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03-23-1999 (City Council) Minutes MINUTES Wylie City Council Tuesday, March 23, 1999 - 7:00 p.m. Wylie Municipal Complex-Council Chambers 2000 State Highway 78 North,Wylie Texas Call to Order Mayor Mondy called the City Council Meeting to order,Tuesday,March 23, 1999 at 7:00 p.m. with the following Councilmembers present: Joel Scott,Reta Allen,Lavern Ramsey,Merrill Young,J.C. Worley and Chris Trout. Staff members present were:Mike Collins,City Manager;Mindy Manson,Assistant to the City Manager;Brady Snellgrove,Finance Director;Judy Klusman,Assistant Finance Director; Chris Holsted,Hogan Corporation and Barbara Salinas, City Secretary. Invocation Deacon Warner Washington, St. Anthony Catholic Church gave the invocation. Pledge of Allegiance Councilman Trout was asked to lead the Pledge of Allegiance. Presentations & Proclamations Presentation of the Certification of Achievement for Excellence in Financial Reporting Mayor Mondy made the presentation of the Certificate of Achievement for Excellence in Financial Reporting to the Finance Department. Mr. Brady Snellgrove, Finance Director and Ms. Judy Klusman, Assistant Finance Director accepted. This is the ninth consecutive year the Finance Department has been presented this award. Proclamation for National Library Week-April 11-17, 1999 Councilman Young read the proclamation declaring April 11-17, 1999 as National Library Week. Ms. Mignon Morse,Library Director and Ms. Shirley Burnett,Library Advisory Board Member accepted. Proclamation for Student Government Day-March 24, 1999 Mayor Pro Tem Worley then read the read the Proclamation declaring Wednesday,March 24, 1999 as Student Government Day in Wylie,Texas and invited the seniors present to sit with their Council counterparts. Special Recognition The Mayor and Council then asked that Ms. Samantha Brammer come forward. The Mayor then read a declaration that Ms. Brammer was the winner of the contest sponsored by the City and Wylie Intermediate School to name the new park. Ms. Brammer submitted the name"Founder's Park"which was selected by both the Parks and Recreation Board and the Wylie City Council. Ms. Brammer was presented with a certificate from the Mayor. Presentation by Presbyterian and Tenet Representatives. Mr. Kirk King , Executive Director of Presbyterian Medical Center of Wylie was present to address Council regarding the closure of the Hospital in Wylie. Mr. King advised Council that there were shared concerns regarding the intentions for the property and facilities with regard to sale. Mr. King advised that the current lease- Wylie City Council Minutes March 23,1999 Page 1 Presentations & Proclamations-continued -agreement with the tenants in the Professional Building would be extended. Mr. King stated that he did not know the status of the possibility of Prima Care reopening,however,they are evaluating all alternatives. Mr. Kirk King thanked the community for the hospitality extended to him and his family. Citizens Participation There was no citizen participation. CONSENT AGENDA A. Approval of the Minutes from the Regular Meeting of March 9, 1999. A motion was made by Councilman Scott to approve the Minutes from the Regular Meeting of March 9, 1999. Councilman Worley seconded the motion. A vote was taken and the motion passed, 7-0. ITEMS FOR INDIVIDUAL CONSIDERATION 1. Consider acceptance of the Comprehensive Annual Financial Report after presentation by the audit firm of Pattillo,Brown&Hill. Mr.Jim Curry of Pattillo,Brown&Hill was present to address Council. Mr. Curry briefly pointed out some of the highlights of the report,which was prepared by City staff. Mr. Curry commended Council for receiving this award consecutively for the last nine years. Councilman Scott made a motion to accept the Comprehensive Annual Financial Report after presentation by the audit firm of Pattillo, Brown&Hill. Councilman Worley seconded the motion. A vote was taken and the motion passed, 7-0. 2. Consider and act upon acceptance of a proposal for the installation of a SCADA telemetry system for wastewater lift stations. In the absence of Mr.Jack Jones,Mr.Mike Collins addressed this item. Mr. Collins stated that the City Council has approved funding for fiscal `99 to expand and upgrade the SCADA (Supervisory Control and Data Acquisition) telemetry system for Public Works Utility Operations. He stated that the existing SCADA equipment which monitors the City's water storage and distribution system will be augmented by the addition of telemetry systems to monitor the status of five wastewater lift stations. Mr. Collins explained that the expanded system will include an additional SCADA computer system and radio receiver,located at the Service Center,which will interface with new radio telemetry systems installed at