05-28-1991 (City Council) Agenda Packet DATE POSTED 5-24-91
TIME POSTED 5:00 P.M.
AGENDA
REGULAR MEETING CITY COUNCIL
CITY (P WYLIE, TEXAS
TUESDAY, MAY 28, 1991
7:00 P. M. COUNCIL CHAMBERS
MUNICIPAL COMPLEX
2000 HIGHWAY 78
CALL TO ORDER
INVOCATION - REV. AL DRAPER, FIRST BAPTIST CHURCH
PLEDGE OF ALLEGIANCE
ORDER OF PAGE
BUSINESS REFERENCE BUSINESS
1 1 - 5 Consider approval of the minutes of May
14th and 20th, 1991 Council meetings
2 City Secretary to administered the Oath
of Office to newly elected Councilmen
3 Consider approval of a Mayor Pro Tem
whose term will be from May, 1991 thru
May, 1992
4 6 - 21 Discuss and Consider City Financial
Report through Period Ending April 30,
1991, Seventh (7th) Month of FY91
5 22 - 23 Discuss and Consider Debt Service
Payment for FY 91 and its relationship
to City Budget
6 24 Discuss and Consider Revenue Report Fran
Park and Recreation on Usage of
Community Park
7 25 - 27 Discuss and Consider declaring Surplus
City Property and authorizing a Public
Auction Whereby All Surplus City
Property can be disposed of to the
Highest Bidder
8 28 Discuss and Consider Accepting
Competitive Bid for the Purchase and
Financing of One (1) New 1,250 Gallon
Pumper Truck on Lease/Purchase Basis
9 29 - 33 Discuss and Consider Houston-Galveston
Area Cooperative Purchasing Agreement
10 34 Discuss and Consider After Competitive
Bidding the Purchase of a Communication
Recorder for City Police Department
11 35 Discuss and Consider Master Meter
Billing at Southfork Mobile Hane Park
and Take Responsible action to Eliminate
Water Sales Loss
12 36 Discuss and Consider Five (5) Mobile
Home Parks Delinquent Ad-Valorem Taxes
and Amount of Revenue that is being lost
to the City
ORDER OF PAGE
BUSINESS REFERENCE BUSINESS
13 37 - 41 Discuss and Consider Update and Progress
Report on Landfill Closure Action and
Response from Texas Department of Health
on City's preliminary proposal and
Report from Jones and Neuse on June 7,
1991 Report to State Health Department
14 42 - 44 Discuss and Consider Payment of Claim to
Jones & Neuse for Invoice No. 03-028901-
027, April, 1991 Services on The
Landfill Closure
15 45 - 69 Discuss and Consider Final Approval of
Revised Plan for Brookshire's, Inc. to
Gain Access to State Highway 78
16 70 - 72 Discuss and Consider Proposed Change
Order #2, Newport Harbor F.M./Lift
Station in Order to Provide Electric
Power to Lift Station
17 73 Discuss and Consider Replacement of
Speed Bumps in Alley Located at Ballard
and Stoneybrook, North Side
18 74 Discuss and Consider Progress Report and
Update on FY91 Comprehensive Street
Improvement Program
19 75 - 79 Discuss and Consider Major Drainage
Problems Throughout the City That were
Identified in August of 1990 and
progress Report on Problems already
corrected
20 80 - 89 Discuss and Consider Acceptance of
Formal Proposal from Deloitte and Touche
on Comprehensive Audit of City of Wylie
Finance Department Operations
21 90 Discuss and Consider Approving Texas
City Manager's Association Annual
Meeting for City Manager
22 Citizen Participation
In accordance with the Open Meeting Act,
the City Council will hear comments of
Public interest from citizens residing
within the City Limits of the City of
Wylie. Any discussion must be limited
to placing the item on a future agenda
for further consideration.
Wylie residents wishing to speak before
Council should limit remarks to a
maximum of five (5) minutes.
23 Adjourn
CITY COUNCIL MEETING
MINUTES
MAY 14, 1991
The City of Wylie City Council met in regular session on
Tuesday , May 14 , 1991 in the Council Chambers of the
Municipal Complex . A quorum was present and notice of the
meeting had been posted in the time and manner required by
law. Those present were Mayor John Akin, Mayor Pro Tem Don
Hughes , Council Members Pat Stemple , Chuck Wible, William
Martin, Steve Wright and Percy Simmons, City Manager Bill
Dashner , City Secretary Carolyn Jones , City Engineer Paul
Beaver , and Finance Director Curtis Warner , and Mr . Jay
Davis , Council Member Elect .
Mayor Akin called the meeting to order and Allan Stroud of
the First Baptist Church gave the invocation , which was
followed with the Pledge of Allegiance.
APPROVAL OF THE MINUTES OF JAN . 15TH, FEB. 19TH, & 23RD,
MARCH 19TH, & 23RD, APRIL 9TH & 23RD AND MAY 6TH, 1991:
Councilman Wright corrected the April 9th minutes to reflect
that two items; 1 . Ten Areas of Concrete work and authorize
solicitation for competitive bids in order to do the work
and, 2 . Authorizing use of General Fund Revenues beyond
budgetary projections to do road reconstruction work on
McCreary Road and Kreymer Lane and authorize budget
amendment work to be done on annual contract bid , were not
passed with all in favor , but with six in favor, and one
against on both items . Councilman Wright also corrected
April 23rd minutes to reflect his statement concerning the
payment of claim to Bolen Construction Co . Councilman
Wright wanted the minutes to reflect that the City Manager
approved a change order from two course to three course
penetration seal coat. Councilman Wright also wanted it to
reflect that he stated this was in violation of the City
Charter . A motion was made by Councilman Simmons to approve
the minutes as listed above with the above corrections .
Seconded by Councilwoman Stemple. The vote was as follows :
Mayor Akin - in favor , Mayor Pro Tem Hughes - in favor ,
Councilman Wible - in favor , Councilman Martin - in favor ,
Councilman Wright - in favor , Councilwoman Stemple - in
favor, and Councilman Simmons - in favor . This motion
carried with all in favor .
OATH OF OFFICE TO COUNCIL MEMBER ELECT JAY DAVIS: City
Secretary Carolyn Jones administered the Oath of Office to
Jay Davis . Mr . Davis was seated in Council Member Place 3
seat.
COLLIN COUNTY MAYORS ASSOCIATION DUES AND BREAKFAST:
Authorization is being requested for dues in the amount of
$50 .00 every six months to be paid for membership in the
Collin County Mayors Association. Authorization is also
requested for the City of Wylie to sponsor the breakfast for
one of the monthly meetings. A motion was made by Mayor Pro
Tem Hughes to approve the association dues and sponsoring
the breakfast for the Collin County Mayors Association.
Seconded by Councilman Wible. The vote was as follows:
Mayor Akin - in favor , Mayor Pro Tem Hughes - in favor ,
Councilman Wible - in favor , Councilman Martin - in favor,
Councilman Davis - in favor , Councilwoman Stemple - in
favor , and Councilman Simmons - in favor . This motion
carried with all in favor .
SIGN OFF BY FEMA ON ACCEPTANCE OF CITY REPORT OF FEDERAL
FUNDS USED IN 1988 : A letter from Mr . Moses Dugan of the
Division of Emergency Management stated that the highest
elected official must sign the Designation of Applicant ' s
Agent. The City Council should authorize the Mayor to sign
this agreement . The City Staff has satisfied FEMA' s
requirements on the $13 ,000 audit and the City will not have
to reimburse FEMA. A motion was made by Councilman Simmons
to grant authorization for the Mayor to sign the agreement
between FEMA and the City of Wylie. Seconded by Councilman
Martin. The vote was as follows : Mayor Akin - in favor ,
Mayor Pro Tem Hughes - in favor , Councilman Wible - in
favor , Councilman Martin - in favor, Councilman Davis - in
favor , Councilwoman Stemple - in favor , and Councilman
Simmons - in favor . This motion carried with all in favor .
PAYMENT OF CLAIMS FOR ALL WORK DONE ON THE COMPLETION OF
KREYMER LANE AND FIRST STREET : The estimated cost of doing
Kreymer Lane was $50 , 196 .32 . The following claims are
submitted for approval on the completion of all this work:
Bolen Construction Co. $ 7 ,613 .40
Chemiline (Lime) $ 5 , 574. 58
North Star Paving Co. (Asphalt) $18 ,375 .00
Total $31, 562 .98 .
