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04-28-1998 (City Council) Minutes MINUTES Wylie City Council Meeting April 28, 1998 Call to Order Mayor Jim Swartz called the City Council Meeting to order, April 28, 1998 at 7:00 p.m. with the following Councilmembers present: Wanda Sparks, J.C. Worley, Joel Scott, Reta Allen Cleo Adams and Lavern Ramsey. Staff members present were: Mike Collins, City Manager, Mindy Manson, Assistant to the City Manager; Brady Snellgrove, Finance Director; Jack Jones, Public Works Superintendent; and Barbara Salinas, City Secretary. Proclamations Mayor Swartz declared Wednesday, April 29 as Student Government Day for the Seniors at the Wylie High School. Members of the Senior Class were present to accept the Proclamation and then invited by the Mayor to sit at the Council bench for the remainder of the meeting. Mayor Swartz declared the Week of May 4-11,1998 as Public Service Recognition Week. City Staff members were present to accept the Proclamation. Consent Agenda 1. Consider and Act Upon Approval of the Minutes from the Council Meeting of April 14, 1998. 2. Consider and Act Upon Approval of a Resolution Authorizing the Negotiations and Execution of an Agreement to Provide Supplemental Police Patrol to the Lake Lavon Project in 1998. 3. Consider and Act Upon Final Acceptance of the Construction of Cottonbelt Avenue Paving and Drainage Improvements from Oak Street to Brown Street and Provide Authorization for Final Payment to McMahon Contracting, Inc. In the amount of $17,313.23 and Accept the Project as Complete. Mayor Pro Tern Worley made a motion to approve items 1, 2 and 3 on the Consent Agenda. Councilwoman Reta Allen seconded the motion. A vote was taken and all items on the Consent Agenda were approved unanimously. RESOLUTION NO. 98-8(R)A RESOLUTION OF THE CITY OF WYLIE,TEXAS,AUTHORIZING THE CITY TO PROVIDE SUPPLEMENTAL PATROL ON LAKE LAVON AND TO ENTER INTO A COOPERATIVE AGREEMENT WITH THE U.S.ARMY CORPS OF ENGINEERS,DEFINING THE TERMS OF SUCH PATROL, AND AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE SUCH AGREEMENT. Wylie City Council Minutes April 28,1998 Page 1 ACTION AGENDA Consider and Act Upon a Resolution Supporting the Adjustment of Boundaries of the East Fork Special Utility District's Certificate of Convenience and Necessity. City Manager, Mike Collins stated that Ms. Mindy Manson would address this item. Ms. Manson stated that this item was generated by the final plat of Stoneridge Phase II. A portion of this subdivision is in the East Fork Water District's jurisdiction. She stated that the developer has contacted East Fork and city staff has met with them as well. Ms. Manson pointed out on the overhead presentation the water district's jurisdiction and proposed areas of acquisition and release by the City and East Fork and the boundary adjustments of the existing CCN. Ms. Manson stated that the East Fork Board is also meeting to consider the exchange. Ms. Manson was then available for questions. Councilman Scott asked what will happen in the future should the City of Wylie annex land in the East Fork District. Ms. Manson stated that the Hogan Corporation is currently researching to determine where there might be overlapping jurisdiction. Councilman Scott then asked if the current infrastructure of East Fork meets our Codes. Ms. Manson stated that she was aware that some lines are much smaller that what the city would allow as a minimum and that as East Fork installs new lines, they are upgrading. Councilman Scott then asked if what we were then doing by the land swap was to bring it up to our code. Ms. Manson stated that the East Fork representative states the newer infrastructure is of much higher standards. Councilman Scott stated that he was concerned about the south Ballard area and the replacement of infrastructure. Ms. Manson stated that if the area is within the City of Wylie jurisdiction, whoever develops will have to develop to our standards. Mayor Pro Tern Worley asked if the details on Callie, Brown and Donna had been worked out with regard to the tie in. Ms. Manson stated that there have been similar situations such as this and cited Redwood on the lake. She stated that it is dealt with a fixed rate. Mr. Snellgrove stated that with Wylie Ranch East we will have no way to monitor use and that we will have to charge at a fixed rate. He also stated that we are in the process of review and will look into this further. Mr. Collins stated some of the issues with regard to CCN and defining boundaries. One is that we have vacant land within our city limits for which there is no jurisdiction and no physical water pipes. This represents an opportunity to define before any water district supplies water. He stated that we will need to look at the current condition and the cost to bring up to code. Mr. Collins stated that this item was driven by Stoneridge and their development plans and it is his desire to maintain consistent water service throughout the subdivision. Wylie City Council Minutes April 28,1998 Page 2 ACTION AGENDA Resolution - East Fork Boundary Adjustment Councilman Scott asked for clarification