the lift stations and that this system will provide 24 hour monitoring and alarm capabilities to detect any failure in the lift station operating systems. Mr. Collins stated that the proposed telemetry system would provide continuous 24 hour monitoring and pager notification to the Public Works staff of any malfunction in lift station equipment and that designated call-out personnel will be paged after hours and on weekends. Mr. Collins stated that competitive sealed proposals have been solicited for the purchase and installation of the new system and that Mid-Tex Controls, Inc was the low bidder at$55,000. Mr. Collins explained that the existing SCADA system for water utilities was installed by Mid-Tex Controls in October of 1996 and Mid-Tex has provided technical support for the system since it's installation. Wylie City Council Minutes March 23,1999 Page 2 Items for Individual Consideration- No.1 -continued He stated that the proposed new system includes a 400 MHz Pentium II computer that will replace the existing SCADA computer to ensure Y2K compliance and that all components of the proposed new telemetry system have been documented as Y2K compliant. Mr.Collins was then available for questions from Council. Mr. Chris Holsted explained that this will bring the sewer system up to the same level as the water system and addressed concerns raised by Council regarding the effects of failing pumps,which he explained could result in sewage overflow at the lift stations and fines up to $10,000. Councilman Worley made a motion to accept the proposal for the installation of a SCADA telemetry system for wastewater lift stations. Councilman Ramsey seconded the motion. A vote was taken and the motion passed, 7-0. 3. Consider and Act Upon Approval of an Interlocal Cooperation Agreement with the City of Plano for Assistance in Building Plans Examination and Building Inspection. Mr. Tobin Maples addressed this item. Mr. Maples advised Council that this agreement was approved by the City of Plano City Council on March 22, 1999. Mr. Maples stated that in order to accommodate the reorganization and ensure the integrity of the plan review and building inspection process during emergency situations (low staffing levels),the City of Wylie has contracted with the City of Plano's Building Inspections Department for assistance in building plans examination and building inspection. Mr. Maples further explained that although this agreement does not intend to replace plan review by the City of Wylie, staff does anticipate implementing the agreement for all commercial and industrial plan review over the next three (3) to six (6) months. He stated that the objective of contracting with the City of Plano for commercial and industrial plan review is to free up staff time to revisit our internal procedures,cross train departmental inspectors, and develop and implement a comprehensive code enforcement program. Specifically,single family residential, swimming pools, and other minor plan review assignments will be conducted by Wylie staff as usual and utilized as an opportunity to cross train inspectors within the Community Development Department. Mr.Maples explained that although plan review will be conducted by Plano,the integrity and timeliness of the plan review process will not be affected due to their level of expertise,the fact that they utilize the same codes, and are associated with the International Conference of Building Officials. Specifically, the City of Wylie's current plan review cycle encompasses ten to fifteen(10-15)business days and entails review by the Community Development and Fire Departments. Mr. Maples stated that based on projected case loads and discussions with City of Plano officials,staff is confident the integrity of the current ten to fifteen(10-15)business day cycle will be maintained. Mr. Maples was then available for questions from Council. Councilman Worley made a motion to Approve the Interlocal Cooperation Agreement with the City of Plano for Assistance in Building Plans Examination and Building Inspection. Councilwoman Allen seconded the motion. A vote was taken and the motion passed, 7-0. 