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HomeMy WebLinkAbout1997-03-04 - Regular City CouncilMINUTES OF GENERAL BUSINESS MEETING City of Stephenville - City Council TUESDAY, MARCH 4, 1997 - 7:00 P.M. The City Council of the City of Stephenville, Texas, convened on March 4, 1997, at 7:00 p.m., in the Council Chambers at City Hall, 354 N. Belknap Street, for the purpose of a General Business Meeting, 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 John Pollan Councilmembers Jerry B. Madkins Barbara Terrell Marshall Shelton Joel Hillin K. H. Conatser Billy Bob Hodges Scott Evans Bill Corbin Others Attending: Don Davis, City Administrator Cindy L. Stafford, City Secretary Randy Thomas, City Attorney I. CALL TO ORDER Mayor Pollan called the meeting to order at 7:00 p.m. and declared a quorum present. He recognized a new reporter, Jane Pratt, who writes for The Abilene Reporter, and Jeff Osborne from the Stephenville Empire -Tribune. H, PLANNING AND ZONING COMMISSION --Final Plat of a Replat of Blocks 9 and 11 of the Tanglewood Northwest Subdivision Mayor Pollan stated that this plat consists of 55 single-family residential lots on 18.96 acres. Councilmember Conatser moved to accept the final plat of a Replat of Blocks 9 and 11 of the Tanglewood Northwest Subdivision. Councilmember Hillin seconded the motion, which passed by unanimous vote. General Business Meeting — March 4, 1997 00045f III. FINANCE COMMITTEE Historical House Museum. Councilmember Corbin gave the Finance committee report. The first item reported was a request from the Stephenville Historical House Museum for funds from the Hotel/Motel Tax for printing a promotional brochure. Councilmember Corbin made a motion to award the low bid for printing 10,000 copies of the Stephenville Historical House Museum brochure to Tarrant Printing of Fort Worth in the amount of $4,095.00. Councilmember Shelton seconded the motion, which passed by unanimous vote. Western Heritage Museum. Don Henneke delivered a feasibility study on the establishment of a western heritage society and museum. Henneke expressed that a properly organized, properly operated western heritage society and museum in Stephenville should be extremely successful, and would require a long-term commitment from the City and the community. The proximity of Stephenville to the metroplex, the established reputation of Stephenville as a western community, high number of western events scheduled each year, and the successful western entertainment facilities are factors that would further support a western heritage museum. Henneke stated that this program would be better operated with a paid director because it would be difficult to expect a volunteer group to implement and manage this program. He also stated that he sees this as an opportunity to promote Stephenville by focusing on tourism. Henneke thinks a "special events tourism director" could benefit the City and would be more beneficial than volunteer groups. Councilmember Conatser expressed concern over creating a paid tourism director position. He mentioned that the City funds the Chamber of Commerce through HoteUMotel Tam and the Chamber provides tourism services. Conatser believes this is more of a Chamber function. Henneke stated that he met with the Executive Committee of the Chamber of Commerce but has not visited with them since his study had been completed. Henneke said he had been disappointed with the Chamber of Commerce' efforts in the area of tourism. Councilmember Terrell asked for comments from Robert Defer, Executive Director of the Chamber of Commerce, who was in the audience. Mr. Defer stated that the Chamber welcomes ideas for additional tourism activity. He did state that since he had not had an opportunity to read and review Mr. Henneke's feasibility study, that he declined to elaborate on this subject. Defer reported that the Chamber is also considering activities, events, etc. to promote the western heritage, and he hopes to work with the City to promote some of these events. He thinks the idea of having a special events coordinator is a very good idea. .- General Business Meeting -- March 4, 1997 1 r. Councilmember Corbin moved to accept Don Henneke's feasibility study for a Western Heritage Museum and Society. Councilmember in seconded the motion, which passed by unanimous vote. Senior Citizens Transportation. Councilmember Corbin reminded the Council that the- Stephenville Senior Citizens, Inc., who provided transportation in the past, disbanded in January, 1997. Seeing a great need for this service to senior citizens, the newly formed Erath County Senior Citizens, Inc. and the City propose to provide this service. Jerry Henshaw was present to represent the EC S C . He said the organization was delighted with the proposed contract, and that it will provide a service to seniors and handicapped people that the City has not had in a number of years. To further clarify some of the services and information concerning this program, City Administrator Don Davis stated that news releases, feature stories, and advertising would be forthcoming in the local newspaper and radio. He also emphasized that the two vans will not be involved with delivering meals. Councilmember Corbin moved