Authorization is requested to pay these amounts as outlined .
A motion was made by Councilman Martin to approve payments
as outlined above. Seconded Councilman Wible. The vote was
as follows : Mayor Akin - in favor , Mayor Pro Tem Hughes -
in favor , Councilman Wible - in favor , Councilman Martin -
in favor , Councilman Davis - in favor , Councilwoman Stemple
- in favor , and Councilman Simmons - in favor . This motion
carried with all in favor .
INVOICE FROM SHIMEK, JACOBS & FINKLEA FOR MARCH, 1991 -
NEWPORT HARBOR PROJECT: This invoice is in the amount of
$330. 23 for Engineering Services for the referenced Newport
Harbor Project during the month of March, 1991 . A motion
was made by Councilman Simmons to approve the invoice in the
amount of $330 .23 . Seconded by Councilman Wible. The vote
was as follows : Mayor Akin - in favor , Mayor Pro Tem Hughes
- in favor , Councilman Wible - in favor , Councilman Martin -
in favor , Councilman Davis - in favor , Councilwoman Stemple
- in favor , and Councilman Simmons - in favor . This motion
carried with all in favor .
E. L. DALTON PAY REQUEST NO. 4 , NEWPORT HARBOR, SANITARY
SEWER PROJECT: This pay request No. 4 is in the amount of
$67 , 173 . 32 for work accomplished on the Newport Harbor
project . A motion was made by Mayor Pro Tem Hughes to
approve the pay request in the amount of $67 ,173 . 32 .
Seconded by Councilman Martin. The vote was as follows:
Mayor Akin - in favor , Mayor Pro Tem Hughes - in favor ,
Councilman Wible - in favor , Councilman Martin - in favor ,
Councilman Davis - in favor , Councilwoman Stemple - in
favor , and Councilman Simmons - in favor . This motion
carried with all in favor .
PAYMENT OF INVOICE NO. 03-028902-009 TO JONES & NEUSE FOR
SERVICES FROM JANUARY THRU MARCH, 1991 : This invoice is in
the amount of $2 ,177 . 21 and is for work on the Wylie Service
Center investigation. The new monitoring well is in place
and the test results are being evaluated by the Consultant.
A motion was made by Councilman Martin to approve the
invoice in the amount of $2 , 177 .21 . Seconded by Councilman
Wible. The vote was as follows : Mayor Akin - in favor ,
Mayor Pro Tem Hughes - in favor , Councilman Wible - in
favor , Councilman Martin - in favor , Councilman Davis - in
favor , Councilwoman Stemple - in favor , and Councilman
Simmons - in favor. This motion carried with all in favor .
PAYMENT OF INVOICE NO. 03-028902-026 TO JONES & NEUSE FOR
MARCH, 1991 SERVICES: This invoice is in the amount of
$20,042 . 83 and is for work done on the landfill closure.
All new monitoring wells are in place and samples have been
taken and tests results are currently being analyzed by the
consultant . A motion was made by Councilman Wible to
approve this invoice in the amount of $20 ,042.83 . Seconded
by Mayor Pro Tem Hughes . The vote was as follows : Mayor
Akin - in favor , Mayor Pro Tem Hughes - in favor, Councilman
Wible - in favor , Councilman Martin - in favor , Councilman
Davis - in favor, Councilwoman Stemple - in favor , and
Councilman Simmons - in favor. This motion carried with all
in favor .
INVOICE FOR MARCH , 1991 FROM SHIMEK, JACOBS & FINKLEA ON THE
ALANIS R.O.W. ACQUISITION: This invoice is in the amount of
$1 ,569.45 for Engineering Services for the referenced Alanis
R.O.W. A motion was made by Councilman Simmons to approve
payment of the invoice in the amount of $1 , 569.45. Seconded
by Mayor Pro Tem Hughes. The vote was as follows : Mayor
Akin - in favor , Mayor Pro Tem Hughes - in favor , Councilman
Wible - in favor , Councilman Martin - in favor , Councilman
Davis - in favor , Councilwoman Stemple - in favor, and
Councilman Simmons - in favor . This motion carried with all
in favor .
RECOMMENDATION FROM PARK AND RECREATION ADVISORY BOARD ON
THE DEVELOPMENT OF VALENTINE PARK: In the April 29th Park
Board meeting there was a motion and approval to recommend
that Valentine Park be developed into a Passive Activities
Park. A Passive Activities Park is defined as a public park
with activities limited to playgrounds , picnic tables,
landscaped areas and possible walking/jogging trails. The
development of this park will rely on the impact on the
surrounding neighborhood and accessibility and parking . Mr .
Nelson is working with the Resolution Trust Corporation to
get a house and land donated to the City free of charge in
order to establish ingress and egress to this park.
Currently there is no road leading to the park. A motion
was made by Councilman Simmons to approve the development of
Valentine Park into a Passive Activities Park. Seconded by
Councilman Martin. The vote was as follows : Mayor Akin -
in favor , Mayor Pro Tem Hughes - in favor , Councilman Wible
- in favor , Councilman Martin - in favor , Councilman Davis -
in favor , Councilwoman Stemple - in favor , and Councilman
Simmons - in favor. This motion carried with all in favor.
AWARDING BID FOR CONCRETE WORK TO CORRECT TEN PROBLEM AREAS
THROUGHOUT THE CITY : In accordance with the authorization
from the City Council to solicit bids for specific areas of
concrete rehab in alleys, curbs and sidewalks, staff
solicited competitive bids on an annual contract to cover
all such construction for a one year period. Staff received
one bid , from Bolen Construction Co. as follows :
$4 .00 per square toot of street/alley construction
$3 .00 per square foot of sidewalk
$5 .00 per linear foot of curb
The immediate requirements for concrete rehab, previously
approved by Council , include sidewalk at Brimingham School,
Marble and Oak , 303 Briarwood and 100 Tanglewood; alleys on
Oak , Stoneybrook , Willow Way and Dogwood and curb on Willow
Way. Total cost of these projects, under the Bolen
Construction bid would be $6 ,864 .00 . The original estimate
on this work was $8 , 900 . Staff recommends the bid be
awarded to Bolen Construction Co . A motion was made by
Councilman Davis to approve the award of bid to Bolen
Construction Co. as above . Seconded by Councilman Martin.
The vote was as follows : Mayor Akin - in favor, Mayor Pro
Tem Hughes - in favor , Councilman Wible - in favor,
Councilman Martin - in favor, Councilman Davis - in favor,
Councilwoman Stemple - in favor, and Councilman Simmons - in
favor . This motion carried with all in favor .
CALL A SPECIAL MEETING ON MONDAY , MAY 20 , 1991 TO CANVASS
RUN-OFF ELECTION OF MAY 18 , 1991 : A motion was made by
Mayor Pro Tem Hughes to approve the calling of a special
meeting on Monday, May 20, 1991 to canvass the May 18th
election returns . Seconded by Councilman Wible. The vote
was as follows : Mayor Akin - in favor, Mayor Pro Tem Hughes
- in favor , Councilman Wible - in favor , Councilman Martin -
in favor, Councilman Davis - in favor, Councilwoman Stemple
- in favor, and Councilman Simmons - in favor. This motion
carried with all in favor .
CITIZEN PARTICIPATION: Mayor Akin invited those wishing
to address the Council to come forward at this time and to
state their name and address for the record, to keep their
comments within five minutes and to understand that
discussion is limited to placing the item on a future
agenda .
Ben Bingham of Wyndham Estates, thanked the Council for the
new road (Kreymer Lane) .
A citizens from 110 Douglas addressed the Council about the
drainage problem in his back yard and would like for this to
be an item on the next agenda . This citizen also stated
that there was also a problem with the street at 110 , 109 ,
& 108 Douglas. There is a possible water leak under this
street .
Lee McLaughlin of 404 Stoneybrook addressed the Council on
why the speed bumps were taken out of the alley. Mr .
Mclaughlin was told that some of the residents in the area
wanted these speed bumps removed
Mr . Steve Wright - Stone Road , stated the first year he was
on the Council there was a survey done on this area
regarding the speed bumps.
There being no other items for discuss, a motion was made to
adjourn with all in favor .