on the land exchange with regard to the Twin Lake area. Ms. Manson stated that the engineer representing the owner/developer indicated that they had no problem with the exchange and that they did not wish to get into a position of serving few lots or the expense to extend a line to serve only a few. He understands the practicality and has no problem releasing to the City of Wylie. Councilman Scott made a motion to approve a Resolution Supporting the Adjustment of Boundaries of the East Fork Special Utility District's Certificate of Convenience and Necessity. Mayor Pro Tern Worley seconded the Motion. A vote was taken and the motion passed unanimously. RESOLUTION NO 98-9 (R)A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WYLIE,TEXAS, SUPPORTING THE AMENDMENT OF THE CERTIFICATE OF CONVENIENCE AND NECESSITY OF THE EAST FORK SPECIAL UTILITY DISTRICT. Consider and Act Upon a Final Plat (Approved for Construction) for Phase II of Stoneridge Farms, proposed by Douphrate & Associates, Inc., generally located at the southwest corner of F.M. 544 and Stone Road and being all of a 37.735 acre tract out of the Allen Atterberry Survey, Abstract No. 23, City of Wylie, Collin County, Texas. City Manager, Mike Collins stated that Mr. Tobin Maples would address this item. Mr. Maples stated that this is a final plat for Phase II of Stoneridge Farms and that the Preliminary Plat was approved on April 27, 1997. He stated that a portion of the subdivision is encompassed by the East Fork Water District and that the applicant has indicated that East Fork will release property to allow the City of Wylie to provide service. Mr. Maples stated that the majority of the lots are in excess of one acre and it is in compliance with Subdivision regulations. Mr. Maples stated that staff has reviewed and recommends approval subject to written documentation that East Fork will release said area. Mr. Maple stated that the Planning and Zoning Commission reviewed on April 20 and recommends approval, subject to written documentation. Mr. Maples was then available for questions. He also added that the applicant was in the audience and available for questions. Councilman Scott asked the applicant how sales were going. Mr. Douphrate, Engineer and representative of the owner/developer stated that sales were robust. He also expressed his appreciation for all the hard work Mr. Maples and Ms. Manson had done to help resolve the situation with regard to East Fork. Councilman Adams made a motion to approve the Final Plat (Approved for Construction) for Phase II of Stoneridge Farms, proposed by Douphrate & Associates, Inc., generally located at the southwest corner of F.M. 544 and Stone Road and being all of a 37.735 acre tract out of the Allen Atterberry Survey, Abstract No. 23, City of Wylie, Collin County, Texas. Wylie City Council Minutes April 28,1998 Page 3 ACTION AGENDA Resolution - East Fork Boundary Adjustment Councilman Scott seconded the motion. A vote was taken and the motion passed unanimously. Consider and Act Upon Approval of an Ordinance of the City of Wylie, Amending the Budget for Fiscal Year 1998, Beginning October 1, 1997 and Ending September 30, 1998; Repealing All Conflicting Ordinances; Containing a Severability Clause; and Providing for an Effective Date. City Manager, Mike Collins stated that Mr. Brady Snellgrove would address this item and had brief comments to make prior to his presentation. Mr. Collins stated that this process allows Council to approve adjustments to expenditures at mid-year. Mr. Collins stated that city staff members were present to address any questions regarding specific amendments. He also stated that the revenues have not been adjusted and that sales tax and building permit revenues should off set the expenditures. Mr. Snellgrove presented first the Combined Summary which presented the amendments to three funds, General, Utility and Service Center. Mr. Snellgrove presented the General Fund and explained the Fund Balance, Revenues, and Expenditures in relationship to the mid year amendments. The General Fund amendments are $229,186.37 with an Estimated Fund Balance of $619,798.63. Mr. Snellgrove presented the Utility Fund and explained the figures as they related to the amendments. Utility Fund amendments are $71,040.00 with an Estimated Fund Balance of$1,164,280.00. Mr. Snellgrove presented the Service Center Fund and explained the transfer of settlement funds left from a former employee for specific use. Mr. Snellgrove explained that the funds are simply transferred to the General Fund to close out this fund. Mr. Snellgrove presented the Narratives for the Revenues. He stated that they basically off set the expenditures and are `housekeeping' in nature. Mr. Snellgrove presented each items with explanation. Mr. Snellgrove presented the Expenditures for the General Fund. Mr. Snellgrove explained each item with a brief explanation of each, including Meals on Wheels program recently contracted with WISD; temporary help in City Secretary/Fire Administration Office during a two month vacancy; Finance/Utility Billing computer tape back up system; land purchases; a Downtown area