to approve the contract between the City of Stephenville and the Erath County Senior Citizens, Inc. for providing senior citizens transportation services. Councilmember Terrell seconded the motion, which passed y unanimous vote. Corbin concluded by reporting that the Finance Committee received a quarterly report on Hotel/Motel Tax from the Cross Timbers Fine Arts Council and the quarterly investment report. IV. PLANNING AND DEVELOPMENT COMMITTEE REPORT Public Safetv Building. Councilmember Hodges gave this committee report. -Hodges asked for City Administrator Don Davis and architect, John Beverly, to explain the floor plan for the Public Safety Building which will be in the present City Hall building. Councilmember Hodges moved to approve the plans and specifications for the Public Safety Building and to instruct the staff to proceed with advertising for bids. Councilmember Conatser seconded the motion, which passed by unanimous vote. College Farm Road Bridge. Councilmember Hodges reminded the Council that the College Farm Road Bridge has been designated to be replaced in 1998. The City's participation will be ten percent of the actual cost, estimated to be approximately $18, 000, plus acquiring any additional right of way and relocating existing utilities. The City has been notified that it can keep the old bridge. General Business Meeting -- March 4, 1997 " r 5 Councilmember Hodges moved to keep the old bridge across the Bosque River on the College Farm Road and, at the appropriate time, relocate it to the City Park for use as a foot bridge. Councilmember Shelton seconded the motion, which passed by unanimous vote. Downtown Auto Park. This item had been tabled from the February 4, 1997 Council Meeting. Don Davis explained some of the confusion concerning this item, specifically the "not to exceed" clause providing for $21, 000. Built into the fees were specialist services, such as structural engineers that will have to be on the project. Also included is landscaping, landscape architects, and drainage experts. The engineering cost will be around 13.3 % of the project cost of $15 8, 000. ` Couneilmember Hodges moved to authorize the Mayor to sign the agreement between the City and Schrickel, Rollins and Associates, Inc. for the engineering/design of the Downtown Auto Park. Councilmember Hillin seconded the µ motion which passed by unanimous vote. TzDOT Airport Grant. City staff has recently met with TxDOT Aviation officials P' to discuss the purchase of property and easements at the north end of the runway. The acquisition of this property is scheduled for 1998 with renovation of runways scheduled for 1999. 1997 Street Renovation. This will follow the same process as in past years. The Street Department crews will do crack sealing and chip sealing, and the City will contract for the total renovation program which includes cement stabilization and 1 'h inch hot mix overlay. Streets recommended to be totally renovated are in the Lockwood and Westgate Additions. v. PUBLIC HEALTH AND SAFETY COMMITTEE REPORT --Consider Policy for Monitoring Fire/Security Alarms by the Police Department Councilmember in reported that this committee considered the history of the Police and Fire Departments monitoring business alarms. The committee felt that while most businesses have access to private security alarms, and only eight businesses were still relying on this service, that the program should be discontinued. Councilmember Hillin moved to terminate the City's monitoring of the fire/security alarms with the Police Department, and provide the merchants presently on this service three months' notice before the service is terminated. Councilmember Conatser seconded the motion, which passed by unanimous vote. General Business Meeting -- March 4, 1997 C-004,60 vie PERSONNEL COMMITTEE REPORT Drug and Alcohol Testing. Effective January, 1996, the Department of Transportation requires all employers to test operators of certain motorized vehicles (CDL drivers) to be tested for possible alcohol and drug use. This policy would be added to the Employee Handbook and would be in addition to the currect drug and alcohol policy for all employees. Councilmember Corbin moved to approve a change in the personnel policies by adopting policies on controlled substance and alcohol testing requirements. Councilmember Shelton seconded the motion, which passed by unanimous vote. Evaluation Process. An update of the evaluation process was presented which included job descriptions, pay scales, etc. The evaluation will begin in April, 1997. Pay Plan. Information was given on the current pay policy and the process used in conducting salary and benefit survey. VII. CONSIDER AMENDING THE RULES AND PROCEDURES OF THE CITY COUNCIL City Administrator Don Davis explained that the proposed amendments presented would eliminate the Citizens' General Discussion Meeting at 6 : 3 0 p.m. prior to the General Business Meeting of the Council and place the Citizens' Discussion as the first item on the agenda of the Regular Business Meeting. In keeping with the Rules and Procedures, proposed changes are introduced at one Council Meeting and then acted on at the next Council Meeting. VIII. CONSIDER A REQUEST FOR PROPOSAL FOR SOLVING