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03-23-2010 (City Council) Minutes Wylie City Council CITY OF WYLIE Minutes Wylie City Council Tuesday, March 23, 2010 — 6:00 p.m. Wylie Municipal Complex— Council Chambers 2000 Highway 78 North CALL TO ORDER Announce the presence of a Quorum. Mayor Eric Hogue called the meeting to order at 6:00 p.m. with the following Wylie City Council members present: Mayor Pro Tem Red Byboth, Councilwoman Kathy Spillyards, Councilman David Goss, Councilman Carter Porter and Councilman Bennie Jones. Councilman Rick White was absent. Staff present were: City Manager, Mindy Manson; City Engineer, Chris Hoisted; Planning Director, Renae' 011ie; Police Chief, John Duscio; Finance Director, Linda Vaughan; Public Services Director, Mike Sferra; Construction Manager, Shane Colley; City Secretary, Carole Ehrlich; Public Information Officer, Craig Kelly, and various support staff. INVOCATION & PLEDGE OF ALLEGIANCE Fire Chief Randy Corbin gave the invocation and Police Chief John Duscio led the Pledge of Allegiance. PRESENTATION • Presentation of Recycling Services and Initiatives within the City of Wylie (G. Roemer, President, Community Waste Disposal) Greg Roemer, President of Community Waste Disposal, gave a short presentation regarding the services provided by CWD to residents of Wylie including solid waste, bulk pickup, and commercial services. He reported that in the past year, CWD partnered in community projects which included presentations to students of the Wylie Independent School District regarding recycling. Mr. Roemer mentioned some concern with regard to over-weight commercial dumpsters. Council recommended CWD provide additional education to commercial users. Mayor Hogue and the Wylie City Council gave best wishes to Deputy City Secretary Gayle Walton who had tendered her resignation after five years of service with the City of Wylie. The council offered her the very best in her new endeavors. Minutes March 23, 2010 Wylie City Council Page 1 CITIZENS COMMENTS ON NON-AGENDA ITEMS Residents may address Council regarding an item that is not listed on the Agenda. Residents must provide their name and address. Council requests that comments be limited to three (3) minutes. In addition, Council is not allowed to converse, deliberate or take action on any matter presented during citizen participation. There were no citizens present wishing to address council during "Citizens Comments." CONSENT AGENDA All matters listed under the Consent Agenda are considered to be routine by the City Council and will be enacted by one motion. There will not be separate discussion of these items. If discussion is desired, that item will be removed from the Consent Agenda and will be considered separately. A. Consider, and act upon, approval of the Minutes of the March 9, 2010 Regular Meeting of the Wylie City Council. (C. Ehrlich, City Secretary) B. Consider, and act upon, Ordinance No. 2010-04 amending the zoning from Single- Family 10/24 (SF-10/24) District to Single-Family 10/24 (SF-10/24) with Specific Use Permit (SUP) for a Daycare Facility (SF-10/24 w/SUP) District, generally located south of Stone Road and west of Thomas Street. ZC 2010-01. (R. 011ie, Planning Director) C. Consider, and act upon, Ordinance No. 2010-05, abandoning 1,817 square feet (0.0417 acres) of Right-of-Way located at the western boundary of Duncan Way in the Caldwell Estates Addition. (R. 011ie, Planning Director) D. Consider, and place on file, the City of Wylie Quarterly Investment Report for December 31,2009. (L. Vaughan Bantz, Finance Director) E. Consider, and place on file, the Monthly Revenue and Expense Report for the Wylie Economic Development Corporation as of February 28, 2010. (S. Satterwhite, Executive Director, WEDC) Council Action A motion was made by Councilman Porter, seconded by Councilman Jones to approve the Consent Agenda as presented. A vote was taken and the motion passed 6-0 with Councilman White absent. REGULAR AGENDA General Business 1. Consider, and place on file, the City of Wylie Monthly Revenue and Expenditure Report as of February 28,2010. (L. Vaughan Bantz, Finance Director) Minutes March 23, 2010 Wylie City Council Page 2 Staff Comments Finance Director Bantz addressed council stating that the Finance Department has prepared the 0111.111. February 28, 2010 report for the City Council as required by the City Charter. She explained that the reports had been revised to include all items previously reported and additionally display year to date actual percentages for each department. She explained the year to date percentages had been added to show department's current position, in relation to the overall fiscal year. Council Action A motion was made by Mayor Pro Tern Byboth, seconded by Councilman Goss to accept and place on file, the City of Wylie Monthly Revenue and Expenditure Report as of February 28, 2010. A vote was taken and the motion passed 6-0 with Councilman White absent. 