4. Consider and act upon final acceptance of the construction of water and wastewater mains as part of the 1995 Texas Community Development Program (TCDP) grant project, and provide authorization for final payment to XIT Paving&Construction,Inc.in the amount of$5,602.93 and accept the project as complete. Wylie City Council Minutes March 23,1999 Page 3 Mr. Jim Jenks, Hogan Corporation addressed this item. Mr. Jenks advised Council that all work had been completed and reviewed and recommends acceptance and issuance of fmal payment. Mr. Jenks was then available for question from Council. There was some discussion with Mr. Snellgrove,Finance Director, and Mr. Jenks regarding the total projected cost and actual cost, to which they concluded that situations created and resolutions to address the problems resulted in a break even cost for the project. Councilman Scott made a motion to approve final acceptance of the construction of water and wastewater mains as part of the 1995 Texas Community Development Program(TCDP)grant project,and provide authorization for final payment to XIT Paving & Construction, Inc. in the amount of$5,602.93 and accept the project as complete. Councilman Worley seconded the motion. A vote was taken and the motion passed, 7-0. Staff Reports City Manager, Mike Collins reported that he had received a phone call from Mr. Jim Parks, North Texas Municipal Water District regarding a letter from the TNRCC and notice of violation on March 11, 1999. A heavy rainfall caused the plant to exceed its capacity. Mr. Collins stated that this would improve with the Sewer projects pending. He advised that a copy of the letter will be forwarded to Council and noted that this was just a notice and that no fine was imposed. Mr.Collins provided Council with an overhead map of West Kirby Street and Jackson and showing the curb and guttering that will be replaced on both sides. He stated that the map indicates improvements to only the south side of Citizens,as the properties to the north are vacant. Mr. Collins acknowledged the phone calls that Council has received from individuals within the area. Mr. Collins stated that there are several improvements to the areas that staff recognizes as creating drainage problems that will be eliminated by the construction of improvements. He described the project as approximately 480 linear feet of curb and guttering for approximately thirteen to fifteen thousand dollars and stated that there are proceeds from the 1995 bond miscellaneous streets projects that are eligible to be used toward this project and with councils approval they will proceed with work. Council expressed concerns regarding Jackson and College streets improvements. Mr. Collins stated that staff would look into both areas. Mr. Brady Snellgrove reported that the status of effect of the changes to the utility billing cycle citing approximately 94 over the age of 60 customers that have signed up to extend their billing cycle and one third of our customers have applied for the privacy billing. He reported that he could not report on the overall effect of the shortened billing cycle. Mr. Snellgrove also reported that he and his staff are currently examining our policies with regard to the recent incident in Fort Worth involving the lost lives of volunteer fire fighters. He stated that currently we have a minimal policy for volunteers and full time firefighters are covered through TMRS. The Mayor asked that staff reassure our volunteers that we trying to provide the best coverage we can. Councilman Young asked about the status of our Animal Control situation. Mr. Collins stated that the cities staff has surveyed have shown an increase in services and cannot offer room to assist. He stated that we are currently looking at alternatives such as veterinarians,kennels,and temporary structures as the feasibility of putting money into a temporary solution or develop a new facility. Councilman Young asked for a summary of activity from the animal shelter. The Mayor then called for a recess at 8:20 p.m. before adjourning into Worksession. Wylie City Council Minutes March 23,1999 Page 4 Worksession Presentation of Community Survey conducted by the Smith Public Library. Ms. Mignon Morse, Library Director introduced Mr. Matt Ivers, Library Volunteer, who made a visual presentation of the Community Survey conducted by the Smith Public Library. The survey was conducted during the months of September through December of 1998 with distribution of more than 5,000 forms and completion and return of 1,233. Ms. Morse provided Council with statistics on specific aspects of the library users as well as specific usage of library resources. Those surveyed were also asked what additional service they would like to see offered and what current services would they like to see expanded. Executive Session The Mayor adjourned into Executive Session in accordance with Chapter 551, Government Code, Vernon's Texas Codes Annotated(Open Meeting Law). Section 551.074,Personnel Matters,Annual Review of the City Manager and Section 551.075, Conference with Employees to receive information and question employees regarding Real Estate Purchases. Reconvene into Open Meeting No action was taken as a result of Executive Session. Adjournment. As there was no further business to come before the Council,the meeting was adjourned. \i\k Jo ondy,Mayor Attest: ar ara A. Salinas,City Secretary SEAL I. L. vpr��� �A '"6s `r. Wylie City Council Minutes March 23,1999 Page 5