traffic study and neighborhood traffic study. Mr. Snellgrove asked that Mr. Jones present the Expenditures for the Streets. Mr. Jones stated that the $14,442 and the $8,386 were joint projects with Dallas County and Collin County respectively. The $12,723 was an emergency expenditure that was a result of a manhole problem that he attributed to excessive truck traffic. Mr. Jones stated that the area surrounding the manhole was cracking and split and he considered severe. Wylie City Council Minutes April 28,1998 Page 4 ACTION AGENDA Budget Amendments In order to avoid any liability to the city Mr. Jones spent 12,000 to repair 80' of Rush Creek Drive. Mr. Jones went on to explain the $70,000 expense for the Valentine Drainage improvements. He stated that they will grade and install 8"-12" rip rap for erosion control and address the drainage pipes which run under Memorial. Mr. Jones states that these pipes are not capable to handle rainfall of 3-4". Mr. Jones stated that it would be his preference to install a box culvert, like Community Park, if the cost allows. Councilman Scott asked if the rip rap is similar to what was done at Rustic Oaks and with Greg MacLean looking into this, will it lessen the $300,000 to do it correctly, or will we have to come back and spend as much as $300,000. Mr. Collins stated that the yes, this form of erosion control was what was done at Rustic Oaks, and that the $35,000 spent for the box culvert would be a continued improvement, and that the ultimate solution would be a concrete storm drainage, which is beyond our means. He did not know when the community might support a bond election to make permanent improvements. Councilman Scott asked when the rip rap was installed in the Rustic Oaks area. Mr. Jones responded that it was in 1993. Councilman Scott then stated that it appears that this process would have a 5-8 year success rate, and could we expect the same from the Valentine project. Mr. Jones stated that the rip rap was a solid fix to eliminate erosion. Mr. Collins stated that the process would involve only the area between Birmingham and Memorial not to include Memorial to State Highway 78. Councilman Scott asked if we could still do the clean out of Memorial to 78 that had been previously discussed. Mr. Jones and Mr. Collins both responded that yes, we could. Mr. Jones stated that we could cut trees and clean out the debris. Councilman Scott asked if erosion was a problem in this area, to which Mr. Jones responded that erosion was not a problem. With no further questions, the Mayor thanked Mr. Jones. Mr. Snellgrove continued his presentation the Narrative with Parks and Recreation, and Library expenditures. Councilman Scott asked about the $10,000 for the neighborhood traffic study. He asked if this was the same type of study that was done in the Westgate Way area over a year ago. City Manager, Mike Collins stated that this was to complete the study and that an analysis was not completed. He stated that a great deal more work needs to be done before a recommendation is brought forward to Council. Councilman Scott asked if TSI would complete the study, to which Mr. Collins responded that yes, they would to take advantage of their previous knowledge of the study. Councilman Scott then asked about the $30,000 for comprehensive plan, and if this was for the cost of a consultant. Mr. Collins stated that the $30,000 was for consultant fees. Wylie City Council Minutes April 28,1998 Page 5 ACTION AGENDA Budget Amendments Mr. Snellgrove presented the narratives for Service Center Fund expenditures. He stated that the $18,375 transfer to the General Fund was for Library and Animal Shelter to expend funds to the appropriate departments. Mr. Snellgrove presented the narrative for the Utility Fund expenditures. He explained the emergency upgrades to the Finance/Utility Billing computer back up before he deferred to Mr. Jones who would present the Utility - Water/Sewer project amendments. Mr. Jones explained that the $12,300 and $1,350 were for the Brown Street emergency repairs. This repair took almost 2 days to complete by public works crews. Mr. Jones explained that the $9,400 and $4,500 was an expenditure to replace meters and increase vault sizes to both Nortex and the Presbyterian Hospital, which were not picking up low flow. Mr. Jones was then available for questions. Councilman Scott asked if we are amending to budget to help with the problems identified by the I & I study which identified priority problems, or to assist with the water main saddles. Mr. Snellgrove stated that it was not budgeted for repairs. Mayor Swartz asked about the manholes that we are currently waiting to replace. Mr. Jones stated that presently we have three that XIT will replace, taking up the contract with Z & S. Mr. Jones stated that we are hopeful of another grant to replace a dozen more manholes, if not, he will approach Council for next years Budget. Councilman Scott asked about the concerns of the 3-4 priority one manholes, and the consultants time frame of 30-90 days to repair. Mr. Jones stated that the Public Works crew are presently doing some minor clean out