2. Consider, and place on file, the City of Wylie Storm Water Management Plan Annual Report. (M. Sferra, Public Services Director) Staff Comments Public Services Director Sferra addressed council stating that the Texas Commission on Environmental Quality requires that an annual update be provided to the elected officials and to the public. This update provides a summary of the efforts performed during Year 2 of the five-year plan. In August 2009, the Public Works staff completed implementation of goals identified in Year 2 of the City's Storm Water Management Plan (SWMP). Staff submitted an annual report to the Texas Commission on Environmental Quality (TCEQ) in November 2009 as required. The report contains information about the progress of implementation of the 33 Best Management Practices outlined in the SWMP. The TCEQ requires that an annual update be presented to elected officials and to the general public to satisfy criteria for public education and public participation which are specifically identified as key components of the legislation. 0114.41611, Mr. Sferra explained there are six Minimum Control Measures (MCM) that the City must address each year. The major accomplishments for each MCM in Year 2 include: Public Education and Outreach, Public Involvement/Participation, Illicit Discharge Detection and Elimination, Construction Site Storm Water Runoff Control, Post Construction Storm Water Management, and Pollution Prevention/Good Housekeeping for Municipal Operations. Mr. Sferra stated this update fulfills all obligations required by the TCEQ. Council Action A motion was made by Councilwoman Spillyards, seconded by Mayor Pro Tem Byboth to accept and place on file the City of Wylie Storm Water Management Plan. A vote was taken and the motion passed 6-0 with Councilman White absent. 3. Consider, and act upon, authorizing the City Manager to execute an agreement, in the amount of $140,000.00, with TranSystems for right-of-way acquisition services for the Brown Street West paving project. (C. Holsted, City Engineer) Staff Comments City Engineer Hoisted addressed council stating that construction plans for the Brown Street West paving project from FM 1378 to Ballard Avenue are 60% complete. He explained the alignment for the roadway has been set and the necessary right of way for the project has been determined. Forty-eight parcels have been identified for acquisition for the project. Mr. Hoisted reported that the 2005 City of Wylie Bond Program included $9,000,000 for the Brown Street West paving project and $4,453.750 was included in the 2007 Collin County Roadway Bond Program. The total for this project is $13,453,750. Approximate project expenses total $13,059,800. Mr. Holsted Minutes March 23, 2010 Wylie City Council Page 3 reported that the proposal includes acquisition services for 48 parcels, a marked study and appraisals for 4 parcels. The total fee is $140,000 and the contract specifies 6 months for completion of the acquisition. Council Action A motion was made by Mayor Pro Tern Byboth, seconded by Councilman Porter to authorize the City Manager to execute an agreement, in the amount of$140,000.00, with TranSystems for right-of-way acquisition services for the Brown Street West paving project. A vote was taken and the motion passed 6-0 with Councilman White absent. 