PROBLEMS WITH THE RADIO SYSTEM City Administrator Davis explained that because of recurring problems with the radio system, repairs need to be made in our radio system. City departments who rely on the radio system experience skips, hesitation, and complete lack of communication. Councilmember Madkins moved to approve the request for proposal for radio system repairs and authorize staff to proceed with advertising and solicitation for these proposals. Councilmember Hodges seconded the motion, which passed by unanimous vote. IX. A CHANGE ORDER REQUEST ON THE DEMOLITION OF THE MAJESTIC THEATER AND THE GLA5GOW/JONES BUILDING Davis explained the request for an additional $2,000.00 to the contract with M&M Demolition. A citizen had reported that basements were located under the buildings General Business Meeting -- March 4, 1997 J i to be demolished. Alternatives were discussed as to the best and safest manner to demolish the buildings. The most timely and economical means to proceed with the project was to approach the demolition of the structures from the perimeter, which � required the excavation equipment be kept an additional two days. Councilmember Madkins moved to approve Change Order No. 1 and final payment to M&M Demolition in the amount of $19,490.00 for the demolition of the Majestic Theater and the Glasgow/Jones Building. Councilmember Shelton seconded the motion, which passed by unanimous vote. Councilmember Corbin requested that Item "C.4. Engineering Services for Evaluation of High Service Pump Facilities" be removed from the Consent Agenda. Councilmember Shelton made the motion to accept the Consent Agenda as follows, with the exception of Item "C.4. Engineering Services for Evaluation of High Service Pump Facilities". Councilmember Madkins seconded the motion, which passed by unanimous roll call vote. X. CONSENT AGENDA A. Approval of Minutes 1. Citizen's Discussion on February 4, 1997 2. Regular Business Meeting on February 4, 1997 B. Bid Specifications 1. Computer File, Fax, and Communication Servers 2. Automated Library Management System C. Bid Awards L. . Concession Lease at Ballfields in City Park 2. Janitorial Supplies 3. Office Supplies 4. Engineering Services for Evaluation of High Service Pump Facilities 5. Fiber Optic Cable 6. Work Station Modulars D. Order for City General Election on May 3, 1997 Councilmember Corbin gave specific information regarding this item. He stated that the four engineering firms who bid on this project were all very interested and well - qualified for this job. He added that some of these pumps were 40-45 years old. He pointed out that even though the cost of services was bid at a not -to -exceed amount of $15,425, and the budget amount had been estimated at $10,000; the expertise of General Business Meeting -- March 4, 1997 00046�. employing engineers specializing in this service is quite necessary. He stated that it is very important to do a proper job of evaluation and engineering to ensure the entire project is conducted properly. Councilmember Madkins moved to employ Consulting Environmental Engineers, Inc. to conduct the evaluation on the high service pump facilities in an amount not to exceed $15,425 . Councilmember Corbin seconded the motion, which passed by unanimous vote. XI. CITY ADMINISTRATOR'S REPORT City Administrator, Don Davis, reported that Danny Johnson, Director of Utilities, is being inducted into the Texas Water Utility Association's Twenty -Five Year Club tonight at Texas A&M. Davis commended Johnson's work in that association as well as for the City of Stephenville. Davis then recognized Jennifer Wright, intern from Tarleton State University. He informed the Council that Wright is studying and re -writing the Animal Control Ordinance. Mayor Pollan then thanked councilmembers and those people in the audience for their concern during his recent recovery from back surgery. He reported that the operation was a complete success and expressed his appreciation for the cards, letters, flowers, prayers, etc. that he received during his recuperation. XII. EXECUTIVE SESSION At 8?30 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, §551.072, Local Government Code, Vernon's Texas Codes, Annotated, in accordance with the authority contained in Deliberation Regarding Real Property and §551.071(l)(A) Consultation with Attorney; Closed Meeting, pending or contemplated litigation. A. City of Stephenville v. C. D. Youngblood (condemnation) B. City of Stephenville v. Cecil Ford (condemnation) C. Consider the purchase of 2.352 acres in the City of Stephenville and being Lot L Block 70 of the City Addition to the City of Stephenville Mayor Pollan recessed the Executive Session at 8:48 p.m. and called the Council back into open session. General Business Meeting -- March 4, 1997 000463 XM0 ACTION TAKEN ON MATTERS DISCUSSED IN EXECUTIVE SESSION (if necessary) Councilmember Madkins moved to purchase 2.3 52 acres in the City of Stephenville, being Lot 1, Block 70 of the City Addition to the City of Stephenville for $15,000. Councilmember Conatser seconded the motion, which passed by unanimous vote. XIv. ADJOURN CD4 // 1�4 6 � John ollan, Mayor ATTEST: Cindy L;. ord, 6ity 066ry "I General Business Meeting -- March 4, 1997 OU0164