John W. Akin, Mayor
ATTEST:
Carolyn Jones, City Secretary
CALLED CITY COUNCIL
MEETING - MINUTES
MAY 20 , 1991
The City of Wylie City Council met in a called session on
Monday , May 20 , 1991 in the Council Chambers of the
Municipal Complex . A quorum was present and notice of the
meeting had been posted in the time and manner required by
law. Those present were Mayor John Akin, Mayor Pro Tem Don
Hughes , Council Members Pat Stemple, Chuck Wible, Jay Davis,
and William Martin, City Manager Bill Dashner and City
Secretary Carolyn Jones . Councilman Percy Simmons was
absent.
Mayor Akin called the meeting to order and Councilman Martin
gave the invocation which was followed with the Pledge of
Allegiance.
CANVASS OF RUN-OFF ELECTION FOR PLACE ONE AND PLACE FIVE
HELD ON MAY 18 , 1991 : Mayor Akin read the following results
from the May 18 , 1991 election day:
Abst . Methodist Southfork Total
Church
Place One
James Swartz 44 415 30 489
John Tobin 85 314 50 449
Place Five
Patricia Stemple 86 294 47 427
Ortie Messenger 43 434 33 510
Mayor Akin stated that the new council members would be
Place One - James Swartz and Place Five - Ortie Messenger.
A motion was made by Councilman Wible to approve the
canvassing of the election with James Swartz and Ortie
Messenger as the newly elected council members . Seconded by
Councilman Martin. The vote was as follows : Mayor Akin -
in favor, Mayor Pro Tem Hughes - in favor , Councilman Wible
- in favor , Councilman Martin - in favor , Councilman Davis -
in favor , and Councilwoman Stemple - in favor . This motion
carried with all in favor.
There being no other items for discussion, a motion was made
to adjourn at 7 :05 P.M.
John W. Akin , Mayor
ATTEST:
Carolyn Jones , City Secretary
5
MEMORANDUM
DATE: May 16, 1991
TO: City Council
FROM: Bill Dashner , City Manager a ��
RE: Discuss and Consider City Financial Report Through
Period Ending April 30 , 1991 , Seventh (7th) Month
Of FY91
The total approved budget for FY91 was $6 ,029 ,076 (as
amended by the City Council) . Through the first seven (7)
months the City has taken in total revenues of $4 , 159,025 .
Through the same time period the City has expended a total
of $3 , 532 , 240 . In other words the City is carrying a
positive balance as of April 30 , 1991 of $626 ,785. To this
date the City has received 68 .98% of anticipated revenues
and spent 58 .59% of budgeted expenditures .
Attached are all departmental reports showing expenditures .
Also attached is the investment report showing the City now
has a total of $3 , 198 ,667 .23 in invested accounts or
operational accounts .
It is worth noting that the Utility Fund is suffering due to
a great deal of rainfall . Water sales are extremely low
compared to other years . Through the seventh (7th) month in
the Utility Fund we have only received $1 , 134 , 185 and spent
$1 ,038 ,910 . Unless in May, June, July and August we start
selling water this fund could end the year in a deficit .
The City Council authorized lowering water and sewer rates
and supplanting this revenue loss with $180 , 000 worth of
1990 bond funds, $80 ,000 of this has already been
transferred into the Utility Fund , another $100 ,000 will be
transferred in at the end of the fiscal year when we
determine the condition of the Utility Fund or October 1 ,
1990 at the beginning of the new fiscal year .
The Wylie Development Corporation balance as of May 15, 1991
is $136 ,010 . 53 .
BUDGET SUMMARY 1990-91 FISCAL YEAR
PRINCIPAL OPERATING FUNDS:
BUDGET ELAPSED TIME: 58.33%
PERIOD ENDING APRIL 30, 1991 - 7TH MONTH
BUDGET REVENUES EXPENDITURES
FUND AMOUNT % RECEIVED AMOUNT %
BUDGET RECEIVED OF BUDGET EXPENDED EXPENDED
GENERAL 3,620,596 2, 790,750 77 .08% 2,310,995 63.83%
101-450
UTILITY 2,003,480 1, 134, 185 56.61% 1, 038,910 51.86%
501-521
SANITATION/OP 360,000 211,655 58. 79% 155,055 43.07%
651
IMPACT/LIFT 45,000 22,435 49.86% 27,280 60.62%
901
TOTAL OPERATING
BUDGETS 6,029,076 4, 159,025 68.98% 3,532,240 58.59%
*IMPACT FUND AND LIFT STATION FUND HAVE BEEN COMBINED DUE
TO NEW ORDINANCE. ACCOUNT FUNDS USED FROM PREVIOUS YEAR TO
ACCOUNT FOR DEFICIT FUNDING. ALSO CAUSED BY IMPLEMENTATION
OF NEW IMPACT ORDINANCE.
DEPARTMENTAL EXPENDITURE SUMMARY BY FUND
BUDGET YEAR TIME ELASPED: 58. 33% - 7TH MONTH
PERIOD ENDING APRIL 30, 1991
FUND 10 GENERAL EXPENDITURE % EXPENDED
BUDGET TO DATE
101 COUNCIL 91,250 50, 180 54.99%
102 CITY MANAGER 153,500 55,565 36.20%
103 CITY SECRETARY 92,000 58,050 63. 10%
105 CODE ENFORCEMENT 99,000 59,210 59.81%
107 ENGINEERING 79,500 45,410 57. 12%
110 FINANCIAL SERVICES 245,500 160,730 65.47%
120 MUNICIPAL COURT 50,750 25,510 50.27%
' 130 DEBT SERVICE 692,500 544,200 78.58%
140 BLDG. SERV. /M. COMPLEX 182, 350 95,685 52 .47%
141 BLDG. SERV. /LIBRARY 19, 100 14 ,020 73.40%
142 BLDG. SERV. /FIRE 20,250 13,265 65.51%
143 BLDG. SERV. /P. WORKS 26,500 20,685 78.06%
144 BLDG. SERV. /PARKS 13, 000 5,440 41.85%
201 POLICE ADMINISTRATION 80,000 60,460 75.58%
202 POLICE PATROL 521,250 303, 165 58. 16%
203 POLICE INV. 58,750 26,040 44 .32%
204 POLICE REC. /COMMO. 110,250 56, 100 50.88%
205 METRO WARRANT OFFICER 40,250 21,460 53.32%
220 FIRE DEPT. 100,250 49,355 49.23%
230 E.M.S. 116,250 80, 195 68.98%
' 301 LIBRARY 62,000 42,400 68.39%
310 PARKS 93,000 47,680 51.27%
420 STREETS/DRAINAGE 593,896 427,745 72.02%
440 GARAGE 41,500 19,790 47 .69%
450 ANIMAL CONTROL 38,000 28,645 75.38%
TOTALS 3,620,596 2, 310,985 63.83%
FIGURES ROUNDED TO NEAREST HIGHEST OR LOWEST NUMBER
ON ALL SUMMARIES
DEPARTMENTAL EXPENDITURE SUMMARY BY FUND
BUDGET YEAR TIME ELASPED: 58.33% - 6TH MONTH
PERIOD ENDING APRIL 30, 1991
FUND 20 UTILITY EXPENDITURE % EXPENDED
BUDGET TO DATE