4. Consider, and act upon, award of a contract, in the amount of $3,233,598.46, to Glenn Thurman, Inc. for the reconstruction of FM 1378 from FM 544 to Brown Street. (C. Holsted, City Engineer) Staff Comments City Engineer Hoisted addressed council stating that the FM 1378 paving project includes the reconstruction of approximately 3,300 linear feet of roadway from FM 544 to Brown Street to a 6-lane concrete paving section with an underground storm drainage system and sidewalks. On January 21, 2010, the City opened nine bids with the low bid being submitted by Glenn Thurman, Inc. The project includes approximately 31,500 square yards of 8-inch concrete pavement, and a 75' span bridge at Muddy Creek. Mr. Hoisted explained that Collin County secured construction funding for the project through the Texas Department of Transportation State Highway 121 Subaccount in the amount of $7,463,905.00. On January 28, 2010, TxDOT authorized the expenditure of the money in Minute Order No. 112121. Collin County approved the Advance Funding Agreement with TxDOT on the County's March 22nd meeting. Once TxDOT receives the executed agreements from the County it will take approximately 60 days for the County to receive the funds. As a result, the City may not have received the County funds before the —^ first pay request is received from the contractor. Mr. Hoisted reported staff was proposing to use excess funds from the FM 1378— Brown to Parker Rd. project until the funds from the County were received. Council Discussion Mayor Hogue asked when construction could begin on this project. Mr. Hoisted replied the first pre- construction meeting was planned for Friday, March 26, 2010, if approved by council. Council Action A motion was made by Councilman Goss, seconded by Councilman Jones to award a contract, in the amount of $3,233,598.46, to Glenn Thurman, Inc. for the reconstruction of FM 1378 from FM 544 to Brown Street. A vote was taken and the motion passed 6-0 with Councilman White absent. 5. Consider, and act upon, the appointment of a board member to the North Texas Municipal Water District Board to fill an expired term of June 1, 2010 to May 31, 2012. (C. Ehrlich, City Secretary) Staff Comments City Secretary Ehrlich addressed council stating that the Board of Directors of North Texas Municipal Water District is a policy making body similar in nature to the City Council. The Board is responsible to both the State of Texas and to the member cities for assuring that NTMWD operations occur in accordance with state and federal law, in alignment with NTMWD policy, and in the best interests of the cities receiving services. Ehrlich explained that there were two board members representing the City of Wylie, Mr. Robert Thurmond Jr. and Mr. Marvin Fuller. Minutes March 23, 2010 Wylie City Council Page 4 She reported that Mr. Fuller's current term will be expiring May 31, 2010 and the district was requesting appointment or re-appointment of a member to that position. She commented that Mr. Fuller was contacted and indicated that he would be happy to serve another term on the NTMWD Board. Council Action A motion was made by Mayor Pro Tern Byboth, seconded by Councilman Porter to appoint Mr. Marvin Fuller to serve an additional term on the North Texas Municipal Water District Board of Directors for a term beginning June 1, 2010 and ending May 31, 2012. A vote was taken and the motion passed 6-0 with Councilman White absent. 6. Consider, and act upon, authorizing the City Manager to enter into a contract, in an amount not to exceed $625,000.00, with Flair Data Systems, Inc. for the purchase and installation of Cisco network infrastructure for the new City of Wylie Municipal Complex. (J. Butters, Assistant City Manager) Staff Comments Assistant City Manager Butters addressed council stating that the technology infrastructure proposal includes all routers, switches, wireless infrastructure, software and installation required to operate our computer network at the new Municipal Complex. This infrastructure will become the foundation of the City's computer system including all City buildings. He explained that the network would run all of the city's technology including computer system, phone system, wireless, security system, and cameras. Mr. Butters explained that two issues have impacted the cost of the technology infrastructure: • Multiple floors require switches and routers on each floor. • Staff made a decision to utilize the latest series of Cisco routers and switches and to purchase enough so the city will have an infrastructure in place that will last 20 years. The alternative would have been to save approximately $100,000 for a system that may last 5 years, and then spend $400,000 to upgrade. Assistant City Manager Butters commented that the Cisco system was chosen because of staffs experience with Cisco's dependability and service. He explained that Cisco is on State contract and has met all State procurement requirements. Council Discussion Councilman Goss asked Mr. Butters where the expenditure for this proposed system would be budgeted. He asked if the proposed expenditure was part of the