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10-15-1985 (City Council) Minutes CALLED CITY COUNCIL MEETING - MINUTES OCTOBER 15, 1985 7 :00 P. M. The City of Wylie met in a called session on Tuesday , October 15 , 1985 at 7 : 00 P . M. in the workroom of the Rita and Truett Smith Public Library . A quorum was present and notice of the meeting had been posted for the time and in the manner required by law. Those present were Mayor John W . Akin , Mayor Pro Tem Hughes , Councilmembers Percy Simmons , Randall Gaston , Joe Fulgham, and Harold Spence , City Manager Gus Pappas , City Secretary Carolyn Jones , Finance Director James Johnson , Public Works Director Bill Windham, Elayne Mayes from Wylie News , Tom Mayes and other citizens . Councilman Martin was absent . Mayor Akin called the meeting to order made two announcements . The first being that the City of Sachse has called and wants to meet with two of our Councilmen and the City Manager on Saturday , Oct . 19th at 1 : 00 P . M. Mayor Akin said he wanted to attend and then asked Councilman Simmons to attend with him and the City Manager . The second announcement was that the Chamber of Commerce want to meet with the Council on Monday , Oct . 28th , at 7 : 00 P. M. for a planning session . City Manager Gus Pappas gave a presentation on each of the proposal for the new municipal complex . Low bidder for Proposal A was Speed Fab-Crete with a bid of $999 , 829 . Low bidder for Proposal B was Sowesco with a bid of $1 , 355 , 000 , and low bidder for Proposal C was Sowesco with a bid of $1 , 705 , 000 . Mayor Akin asked if any contracts for such bids have penalty clauses if the completion of the building is not done as scheduled . Councilman Spence said yes , and you usually pay interest per day plus there is usually days set up in the contract called rain days . City Manager Gus Pappas said that CCP said they could build the building in approximately 210 days. Councilman Simmons said what information was given on the soil preparation. City Manager Gus Pappas said none because the City will do the site preparation . Mayor Pro Tem Hughes said that one proposal said the roof has a two ( 2) year warranty and another proposal gave a twenty (20) year warranty . 19 Councilman Spence wanted to know if the offices could have 8 ' ceilings instead of 10 ' ceilings . City Manager Gus Pappas said yes . Mayor Akin asked about a place for the receptionist to answer phones and direct the customers coming in. Mayor Akin also asked about the flower beds and if they would go all the way around the building . City Manager Gus Pappas said the flower beds would go all the way around the building , and at this time , it is proposed for a half wall to be at the City Secretary area and one of the desks there would take care of the phones and directing the people . Or there could be some adjustments made and a desk put just inside the front entrance . City Manager also stated that the reason for Plan C was to put the police station where it will not have to be moved again . This is one of the most expensive areas to build with the jail cells . Councilman Fulgham said it was important to put the police station in the right place so as not to have to make another move . Mayor Akin wanted to know if the police station could stay where it is and just add on to the existing building . Mayor Akin said we had to look at the cost and to remember the Council represents the citizens . Mayor Akin wanted to know what the Council had been hearing from the people on the street . Mayor Pro Tem Hughes said the ones he had talked to is ready for the City to go ahead with a new complex . Councilman Spence wanted to know about electronic voting . City Manager Gus Pappas said that the council chambers would be done by the City except for the raised platforms . Mayor Pro Tem Hughes wanted to know if the 4" slab was enough for the building . Councilman Simmons said 4" slab was okay , that the walls would carry most of the weight on the tilt walls buildings , not the slab . City Manager Gus Pappas said the estimated cost for furniture was $133 , 000 . and this does not include computers , just desks , calculators , file cabinets and chairs and equipment for the jail cells . There is an estimated cost of $360 , 000 . for entire parking lot on the remaining 4 acres . This would give an estimated number of 216 parking spaces . Councilman Simmons said that 30 ,000 square feet was just enough for us know, with no growth . Mayor Akin said that was the selling point , the need . Mark from Bredow said on their proposal C, the complete building has the sprinkler system. Tom from Consolidated Financing said he would be glad to talk with Council on a lease purchase plan if they are interested . Councilman Simmons said himself , Councilman Simmons and City