501 UTILITY ADMIN. 340,450 200,205 58.81%
502 WATER 508,800 261,270 51 .35%
503 WASTEWATER 394,000 235,655 59.81%
510 UTILITY BILLING 199,500 118,255 59.28%
515 DEBT SERVICE 519,230 212,070 40.84%
520 BLDG. SERV. /M. COMPLEX 15,500 2, 110 13.61%
521 BLDG. SERV. /P. WORKS 26,000 8,625 33 . 17%
TOTALS 2,003,480 1,038, 190 51.82%
/0
DEPARTMENTAL EXPENDITURE SUMMARY BY FUND
BUDGET YEAR TIME ELASPED: 58. 33% - 7TH MONTH
PERIOD ENDING APRIL 30, 1991
FUND 65 SANITATION/OP. EXPENDITURE % EXPENDED
BUDGET TO DATE
651 SANITATION 360,000 155,055 43.07%
//
DEPARTMENTAL EXPENDITURE SUMMARY BY FUND
BUDGET YEAR TIME ELASPED: 58.33% - 7TH MONTH
PERIOD ENDING APRIL 30, 1991
FUND 90 IMPACT/LIFT BUDGET EXPENDITURE % EXPENDED
TO DATE
*901 IMPACT/LIFT 45,000 27,280 60.62%
CAPITAL PROJECTS FUNDS
FUND TOTAL AMOUNT % RECEIVED AMOUNT %
APPROPRIATION RECEIVED OF BUDGET EXPENDED EXPENDED
74
STREET 115,000 111,530 96.98% 112,740 98.03%
RECONSTRUCTION
91
UTILITY CONST 650,000 579,005 89. 08% 319,295 49. 12%
ENGINEER
92
SERVICE 300,000 310,710 103.57% 9,916 3.31%
CENTER
ANIMAL SHELTER
TOTAL CAPITAL 1,065,000 1, 001,245 94 .01% 441,951 41.50%
.PROJECT BUDGET
DEPARTMENTAL EXPENDITURE SUMMARY BY FUND
BUDGET YEAR TIME ELASPED: 58. 33% - 7TH MONTH
PERIOD ENDING APRIL 30, 1991
FUND 74 STREET RECONSTRUCTION BUDGET EXPENDITURE % EXPENDED
TO DATE
741 STREET RECONSTRUCTION 115,000 112, 740 98.03%
DEPARTMENTAL EXPENDITURE SUMMARY BY FUND
BUDGET YEAR TIME ELASPED: 58 .33% - 7TH MONTH
PERIOD ENDING APRIL 30, 1991
FUND 91 UTILITY CONSTRUCTION BUDGET EXPENDITURE % EXPENDED
& ENGINEERING TO DATE
911 UTILITY CONSTRUCTION 650, 000 319,295 49 . 12%
& ENGINEERING
DEPARTMENTAL EXPENDITURE SUMMARY BY FUND
BUDGET YEAR TIME ELASPED: 58 . 33% - 7TH MONTH
THRU APRIL 30, 1991
FUND 92 SERVICE CENTER/ BUDGET EXPENDITURE % EXPENDED
ANIMAL SHELTER TO DATE
921 SER CTR/ANIM SHELTER 300,000 9,916 3.31
CITY INVESTMENTS
APRIL 30, 1991
INVESTMENTS : ANNUAL AMOUNT MATURED : MATURITY
PER FUND : INTEREST : DEPOSITED AMOUNT : DATE
RATE : :
GENERAL FUND : : •
: ; •
••
CD# 016862 : 6.00% : $95,000.00 : : 5/03/91
PROVIDENT BANK : •
: :
•
•
CD# 016911 : 6.00%
$95,484 . 11 5/20/91
PROVIDENT BANK : •
: :
•
. •
CD# 016912 : 6.00%
$50,254 .79 5/20/91
PROVIDENT BANK : : :
GENERAL TOTAL : :
$240, 738.90 : •
: •
UNRESTRICTED : ; :
FUND TOTAL : : $240,738.90 : :
PERIMETER : : : :
STREET :
: ; ;
CD# 016909 : 6.00% : $95,484 . 11 : : 5/20/91
PROVIDENT BANK : •
•
: : :
. •
CD# 016910 : 6.00% $95,484 . 11 : : 5/20/91
PROVIDENT BANK : •
:
•
TOTAL PERIMETER STREET $190, 968.22 : .
.
•
•
•
UTILITY DEPOSIT: .•
; t
RESERVE : : .•
•
CD# 016950 : 6.00%
$88,921.98 5/28/91
PROVIDENT BANK : : : •
: .
•
CD# 016948 : 6.00% $99,031.01 5/28/91
PROVIDENT BANK : •
: : :
TOTAL UTILITY DEPOSIT RESERVE: $187 ,952 .99 : .
INVESTMENTS : ANNUAL AMOUNT : MATURITY : MATURITY
PER FUND : INTEREST : DEPOSITED AMOUNT : DATE
RATE : ; •
:----______
CD# 016689 : 7 .25% $95,556.45 : : 05/28/91
PROVIDENT BANK : ; •
TOTAL UTILITY BOND RESERVE : $95,556.45 : :
GENERAL OBLIG. : ;•
: :
INT. & SINKING : ;•
:
•
CD# 016908 : 6.00% $60, 305.75 : : 5/20/91
PROVIDENT BANK : :
TOTAL GEN OBLIG.INT & SINKING: $60,305. 75 : •
•
TOTAL RESTRICTED FUNDS $534,783.41 : •
•
••
:•
•
:
•
•
1990 BOND FUNDS:
•
3.5MM •
•
•
•
FEDERAL FARM : 6.065% :$1,467, 198.89 : 1,475,000.00 : 5/08/91
CREDIT BANK : :
•
•
•
•
TOTAL BOND FUNDS INVESTED :$1,467, 198.89 :$1,475, 000.00
CAPITAL PROJECTS FUNDS
FUND TOTAL AMOUNT % RECEIVED AMOUNT %
APPROPRIATION RECEIVED OF BUDGET EXPENDED EXPENDED
74
STREET 115,000 111,530 96.98% 112,740 98.03%
RECONSTRUCTION
91
UTILITY CONST 650,000 579,005 89.08% 319,295 49. 12%
ENGINEER
92
SERVICE 300,000 310,710 103.57% 9,916 3.31%
CENTER
ANIMAL SHELTER
The following is a list of the uninvested balance in each
fund as of April 30, 1991.
General Fund $ 347,795.57 *
Utility Fund 155, 157 .20
Utility Refund 17,472.08
Municipal Court 12,759.68
Payroll 20,864 . 15
Utility Deposit 23,201.03
General Interest & Sinking 5,798.90 *
Utility Interest & Sinking 8, 677 . 18
Perimeter Street 114,353.33 *
Utility Bond Reserve 6, 821.01
Impact 15,261.44
State Court 20,710.68
Community Room 2,997 .00
Sanitation Operating 33,440.08
Return Check Fund 194 .20
Street Reconstruction 9,299.89
Landfill 705.60
O
Police Drug/Crime 45,076.27
Sales Tax 2,690.60
Library 1,040.98
Police Training 83.53
Park Contributions 11,910.60
Utility Construction 82,299. 14 *
Landfill Closure 6,812 .73
Service Center/Animal Shelter 83.70
Partial Payments Municipal Court 2,638.35
UNINVESTED FUND AS OF 04/30/91 $ 948, 144 .92
TOTAL INVESTED FUNDS $2,250,522.31
TOTAL UNINVESTED FUNDS 948, 144.92
TOTAL ALL FUNDS $3, 198,667 .23
* These funds reflect Certificates of Deposit and
they are included in the invested fund total.
MEMORANDUM
DATE: May 21, 1991
TO: City Council
114
FROM: Bill Dashner, City Manage14
�..
RE: Discuss and Consider Debt Service Payment for FY 91
And Its Relationship To City Budget
On the attached page I have presented a list of 21 different
debit service payments that have been made and must be made
through FY91 . The payments are made at various dates
depending on when the bond is issued or sold. As you know
this year ' s budget as amended was $6 ,000 ,000 . Of that
amount $1 ,325,000 was to service the City debt , right at
22% . So far this year the City has paid $884 ,000 in debt
service, of course, this has come out of revenue the City
has taken in . The last five (5) months we still have to pay
$441,000 , this will have to come out of the next five (5)
months revenues . All of this money is being used to service
City debt of $17 , 600 ,000 . Attached is a detailed report
showing what I have explained .