overall budget approved for the construction of the buildings or if it would be in addition to. Mr. Butters responded that this expenditure was not included in the original budget for the construction of the buildings but after working closely with the IS Department, was recommended and needed for the new buildings. Construction Manager Colley addressed council and explained that there was contingency funding that could be used for this IS infrastructure system. He assured council there would be contingency funding for the additional cost. He explained that the difficulty was that the contingency funding would not be available until construction was complete, thus staff is requesting to utilize interest earnings until such time as contingency funds are available. Councilman Goss noted that his only concern was to insure that the construction funding was used prior to any interest income or other budget funds being utilized. Council Action Alf Weft A motion was made by Councilman Porter, seconded by Councilman Goss to authorize the City Manager to enter into a contract, in an amount not to exceed $625,000.00, with Flair Data Systems, Inc. for the purchase and installation of Cisco network infrastructure for the new City Minutes March 23, 2010 Wylie City Council Page 5 of Wylie Municipal Complex. A vote was taken and the motion passed 6-0 with Councilman White absent. READING OF ORDINANCE Title and caption approved by Council as required by Wylie City Charter,Article III, Section 13-D. City Secretary Ehrlich read the caption to Ordinance No. 2010-03 into the official records. Mayor Hogue convened into a Joint Work Session at 7:15 p.m. JOINT WORK SESSION — CITY COUNCIL/PARKS AND RECREATION BOARD • Hold a Joint City Council and Parks and Recreation Board Work Session regarding fees for the new City of Wylie Recreation Center. Call to Order Parks and Recreation Board Chair Anne Hiney called the Wylie Parks and Recreation Board to order for the Joint Work Session at 7:15 p.m. Board members present included: Eddie Rogers, Dan Chestnut, Donna Larsen, and Gary Robas. Wylie City Council members present included: Mayor Hogue, Mayor Pro Tern Byboth, Councilwoman Spillyards, Councilman Jones, Councilman Porter, and Councilman Goss. Councilman White was absent. Recreation Superintendent Diaz addressed council and the board stating that the parks board was requesting council direction on several scenarios regarding the fee structure for the new recreation center. He reported that estimates for the total operating costs (personnel, utilities, supplies, etc.) were estimated to be $1,378,746 per year. He explained the Enterprise Plan formulated two cost-recovery (fee) scenarios: one model recovered 55% of all operating costs while the other model recovered 68% of the overall costs. Mr. Diaz reported that proposed fees were very low with regard to both options. Direction from council was to further investigate the 100% recovery of operating costs and bring these estimates back for council discussion. Mr. Diaz reported that three options were presented for city employee fees. They included: tying the fees to a wellness program which allowed employees to use the facility at no charge if the employee used the facility a certain number of times during the month; extending the use of the facility as a benefit to employees at no charge, or charging employees the standard Resident, Non-Resident or Corporate rates. Mr. Diaz reported that the recommendations from the Parks Board were tying the program to a wellness program at no charge or allowing employees to utilize the center as a benefit at no fee. Direction from council was to further survey how other cities structure their recreation centers with regard to employee/family fees and report back to council. With no further discussion before the Parks and Recreation Board, Chair Anne Hiney adjourned —° the meeting at 8:05 p.m. Consensus of the board was to adjourn. Minutes March 23, 2010 Wylie City Council Page 6 RECONVENE INTO REGULAR SESSION Take any action as a result from Work Session. Mayor Hogue reconvened into Regular session at 8:05 p.m. ADJOURNMENT With no further business before the Wylie City Council, a motion was made by Councilman Porter, seconded by Councilman Goss to adjourn the meeting at 8:07 p.m. Consensus of the council was to adjourn. Eric Hogue, Ma o ATTEST: 011 wJ j Co sr Sri- # o Carole Ehrlic , Ci y Secretary *7.4! 1. , 0.1.416 Minutes March 23, 2010 Wylie City Council Page 7