approximate cost of a maintenance service center. Pollan explained that the Council would not consider, at this meeting, the rerouting of Long Street, the closing of Swan Street, or the construction of Stephenville's new maintenance service facility. He said that the Planning and Development Committee will continue to explore all possibilities as to location and cost of the new maintenance service facility. Pollan December 17, 1996 Minutes of Special Meeting added that the present facilities are antiquated and are in need of being replaced both from an economic standpoint and from a day-to-day functional operation. He said, "A city of our size can certainly provide a more modern facility than to have dirt floors and less -than -adequate office space and meeting rooms for our service personnel. The full Council and myself will continue to be good stewards of our tax dollars and do what we feel is in the best interest of the City of Stephenville and our taxpayers." Pollan then addressed the "public service announcement" being circulated by James Bachus. He stated that there was a misconception about the maintenance service facility, and that some citizens believed the Council would take final action at tonight's meeting. This was merely a move on the part of both the Finance Committee and also on the part of the Planning and Development Committee to explore the possibility of a maintenance service facility. Several of the councilmembers, along with the City Administrator, have been in consultation on this. Pollan stated that there always has to be a plan, and this was a part of this plan. It didn't mean that it was going to happen. Pollan responded to another statement in the "public service announcement"; that being that the Texas Highway Department [Texas Department of Transportation] maintenance facility is available to the City at a much lower cost. Pollan stated that he has been personally working with the Texas Highway Department for between 10 and 12 months in regard to the closing of that facility. As recently as yesterday morning, Pollan was in touch with James Parker, with the Texas Department of Transportation, who is over the facility. There has been a problem in getting the complete environmental study done because the state could not actually put this piece of property on the market for even an appraised value until they get all of the findings back. Pollan told those present that in an effort to do what the Council feels is in the interest of Stephenville and the fact that it is growing and the fact that our current situation is not adequate, he is not sure if the three acres at this location would be something that we could use. In response to some disparaging remarks a11 imed at the city staff, Pollan stated that we've got a very, very fine city staff that I'm proud of. They do a job, they're assigned responsibility, and I think they perform. It would be impossible for the City Council and the Mayor to do the things that bring so many of the agenda items to our final conclusion --it takes the city staff to perform these duties. James Bachus was given an opportunity to speak to the Council. He stated that his ma jor concern was the building of the maintenance service center in a location that would cause the closing of Swan Street, as his business is located at the eastern end of Swan. II. FINANCE COMMITTEE REPORT Councilmember Corbin gave this report. CityAdministrator rDavis o Davigave some background of the capital improvements program. In Marc 1990 ' .. h, at a City Council Retreat there was a discussion of policy issues and priorities of concern at that time. The capital improvements program was the number four priority of the council. The capital im provements mprovements program December 17, 1996 Minutes of Special Meeting .m . includes buildings, improvements to park, airport, water system, and the infrastructure. In June, 1990, the City Council appointed a 100 citizen volunteer group to work a capital im rovements lannin program. These volunteers were divided into four committees — improvements p g p' streets and storm drainage, water, public facilities, and parks and leisure services. In August, 1990, the committee made its recommendations to the City Council. Among those recommendations were a municipal complex to house the administrative offices at a single location, remodel the present City Hall into a municipal public safety complex, construct a municipal service center complex for the Public Works Department, including a warehouse facility and a garage. On February 5, 1991, the Council adopted the Stephenville Comprehensive Plan. Section VIII of that Comprehensive Plan deals with the capital improvements and the implementation strategy. The basis of that section was the 1990 Citizen Committee recommendation. The Council again held retreats in 1993, 1995, and 1996. During each retreat, the capital improvements program was discussed and priorities were set for programs. The capital improvements program ranked among the top priority items in each year. In 1996, the City Council decided to issue certificates of obligation and begin implementing a part of the capital improvements program. Davis stated that the discussion held at the December 11, 1996 Finance Committee meeting was an effort to try and outline a financial plan that would allow the Council to begin implementing some of the programs. He explained that this would provide a blueprint of a means whereby these programs can be funded. Corbin then reminded the Council that the $2 million certificates of obligations were approved to fund the following projects: 1) purchase the former Stephenville Bank and Trust Company building and the Terrell/Nix property; 2) renovate the former SB&T building, the existing City Hall, and Central Fire Station; 3) build a new service center for street, utility, park, garage, warehouse, and cemetery departments; and 4) purchase three new fire trucks. Corbin outlined other projects which have been identified that the committee believes should be addressed. He informed the Council that the City's unrestricted reserve fund has a projected ending balance for fiscal year end of over $2 million. The committee discussed allocating a part of the unrestricted