as
BOND DEBT PAYMENTS
FY 1991 SCHEDULE
DATE TYPE SERIES INTEREST PRINCIPAL TOTAL
12/01/90 Revenue 1971 $ 4 , 802 .98 $ .00 $ 4 , 802 .98
12/01/90 Revenue 1980 17 ,550 . 00 .00 17 ,550 .00
12/01/90 Revenue 1986 6 , 090 . 00 .00 6,090.00
01/15/91 C.O. 1980 1 , 275 . 00 .00 1 , 275 .00
02/15/91 C.O. 1988 54 , 226 . 25 30 , 000 .00 84 ,226 .25
02/15/91 C.O. 1989 7 , 006 . 25 15 ,000 .00 22 ,006 .25
02/15/91 C.O. 1990 260 ,900 . 00 75, 000 . 00 335 ,900.00
02/15/91 G.O. 1986 66 ,411 .25 50 ,000 .00 116 ,411 .25
02/15/91 G.O. 1986 1 , 050 . 00 30 ,000.00 31, 050.00
02/15/91 G.O. 1988 9 , 293 . 75 80 ,000 .00 89 ,293 .75
06/01/91 Revenue 1971 4 , 803 .27 20, 000 .00 24 ,803 .27
06/01/91 Revenue 1980 17 ,550 .00 .00 17 ,550 .00
06/01/91 Revenue 1986 6 , 090 . 00 5 , 000 . 00 11,090.00
07/15/91 C.O. 1980 1 , 275 .00 15 ,000 .00 16 ,275 .00
08/15/91 C.O. 1988 52 ,613 . 75 .00 52,613. 75
08/15/91 C.O. 1989 6 ,447 . 50 .00 6,447 .50
08/15/91 C.O. 1990 126 , 887 . 50 .00 126,887 .50
08/15/91 G.O. 1986 63 , 848 . 75 .00 63 ,848 .75
08/15/91 G.O. 1988 6 ,593. 75 .00 6,593. 75
NORTH TEXAS C.O. MONTHLY At $23 ,000 276 ,000 .00
NORTH TEXAS C.O. ANNUALLY 14 ,000.00
TOTAL FY 1991 DEBT SERVICE PAYMENTS $1,324 ,715 . 00
AMOUNT TO BE PAID IN THE LAST FIVE (5) MONTHS OF FY 1991 $ 441 ,109 .52
AMOUNT PAID IN THE FIRST SEVEN (7) MONTHS OF FY 1991 $ 883,605 .48
TOTAL OUTSTANDING DEBT OF CITY INCLUDING PRINCIPAL
AND INTEREST AS OF SEPTEMBER 30 , 1990 $17,579,131 .00
MEMORANDUM
DATE: May 17 , 1991
TO: City Council
FROM: Bill Dashner , City Manag 1,414 .4e
RE: Discuss and Consider Revenue Report From Park and
Recreation on Usage of Community Park
Athletic Field Fees $2 ,586 .00 As of 05/15/91
Lighting Fess 801 .00 As of 05/15/91
Concession Split 61:3SS' 675 .83 As of 05/01/91
TOTAL REVENUES AS OF 05/15/91 $4 ,062 .83
91 6°
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MEMORANDUM
DATE: May 20 , 1991
TO: City Council
FROM: Bill Dashner, City Manager
RE: Discuss and Consider Declaring Surplus City Property
And Authorizing a Public Auction Whereby All Surplus
City Property Can Be Disposed of to the Highest
Bidder .
Attached is a comprehensive list of all surplus City
equipment. Every department head has submitted his list and
this equipment is no longer needed for City purposes . A lot
of this equipment is old, outdated , unoperational and can no
longer be used without spending more money to fix than the
value of the equipment . In order to clean up City property
and make room for present day activities it is my
recommendation that the City Council declare all this
equipment surplus City property so that a Public Auction can
be held at the City service center to sell it at auction. I
will engage a professional auctioneer so that the City can
maximize financial return .
Attachment : List of surplus items
5
1 - Galaxy Bicycle
4 - Unknown Brand Bicycles
1 - Whites Bicycle
2 - Western Flyer Bicycles
5 - Murray Bicycles
8 - Huffy Bicycles
1 - Schwinn Bicycle
2 - Free Spirit Bicycles
1 - BMX Turbo Bicycle
1 - Torker Bicycle
1 - Montgomery Ward Bicycle
1 - Kent Bicycle
1 - GT Bicycle
1 - Diamond Back Bicycle
1 - Vista Bicycle
1 - JWD Bicycle
1 - Tomos Moped
2 - Brief Cases
1 - Duffel Bag
1 - Duffel Bag with Miscellaneous Items
1 - Purse
1 - Plastic Cooler
1 - Portable TV
1 - Child' s purse
1 - Black Leather Bag Containing Miscellaneous Electrical Parts
1 - Radar Detector
1 - Handheld CB Radio
1 - Nikon Camera Motor Drive
1 - Timex Unknown Electronic TV Game Component
1 - Car RAdio
1 - Golf Bag with 13 Clubs
1 - Daisy BB Rifle
1 - Brown Vinyl Case with 39 Assorted Audio Cassettes
1 - Hub Cap
1 - Box Containing Sony Walkman and 6 Cassettes
1 - Tombstone
1- 18" Electric Mower
1 - Plastic Bag Containing Miscellaneous Hair Care Items
Hair Dryer, Etc.
1 - Box Fan
1 - Plastic Air mattress
1 - Miscellaneous Electronic Components
2 - Wilson Tennis Rackets
1 - 188 - Roller PLS 11CG262
1 - 198 - Old Tack Truck GMC 4000
1 - 181 - GMC Water Truck 69 C30 CS30V5AQ21998
1 - 195 - Crack Sealer 19985-1 8HP (obsolete no parts available)
1 - Dismantled Fire Truck
1 - 86 Chevrolet Caprice 1G1B16960GX158259 Engine 5 .7L 4BBL
1 - Lawn Mower (Wizards)
1 - Weed Eater (Yellow)
1 - Weed Eater (White)
1 - Weed Eater (Green
3 - Wizards Lawnmower (Push)
20 - Weedeater Line Trimmer
1 - Gas Blower
1 - Sand Spreader - Model SB7380/S number 06885104097
(INTERGY, INC. 216-526-1167
1 - 18" X 14 1/2" ID Cutile
4 - 21" X 6 ' Tin horn (24 ' )
26 - 36" X 6 ' Tin horn (156 ' )
110 - 4" X 20 ' Certainteed PVC SDR2
45 - SDR21 fitting
2 - 90 degree X 4 SDR 21
1 - 10" X 45 degree BEND
1 - 12" GATE VALVE
2 - 8" GATE VALVES
1 - 6" 90 degree BEND
1 - 12 X 12 T
5 - 12" Coupling and Retainer Glands
2 - 12" X 4" REDUCERS
1 - 12" X 4" SLIP REDUCER
1 - 12" BAILEY VALVE (Back Flow Preventer
5 - 20 ' X 4" Ductile Pipe
1 - 20 ' X 8" Ductile Pipe
Miscellaneous Copper , brass and cast scrap
Miscellaneous galvanized plumbing fittings
Obsolete pumps , cast iron , sewer pipe and clamps
Old fire hydrants , ductile pipe and other miscellaneous parts .
• 1 - Lot various sizes concrete round pipe
3 - 5HP Hydromatic Grinder Pumps SPGF500M3-4 230 volt
Operational - Submersible - Three Phase
2 - 5HP Vertical Sewage Pumps 1750rpm. 230 volt
Questionable - Non Submersible - No Bases - Three Phase
3 - 10HP Motors . 215T Frame 1750rpm. 230-440 volt
Three Phase Operational
2 - 2HP Hydromatic Grinder Pumps . SPG200MZ-2 230 volt
Single Phase
2 - 15HP Paco Smart Pumps 1750rpm. 230 volt Model 58-49501-5822
X210TY Frame - Submersible - Operational
2 - 20HP Paco Smart Pumps 1155rpm. 230/460 volt 250 TY Frame
Submersible
1 - Cannon NP155 Copier
MEMORANDUM
DATE: May 20 , 1991
TO: City Council
FROM: Bill Dashner , City Manage (//'
RE: Discuss and Consider Accepting Competitive Bid for the
Purchase and Financing of One (1 ) New 1 ,250 Gallon Pumper
Truck on Lease/Purchase Basis
As authorized by the City Council the City has gone through the
competitive bidding process for one (1 ) new 1,250 gallon Pumper Fire
Truck. The City Council authorized and approved the specifications .
Listed below are all bids received .
BIDDER BID AMOUNT FINANCING )
c if/al
3-D* Manufacturing $173 ,300 .00 Third P. rty Financing
*Mile-Hi T Fire ,9
quipment � ,
Round Rock, TX �d I' ' Jr
Delivery - Six Months from Date of Order 3
- 34r/el'.
Sutphen Corporation $179 ,001 . 00 100% Financing***
Amlin, Ohio
Afvx)
Sutphen Custom W 3 Years
@ 64 ,116/yr 7 . 65% $192 ,348
1250 G.P.M. Triple #
5 Years @ 41,299/yr 7 . 70% $206,495
Combination Pumper 7 Years @ 31 , 676/yr 7 . 80% $221 ,732
Delivery - 365 - 425 Days After Placing Order
**Sutphen Custom $192 , 699 . 00 100gta"` i .
HS1500 Triple n
Combination Pumper (y1O)' 3 Years"ti 69 ,022/yr rw-7 .65% $207 ,066
/ 5 Years @ 44 ,459/yr 7 . 70% $222,295
7 Years @ 34 ,100/yr 7 .80% $238 ,700
Delivery - 90 -120 Days After Placing Order
*This bid does not meet our specifications
**This is an alternate bid which exceeds bid specifications
***Dulbin Capital Corporation (Dublin , Ohio) to finance all of proposed
transaction .