work, checking and monitoring manholes. Councilman Scott asked about the water main saddles. Mr. Jones stated that they are currently doing replacement work in the Rush Creek and Pointe North areas and that some of the cost of replacement can be absorbed in this years budget. Councilman Scott asked if Mr. Jones was comfortable with the budget amendments. Mr. Jones stated that he was. With no further questions, the Mayor thanked Mr. Jones. Mr. Snellgrove gave a quick wrap up of the amendments stating that approximately 200,000 in expenditures for the General Fund and 70,000 for the Utility Fund. He stated that they were very conservative in forecasting revenues. He stated that some forms of revenues are from sales taxes and franchise taxes, but that it was hard to predict with accuracy. He stated that he felt comfortable that we will recover a good portion of the $200,000 by the years end and felt the same with the Utility Fund. Councilman Scott stated that the Bond rating is always a concern and hoped that we could get the 12% back to a 13-14%. Mr. Snellgrove felt confident that we could achieve this and that bond companies take into consideration the growth period. He Wylie City Council Minutes April 28,1998 Page 6 ACTION AGENDA Budget Amendments Mr. Snellgrove stated that the general rule of thumb of 90-120 days is considered real good, and that we are at the high side of the curve with regard to our Utility Fund. Mr. Snellgrove was then available for questions. Councilwoman Reta Allen made a motion to Approve the Ordinance of the City of Wylie, Amending the Budget for Fiscal Year 1998, Beginning October 1, 1997 and Ending September 30, 1998; Repealing All Conflicting Ordinances; Containing a Severability Clause; and Providing for an Effective Date. Councilman Adams seconded the motion. A vote was taken and the motion passed unanimously. Ordinance No.98-10. Consider and Act Upon Approval of an Ordinance of the City of Wylie,Amending the Budget for Fiscal Year 1998,Beginning October 1, 1997 and Ending September 30, 1998; Repealing All Conflicting Ordinances; Containing a Severability Clause; and Providing for an Effective Date. Staff Reports City Manager, Mike Collins stated that the construction activity at FM544/1378 has caused some interest and complaints from citizens. Due to the construction, the sequencing was effected, causing some traffic delays. He stated that the Highway Department was at the intersection working on Friday afternoon, however the sequencing was only corrected to address the afternoon traffic, not the morning traffic. The Highway Department was again working today to remedy the situation. Mr. Collins stated that the capacity of the intersection is exceeding the design and that this is why the intersection is under construction. Mr. Collins stated that from now until school is out, there will be a police presence at the intersection to direct traffic during the morning and afternoon to help with traffic flow during peak periods. Mr. Collins stated that the completion time frame is 120 days or to October. Mr. Collins stated that a customer service survey has been forwarded to all Council members. He stated that this survey was being distributed internally. Mr. Collins stated that the employees developed with the Mission Statement a Pledge of their committment to excellence. He stated that city departments have had `ghost shoppers' to measure the level of service received and that this information would be shared with the employees after the results of the survey are complete. Mr. Collins stated that the employees will be developing a customer service program to be more responsive and that suggestions from Council, as well as citizens, were welcome. The Mayor asked about the progress of the Hospital. City Manager, Mike Collins stated that they are ahead of schedule and are planning a grand opening in August and that officials are confident that they will meet that deadline. The Mayor then invited the public to attend Student Government Day activities on Wednesday, April 29. Mr. Collins gave a brief description of the mornings activities. Wylie City Council Minutes April 28,1998 Page 7 Citizens Participation Mayor Swartz asked if there was anyone present who would like to come forward, to please state their name and address for the record and limit their remarks to five minutes. There was no citizens participation. Executive Session Council then convened into Executive Session Under Chapter 551., Subchapter 551.074. Personnel Matters, Appointment of Municipal Court Judge and Subchapter 551.075 Conference with Employees, John D. Garcia Case No 1-98-163, 382nd Judicial District Court, Rockwall County, Texas. Reconvene into Open Session Councilman Scott made a motion to appoint James D. Blume as the presiding Municipal Court Judge. Councilman Worley seconded the motion. A vote was taken and the motion passed unanimously. Adjournment As there was no further business to come before the Council, the meeting was adjourned. Ji S artz, Mayor Attest: ,>>‘aVnthji SEAL ar ara A. Sali , City Secretary CIE yP �o 1NAtaitiovo,..���o Wylie City Council Minutes April 28,1998 Page 8