reserves, approximately $1 million for the following projects: 1) Phase I of the City Park development; 2) extension of Long Street; 3) demolition of the Majestic Theater and Glasgow/Jones building and improvements to the auto park; 4) public information equipment of the new City Hall; and site improvements for the proposed service center. Corbin .emphasized that the committee thinks it is important for the Council to remember that these additional projects, while not funded in the original $2 million bond issue, have been priorities of the Council and can be accomplished without jeopardizing the City's bond rating or operations. Councilmember Corbin made the motion to accept the funding program for the Capital Improvements Program as recommended by the Committee which is as follows: December 17, 1996 Minutes of Special Meeting = Designated Reserves _ Unrestricted 3 months Capital Grant - : - Reserves Operations Replacement Right -of -Way Matches Estimated Cash Balances 9/30/97 $2,022,704 $11352,822 $ 6003000 $475,000 $100,000 (Airport) Transfer Building Program (473,000) 323,000 1509000 Transfer Park Program (550,000) 50,000 500,000 (Park) Subtotal $999,704 $11352,822 $9239000 $6759000 $600,000 -. Recommended Capital Improvements (1) (323,000) (2009000) (0009000) Recommended Cash Balance 9/30/97 $9999704 $1,352,822 $600,000 $475,000 $0 Note 1 - Recommended Capital Improvements A) Park Phase 1 $5001000 B) Airport ^ - 1009000 $600,000 C) Long Street 150,000 D) Park Streets 50,000 2001000 E) Demolition 30,000 F) Auto Park 158,000 G) Council Chambers Equipment 40,000 H) Service Center Site Improvements 95,000 323,000 $19123,000 Councilmember Shelton seconded the motion which passed by unanimous vote. Corbin then reported that the Finance Committee considered the purchase of a code enforcement vehicle that was tabled from the December 3 rd Council meeting. Councilmember Corbin made a motion to purchase a 4x2 utility vehicle through HGAC for $19, 9 5 3.02. Councilmember Terrell seconded the motion which passed by a 9-0 vote as follows: Yea: Councilmembers Madkins, Terrell, Shelton, Hillin, Evans, Hodges, Corbin, and Mayor Pollan. Nam : None Abstaining: Councilmember Conatser. III., PLANNING AND DEVELOPMENT COMMITTEE REPORT Councilmember Hodges gave this committee report. He informed the Council that bids were not received for all sections of the bid proposals for both the renovation of the new City Hall and the Central Fire Station and addition of the Fire Station Truck Room. The committee is recommending that the sections which received incomplete bids or no bids be rejected and rebid. Councilmember Hodges made a motion that the Council award the bids for the bid items listed on the bid tabulation in the amount not to exceed the total recommendation, and the bid items which did not receive qualified bids be rejected and rebid. Councilmember Terrell seconded the motion which passed by unanimous vote. Hodges reported that a preliminaty cost estimate conducted by architect Fred Parker indicates that it would cost approximately $213,000 to renovate the 5,600 square foot building located at 198 North Belknap. It is the committee's recommendation that this building be demolished along with the Majestic Theater. Councilmember Hodges made a motion to demolish the Glasgow/Jones building situated at Lot C. Block 6, (198 North Belknap Street), City Addition, Stephenville, Texas. Councilmember Shelton seconded the motion which passed by unanimous vote. Councilmember Hodges made a motion to approve the request for quotation for the sale and removal of the tin ceiling in the building located at 198 North Belknap. Councilmember Corbin seconded the motion which passed by unanimous vote. IV. CONSIDER THE RATIFICATION OF AN ADDITIONAL HOLIDAY ON CHRISTMAS EVE Councilmember Hodges made the motion ratify action taken to add Christmas Eve, December 24, to the list of holidays. Councilmember Shelton seconded the motion, which passed by unanimous vote. u December 17, 1996 Minutes of Special Meeting i Councilmember Madkins suggested that the holiday schedule for City employees should be reviewed. Mayor Pollan stated that this would be referred to the Personnel Committee meeting for further study. V. CONSIDER CONTRACT WITH SCHRICKEL, ROLLINS AND ASSOCIATES, INC. FOR ENGINEERING SERVICES City Administrator Davis explained that this is a general contract that would address individual engineering studies or tasks. He reminded the Council that we presently have agreements with two other engineers, Charles Gillespie and Don Dietrich, and that no employment would be made under the proposed contract without prior Council approval. Davis further explained that professional services, by state statute, are exempt from the bidding process. In certain circumstances such as engineering services, the statute says that a price cannot be quoted. Proposals are solicited which set out experience, staffing, qualifications, etc. Once a firm is selected, a price is then negotiated. Councilmember Hillin made a motion to approve the contract between the City and Schrickel, Rollins and Associates, Inc. for engineering services. Councilmember Hodges seconded the motion which passed by unanimous vote. VH. EXECUTIVE SESSION At 6:24 p.m., Mayor Pollan recessed the open portion of this meeting, and the Council went into executive session in compliance with the provisions of the Texas Open Meetings Law, Subchapter D, Closed Meeting, §551.071(l)(A), Government Code, Vernon's Texas Codes, Annotated, in accordance with the authority contained therein concerning Consultation with Attorney regarding pending or contemplated litigation and §551.072, concerning deliberations about real property V 6 ACTION TAKEN ON MATTERS DISCUSSED IN EXECUTIVE SESSION. Councilmember Madkins made a motion that the City accept a donation of 1.4 acres, and being a portion of Lot 1, Block 32, South Side Addition, City of Stephenville, Erath County, Texas, from the Stephenville Senior Citizens, Inc. Councilmember in seconded the motion which passed by unanimous vote. IX. ADJOURN There being no further business, Mayor Pollan adjourned the meeting at 6:52 p.m. Jo o an, Mayor AT EST: Cindy L. S ord, C""�q rr December 17, 1996 Minutes of Special Meeting