The City cannot purchase the truck and pay cash. If the City Council
decides to purchase the fire truck I would recommend a five (5) to (7)
year payout lease/purchase agreement . In my judgment we cannot afford
to pay $66 ,200 a year , however, starting October 1, 1990 with the new
budget we could budget a five (5 ) year schedule or a seven (7) year
payout schedule. This lease purchase could be set up where the first
payment is not due until October 1 , 1991 . It will take a minimum of 4
- 12 months , depending on which bid isjaccepted, for the truck to be
packaged for delivery.
MEMORANDUM
DATE: May 10 , 1991
TO: City Council
FROM: Bill Dashner , City Manage14
441,
RE: Discuss and Consider Houston-Galveston Area
Cooperative Purchasing Agreement
Attached is an interlocal agreement which will enable the
City to purchase certain items through the Houston-Galveston
Area Cooperative Purchasing Program. As you may know, HGAC
annually solicits competitive bids on selected big ticket
items such as automobiles and high tech equipment .
Governmental agencies may purchase equipment under any of
the various HGAC contracts and the prices are frequently
much lower than we might be able to obtain on our own
bidding . The three per cent (3%) administrative fee charged
by HGAC would be worth it , if the savings are great enough.
I am requesting authorization to solicit HGAC bids on future
bid items over $5 ,000 per item.
'11 )
' )/C)1/41 1
HOUSTON-GALVESTON AREA COUNCIL ILA
INTERLOCAL AGREEMENT NUMBER:
THIS INTERLOCAL AGREEMENT ("Agreement"), made and entered into pursuant to the Interlocal
Cooperation Act (Article 4413(32c) V.T.C.S. ) by and between the Houston-Galveston Area Council ,
hereinafter referred to as H-GAC, having its principal place of business at 3555 Timmons Lane.
Suite 500, Houston, Texas 77027 and
hereinafter referred to as the local government having its principal place of business
at •
WITNESSETH:
WHEREAS, H-GAC is a regional planning commission created under Acts of the 59th Legislature,
Regular Session, 1965, recodified as Chapter 391 Texas Local Government Code; and
WHEREAS, H-GAC has entered into an agreement with the local government on the day
of , 19 and
WHEREAS, the local government desires to purchase certain governmental administrative functions,
goods or services; and
WHEREAS, H-GAC hereby agrees to perform the scope of services outlined in Article 5 as
hereinafter specified in accordance with the Agreement, and
NOW, THEREFORE, H-GAC and the local government do hereby agree as follows:
ARTICLE 1 LEGAL AUTHORITY
The local government warrants and assures H-GAC that it possesses adequate legal authority to
enter into this Agreement. The local government's governing body has authorized the signatory
official (s) to enter into this Agreement and bind the local government to the terms of this
Agreement and any subsequent amendments hereto.
ARTICLE 2 APPLICABLE LAWS
H-GAC and the local government agree to conduct all activities under this Agreement in accordance
with all applicable rules, regulations, ordinances and laws in effect or promulgated during the
term of this Agreement.
ARTICLE 3 WHOLE AGREEMENT
The Interlocal Agreement and Attachments, as provided herein, constitute the complete Agreement
between the parties hereto, and supersedes any and all oral and written agreements between the
parties relating to matters herein. Except as otherwise provided herein, this Agreement cannot
be modified without written consent of the parties.
ARTICLE 4 PERFORMANCE PERIOD
The period of this Interlocal Agreement shall be for the (balance of) fiscal year of the local
government which begins , 19 and ends . 19 . This contract shall
thereafter automatically be renewed annually for each succeeding fiscal year, provided that such
renewal shall not have the effect of extending the period in which the local government may make
any payment due H-GAC beyond the fiscal year in which such obligation was incurred under this
Agreement.
H-GAC or the local government may cancel this Agreement at any time upon 30 days written notice
to the other party to this Agreement. The obligations of the local government, including its
obligation to pay H-GAC for all costs incurred under this Agreement prior to such notice shall
survive such cancellation, as well as any other obligation incurred under this Agreement, until
performed or discharged by the local government.
ARTICLE 5 SCOPE OF SERVICES
The local government appoints H-GAC its true and lawful purchasing agent for the purchase of
certain materials and services through the Council 's Cooperative Purchasing Program, as
enumerated through the submission of a duly executed purchase order, order form or resolution.
All material purchased hereunder shall be in accordance with specifications established by H-GAC.
(over)
6/21/90--692J
aD
The materials and services shall be procured in accordance with procedures governing competitive
bidding by H-GAC; and at the unit prices and administrative fee as indicated in the current H-GAC
Order Form and Price Lists.
Ownership (title) of material purchased shall transfer directly from the vendor to the local
government. The local government agrees to provide H-GAC with documentation of receipt and
acceptance of material within five (5) days of acceptance of same.
ARTICLE 6 PAYMENTS
The local government agrees that, upon the presentation by H-GAC of a properly documented,
verified proof of performance and a statement of costs H-GAC has incurred in accordance with the
terms of this Agreement, it shall pay H-GAC, from current revenues available to the local
government during the current fiscal year, on or before the date of the delivery of materials
and services to be provided under this agreement.
ARTICLE 7 CHANGES AND AMENDMENTS
Any alterations, additions, or deletions to the terms of this Agreement which are required by
changes in Federal and State law or regulations are automatically incorporated into this
Agreement without written amendment hereto, and shall become effective on the date designated by
such law or regulation.
H-GAC may, from time to time, require changes in the scope of the services offered through the
H-GAC Cooperative Purchasing Program to be performed hereunder.
ARTICLE 8 TERMINATION PROCEDURES
Either H-GAC or the local government may cancel or terminate this Agreement upon thirty (30)
days written notice by certified mail to the other party. In the event of such termination
prior to completion of any purchase provided for herein, the local government agrees to pay for
services on a prorated basis for materials and services actually provided and invoiced in
accordance with the terms of this Agreement, including penalties, less payment of any
compensation previously paid.
•
ARTICLE 9 SEVERABILITY
All parties agree that should any provision of this Agreement be determined to be invalid or
unenforceable, such determination shall not effect any other term of this Agreement, which shall
continue in full force and effect.
ARTICLE 10 FORCE MAJEURE
To the extent that either party to this Agreement shall be wholly or partially prevented from
the performance within the term specified of any obligation or duty placed on such party by
reason of or through strikes, stoppage of labor, riot, fire, flood, acts of war, insurrection,
accident, judgement, act of God, or specific cause reasonably beyond the parties' control and
not attributable to its neglect or nonfeasance, in such event, the time for the performance of
such obligation or duty shall be suspended until such disability to perform is removed.
Determination of force majeure shall rest solely with H-GAC.
ARTICLE 11 VENUE
Venue and jurisdiction of any suit, or cause of action arising under or in connection with the
Agreement shall lie exclusively in Harris County, Texas.
This instrument, in duplicate originals, has been executed by the parties hereto as follows:
HOUSTON-GALVESTON AREA COUNCIL
Local Government
BY BY Date
Manager of Cooperative Purchasing
DATE BY Date
Name & Title of Signatory Jack Steele
(PLEASE TYPE) Executive Director
3/
Cooperative Purchasing
Houston-Galveston Area Council
PO Box 22777• 3555 Timmons• Houston,Texas 77227-2777 • 713/627-3200
TO: .
FROM: Diane Park H-GAC
Cooperative Purchasing Asst.
SUBJECT: INTERLOCAL AGREEMENT
Enclosed please find two copies of the Interlocal Agreement (ILA) between
your agency and Houston-Galveston Area Council . This is a blanket agreement
for any and all merchandise offered by the Cooperative Purchasing Program
which the local government may elect to purchase under the program. The ILA
is activated by the issuance of a purchase order by the local government.
Both copies must be dated and signed at your agency. Then return both to
H-GAC in the envelope provided, and H-GAC will return one copy of the ILA
co-signed by our Executive Director. Please read the document carefully and
note that the ILA is valid until cancelled by the local government. Please
contact me at 713/993-4545 should you have any questions.
302,0
.4.ip IL.,
Cooperative Purchasing
Houston6alveston Area Council
PO 8ox 22771• 3555 Timmons• Houston,Texas 77227.2777 • 713427.3203
STEPS T O PURCHASING
1. Identify the item(s) you wish to purchase. Request a
product information sheet/order form and copies of the
Interlocal Agreement from H-GAC.