Manager Gus Pappas believe you can build all three buildings now and save with the increase in interest and building cost over the next several years . Tom from Consolidated Financing said that until Jan . , the interest range is about 8 1/2 percent and after Jan . this could drop to around 7 1/2 percent . Councilman Simmons said it would be good for Councilmembers to go to Rockwall and see what has happened to them. They did not plan for the future and the day the new city complex was complete , it was to small for their staff . City Manager Gus Pappas said you would go with Plan A because it is less total dollars , but you go with Plan C because it is less per square foot . If you go with Plan C , finance over land period of time and you have one debt and you do not have to come back in two years to add to the note or take the second note inorder to expand . Mayor Akin said to keep in mind that the people will be the ones making the final decision . Mayor Pro Tem Hughes said we are telling the people that we are keeping them in mind , no matter which proposal is decided on , we are saving money for them. Mayor Pro Tem Hughes also said the Council looks at the growth and then they go out and talk with the people when the Council does this it has a better feel for the growth and what the people want because it has all the information . If we then ask the people to make our decisions for us aren ' t we letting the people down and maybe not doing the job that they sent us here to do . If they are satisfied with us then maybe what they are telling us to do is make the decisions that need to be made . Mayor Pro Tem Hughes said that if the people are satisfied with what we have , then there is not need to keep looking . Mayor Akin said the people know we need the space . City Manager Gus Pappas said that if all proposals are only finishing out 30 , 000 square feet , then a building of 1 . 5 million dollars would not reflect a tax increase . Councilman Simmons thinks proposal A is all we can take at this time . Councilman Spence said he believes we can go !,. 0 with Proposal A and not have to add on for four (4) years . Councilman Fulgham said he had rather go with Proposal A, but that the 90 ,000 square feet in Proposal C may not be large enough in a few years . Councilman Spence wanted to know if the population doubles will the number of city employees double . City Manager Gus Pappas said not all departments , but police and public works would always increase . The main office areas in city hall would only increase by a few people . Mayor Pro Tem Hughes agrees with the 30 ,000 square feet if that is what the Council wants , but he believes we need more square feet than that . Councilman Gaston said he is open, but a lot will depend on the financing . clayor Akin said 30 , 000 square feet only . Councilman Fulgham said his vote was for Proposal C as far as needs . Councilman Fulgham would also like to see the financing before making a final decision . Councilman Simmons said if the Council decides to go to the people for a vote , he would want both proposals on the ballot . cMayor Akin said he wanted the people to vote on this project . Mayor Akin also said he would not take on an xpenditure like this without a vote of the people . City Manager Gus Pappas said what has been received are bids and you can not take a bid and show it to the people . Councilman Gaston said at what time would the effect of a bond issue place an increase on the tax rate . Councilman Gaston said this is he reason he can not decide on 30 ,000 or 90 , 000 square feet . City Manager Gus Pappas said you can say today that we can build 1 . 5 million dollar building without a tax increase . The City only owes for all debts service 9 . 9% of their budget . There isn' t another city around with that small debt base . City Manager Gus Pappas said he keeps hearing that the school ' s bond issue is the fast cycle , they got five million dollar bond issued and now the school is going to ask for another bond issue . City Manager Gus Pappas said he keeps hearing from the Council that we need to be sure and do this right . Do we want to ask for an amount for a move in or cut back and do some of the work ourselves . a City Manager Gus Pappas said the summary of the meeting is , proposal — what is to be the questions for vote taken to the people ; opinion from staff and city attorney as to what to do with bids ; analysis on future effect on debts of the city funds ; to place on the agenda if there could be an extension of the 180 days on the land that has been given to the city . Councilman Simmons requested that an item for temporary space be place on the next council agenda . Motion was made to adjourn , all were in favor . '3/74 . was 4 John W. Akin , Mayor C. ATTEST : �M Caro yn Jo , C . Secretary