2. Execute the Interlocal Agreement (ILA) between your
agency and H-GAC.
3. Select the specific item(s ) you wish to purchase and com-
plete the Order Form. Return the completed form to H-GAC
with your agency' s Purchase Order and executed ILA.
4 . H-GAC will contact you if additional information is
needed to complete your order. Once the order is com-
plete, H-GAC will place your order with the contracted
vendor. The item( s ) you order will be shipped to the
destination you specify, or you will take delivery at the
vendor' s location ( ie: Cars & Trucks ) .
5. Your agency will receive an Invoice from H-GAC including
a three percent ( 3%) administrative fee.
6. Prior to H-GAC' s payment to the vendor, you are required
to verify receipt of item( s) . This procedure is done by
completing a form entitled, End User Receipt of Article.
This completed form must be returned to H-GAC before pay-
ment is made to the vendor.
Questions and requests for specifications/documentation
should be directed to H-GAC Cooperative Purchasing.
Diane Park, Assistant 713/993-4545
MEMORANDUM
DATE: May 16 , 1991
TO: City Council
FROM: Bill Dashner, City Manager
RE: Discuss and Consider After Competitive Bidding the
Purchase of a Communication Recorder For City Police
Department
The City Council approved a $50 ,000 drug money expenditure
for police equipment. One of the items was a 10 channel
communication recorder logger for police dispatch. As a
part of the bid process the City requested bids on a
reconditioned or new unit . The following bids were
received:
BIDDER MODEL BID AMOUNT
Creative Switching Reconditioned
Designs Magnasync TR2000* $ 8 ,847 .50
Dictaphone Corporation Reconditioned
Dictaphone 5000 $11 , 619 .00
Dictaphone Corporation
Houston-Galveston Area New
Cooperative Purchasing Dictaphone 5000 S14 ,832 . 7
As a part of the bid process the City checked with the
Houston-Galveston Area Cooperative Purchasing Program which
is set up where City' s can purchase through them since they
have already bid out all types of equipment used by cities .
The Houston-Galveston Area Cooperative Purchasing Program
has on bid a brand new Dictaphone 5000 series recorder for
bid purchase price of $14 ,832 . 72 . This bid price includes
Dictaphone unit and HGAC administrative price. The list
price for this piece of equipment is $20 ,437. Therefore, it
is hereby recommended that the two reconditioned bids be
rejected and that the City Council award the bid to HGAC for
a new Dictaphone 5000 series unit .
*The Magnasync recorder does not meet all specifications
MEMORANDUM
DATE: May 16 , 1991
TO: City Council
#104.00.
FROM: Bill Dashner, City Manager
RE: Discuss and Consider M ster Meter Billing at
Southfork Mobile Home Park and Take Responsible
Action To Eliminate Water Sales Loss
The City placed a master meter at Southfork Mobile Home Park
three (3) months ago . It was the decision of the City
Council at that time to convert 460 individual meters to one
(1 ) master meter whereby the owner would pay all water,
sewer and sanitation bills . The City would either pull or
sell the meters to the owners . It has been documented that
the City is losing approximately $85 ,000 per year on the
operation as it exists today. We have made comparison
readings between water consumption and the difference
between the master meter reading and individual readings and
we show:
March Reading on Master Meter 4 ,046 , 100 gallons
March Reading on Individual Meters 1, 967 , 234 gallons
Difference in Readings 2 , 078 , 866 gallons
Loss in Dollar Amount $5,304 .97
Unless changes are made in June, July and August the City
taxpayers will lose approximately $21, 000 on loss of
unmetered and unpaid for water . This has been going on for
five (5) years with no action taken by the City. All
citizens are suffering this loss of income and the special
treatment given the owner of this one mobile home park.
14
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MEMORANDUM
DATE: May 23 , 1991
TO: City Council
10.444.
FROM: Bill Dashner , City Manage
RE: Discuss and Consider Five (5) Mobile Home Parks
Delinquent Ad-Valorem Taxes and Amount of Revenue
That is Being Lost to the City
There are five (5) recognized Mobile Home Parks in the City of
Wylie. They are as follows :
NUMBER OF
MOBILE HOME PARK LIENS FILED BASE TAX TOTAL %
Turner M.H.P. 1 $ 17 .93 .0006%
Lake Ray Hubbard M.H. P. 5 425 . 47 .0134%
Glenn Knoll M.H.P. 45 4 ,999 .56 .1574%
Wylie Butane M.H. P. 29 1 ,326 . 70 .0418%
Southfork M.H.P. 288 24 ,997 .25 .7869%
GRAND TOTAL FOR 1990 368 $31,766 .91 100%
Of the five (5) mobile home parks for tax year 1990 Southfork
Mobile Home Park has 288 mobile home units that have not paid ad-
valorem taxes , therefore, in accordance with state laws tax liens
have been filed. The only recourse the City has is to foreclose on
the mobile home unit . There are 288 units at Southfork that refuse
to pay, this represents in tax year 1990 a loss to the City of
$24 ,997 .25 . Of the total amount owed ($31 ,766 .91) the City on all
mobile home units 79% are from Southfork. Recognizing the loss of
ad-valorem tax revenue and water loss to the City the City Council
may want to consider deannexation this area .
MEMORANDUM
DATE: May 23 , 1991
TO: City Council
11/P44.-"..
FROM: Bill Dashner , City Manage
RE: Discuss and Consider Upd to and Progress Report on
Landfill Closure Action and Response from Texas
Department of Health on City' s Preliminary Proposal
And Report from Jones and Neuse on June 7 , 1991
Report to State Health Department .
Attached is the letter received from Texas Department of
Health. The State of Texas has agreed to Option 2 and 3 ,
however , the State rejected construction of the road over
the existing landfill . In the next 30 days the City will
have enough monitoring data from the landfill monitoring
wells to present a closure plan to the State. It is yet to
be determined whether Option 2 or Option 3 will be a part of
that closure plan. Principal factor of importance is the
one that is the most cost effective. The Engineer ' s report
will be submitted on June 7 , 1991 on test data from
monitoring wells.
Attachment : Letter from the Texas Deparment of Health
J7
L.M"
JEnviZONES AND NEUSE, INC.
ronmental and Engineering Services
� B t;
May 23, 1991
Mr. Paul Beaver
City of Wylie
P. 0. Box 428
Wylie, Texas 75098
Re; City of Wylie - Landfill
JN028902 . 1
Dear Mr. Beaver:
in response to requirements in the Texas Department of Health's
(TDH) letter to the City of Wylie dated October 17, 1990, the
following actions have been taken;
1. around-water in the original well system was measured and
sampled.
2 . Results were report to TDH.
3. Monitoring wells Nos . 7, 8, 10, and 11 and piezometers P-1 and
P-2 were plugged.
4 . Piezometer P-3 and P-4 and the three new monitoring wells were
installed. one deep boring was completed to investigate the
Austin Chalk and was grouted to the surface.
5. Water levels were measured in all wells .
6 . New wells were sampled and the bailer test was performed in
one well .
7 . Boring logs for all wells completed during phase I were
drafted and submitted to TDH.
The Phase II investiaa ippn report will be submitted to TD1Xbv Jyne
7, 1991 . TDH will .robably take one month to evaluate the resorts
and at da. - I : - ew TDH will re•uire submission of a
detailed closure plan. Spec cat ons for t e plan suc as cap
thickness may possibly be negotiated and this could take several
weeks . ► ant • .tes T!, , ill su9 •1 final s •ecifications for the
4ndfill c osure •v Ju v , " . 'pan t e rece pt o D
specification, JN can dra t a closure plan. It should take
11811 East freeway, Suite 275 Houston,Texas 77029 713-450.1882
Ot)if
gb
(3,
Mr. Paul Heaver 1'
City of Wylie �
May 23, 1991
Page 2
I
approximately one month to complete the plan depending on the
complexity of specifications required by `fDH. The closure plan may
be submitted in early September and JN anticipates timely review
and approval by the Health Department.
If you have any questions or require additional informati n, please
do not hesitate to contact me at 713/450-1882 .
Sincerely,
JONES AND NEUBE, INC. ( 0(_ N
.,T: iiwtd BmIpluaris117 ? 3
v /
\,) 1-
• J. David Buchanan 9 �� . _�
Environmental Services Manager edloivr
Gulf Coast Region t) . 4q
JDR/ljm. 66 j \ /y .\
wy10523. 91 1
Wy)
\3
tt
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I) t/
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1' APR 3 0 1991 ;. ,
.'LIII1Fekas
Department of Health
Robert Bernstein,M.D., F.A.C.P. 1100 West 49th Street Robert A.MacLean,M.D.
Commissioner Austin,Texas 78756-3199 Deputy Commissioner
(512) 458-7111
APR 26 1991
Honorable John Akin
Mayor of Wylie
P.O. Box 428
Wylie, Texas 75098
Subject: Solid Waste - Collin County
City of Wylie - Permit No. 712
Relocation of Alanis Road
Dear Mayor Akin:
On April 9, 1991, we received a request from Mr. Paul D. Beaver,
P. E. , Director of Planning & Engineering for the City of Wylie, to
evaluate the feasibility of building a new county road over existing
Alanis Road. Mr. Beaver also visited our offices and discussed this
matter on April 1st.
. We have considered three alternatives for Alanis Road and its
upgrading eventually to the southwest loop.
1. Build a paved county road without curbing over the
existing road, which is built over buried waste; it
would ultimately become the south side of the southwest
loop.
2 . Move the road north of the buried waste in the
landfill.
3 . Remove the waste under the right-of-way of the existing
Alanis Road, fill it with waste-free material, and
build the county road (and ultimately the loop) in the
existing ROW.
The first alternative is unacceptable to the Bureau because of three
potential problems, namely, settlement of existing waste abetted by
added weight of the new roadway{ added infiltration of water running
off the paved road, and the difficulty of any remedial work that
might be required under the roadway if the road remains in place.
The second and third alternatives are acceptable to the Bureau. If
the removal of waste is undertaken as a part of the third
alternative, the City shall provide an acceptable proposal for such
removal, taking into account, among other things, safety of the
employees doing the work, potential hazards to the area, and a site
. for disposal of the materials (and possibly leachate) removed.
1257
. Honorable John Akin
Page 2
Please furnish us your choice of the alternative taken.
If you have any questions concerning this letter, you may contact
Mr. A. R. (Dick) Smith, Staff Geologist, Ground Water Protection
Branch, Surveillance and Enforcement Division, Bureau of Solid Waste
Management, at telephone number (512) 458-7271.
Sincerely,
Hans J.// L //&t
ler, P.E. , Director
Surveillance and Enforcement Division
Bureau of Solid Waste Management
ARS/mr
cc: Region 5, TDH, Arlington
Collin County Health Department
Wylie City Manager
Mr. Paul D. Beaver, P. E.
MEMORANDUM
DATE: May 21 , 1991
TO: City Council
FROM: Bill Dashner , City Manage t�
RE: Discuss and Consider Paymint of Claim to Jones &
Neuse for Invoice No . 03-028901-027 , April 1991
Services on The Landfill Closure
Attached is the April invoice from Jones & neuse in the
amount of $3,645 .10 for work on the landfill closure. The
newly revised $58 , 100 Phase II H contact is now 77% complete
by $44 ,542 . 60 dollar amount billed to date.
All new monitoring wells are in place. Samples have been
taken and tests results are currently being analyzed by the
Consultant . The City Engineer has reviewed the claim and
payment is recommended .
944
May 15, 1991 - -Tn.- mo_ige_ No. 03-028901-02'.
(ONES AND NEUSE, INC. 1 % •-- (l •
j IN 11811 IH-10 East, Suite 275 Phase 3
Houston, Texas 77029 713450-1882 I' P.O. No. 01351C
. 1 .
iI
Paul Beaver
City Engineer �_-
City of Wylie
P.O. Box 428
Wylie, TX 75098
PM14E
Period of Service: April 1, 1991 through April 30, 1991
Project Management, well installation, sampling, & preliminary data
evaluation.
Task 2 - Phase II H (Revised Contract Amendment Amount $58, 100)
Labor
John D. Buchanan 4 . 000 hr @ $ 85. 00/hr = 340.00
Nancy J. Bolz . 250 hr @ $ 80. 00/hr = 20. 00
Linda R. Balcom 6. 000 hr @ $ 60. 00/hr = 360. 00
Rose M. Kaminski 1. 000 hr @ $ 20. 00/hr = 20. 00
• Kevin R. Henningan 7 . 000 hr @ $ 65. 00/hr = 455. 00
1195. 0C
Expenses
Equip. Rental/Purchase 345.00
Long Distance Calls 10.74
Telefaxing 14 .00
Airfare/Car Rental 607.20
Meals
13 .57
990.5;
Task 3 - LANDFILL
Labor
Travis C. Hausmann 6. 000 hr g Y•:r,.00. 00/hr = GC0. 00
Kevin R. Kadlecek 3 . 000 hr @ $ 68. 00/hr = 204 . 00
John D. Buchanan 1. 000 hr @ $ 85. 00/hr = 85.00
R. Clarance Hamilton 9 . 000 hr @ $ 60. 00/hr = 540. 00
1429.0(
Expenses
Long Distance Calls 30.59
30.5S
Amount Due This Invoice $ 3645.1C
Budget Estimate 113500. 00
Total Billed To Date
Including This Invoice 105668 .81
Remaining 7831. 19
PAYMENT OF THIS INVOICE IS DUE WITHIN 30 DAYS. AFTER 30 DAYS, INTEREST OF 1%
PER MONTH WILL BE APPLIED TO AMOUNT DUE.
TERMS:Net cash,due on receipt of invoice.Payable in Houston.Harris County,Texas
A I•.MONTHLY SERVICE CHARGE 112%per annuml WILL BE ADDED TO SUBSEOUENT STATEMENTS PLEASE RETURN ONE COPY WITH PAYMENT.
IJNJJONES AND NEUSE, INC.
� Environmental and Engineering Services
STATEMENT OF INVOICES AS OF 05-16-1991
City of Wylie.
P.O. Box 428
Wylie, TX 75098
Attn: Paul Beaver
Invoice # Inv Date Billed Received Net Due
03-028901-024 02-15-1991 3000.50 3000.50 .00
03-028901-025 03-15-1991 1874 . 62 1874 . 62 . 00
03-028901-026 04-15-1991 20042 . 83 . 00 20042 .83
03-028902-009 04-15-1991 2177 . 21 . 00 2177 .21
TOTAL 27095. 16 4875. 12 22220. 04
2720 Bee Cave Road Austin,Texas 78746 512-327-9840
9
MEMORANDUM
DATE: May 16, 1991
TO: City Council
FROM: Bill Dashner , City Manage ' 6(eww
RE: Discuss and Consider Fina Approval of Revised Plan
For Brookshire' s , Inc. to Gain Access to State
Highway 78
As you know the approval to locate Brookshire ' s in its
current location was approved by a previous City Council .
When I became City Manager in July of 1990 I was extremely
concerned with the plan because of the traffic and safety
problems on State Highway 78 . After eight (8) months of
negotiation the hospital and Brookshire' s cannot agree on
joint usage of the hospital driveway.
So Brookshire' s has submitted a revised plan which calls for
their own individual drive next to but separate from the
hospital drive.
To compound the problem, if that is possible, the State
Highway Department has issued Brookshire' s a new permit to
proceed .
Yet the State Department of Highways will not allow the City
or Brookshire' s to put mechanical signalization on the
Highway, which in my judgment is needed .
The decision to be made by the City Council is the
following :
If the Brookshire ' s plan is approved it will create a
situation where there are ten (10) ingress/egress
points on Highway 78 within approximately 300 yards.
They are as follows :
Hospital 4
Brookshire' s 2
Eckerds 2
Exxon 2
I am concerned for safety and monumental traffic problems.
Brookshire' s stipulated they want to start construction
immediately since the store is scheduled to open late August
or September. In the attached letter the City has advised
Brookshire' s to not proceed with constr ction until the ity
Council could deal with this issue.
I recommend the following : !IY ))1"
Vv ,
V
Require rookshire' -,-i nc . to conduct a raffic study 1I'
at their xpens and present the data to the State
Highway Department to prove a traffic signal is
necessary and required at this location for safety and
to move traffic.
MEMORANDUM
DATE: May 22, 1991
TO: Bill Dashner , City Manager
FROM: Paul Beaver, City Engineer
e'/ ((' )
RE: Traffic Control , Highway 78 Drives , New Brookshire' s
Site
I have evaluated the potential traffic problems on Highway
78 in relation to two new drives for Brookshires and the
results follow:
1 . Brookshires plans to open a $2 ,000 ,000 building in
September and and has received a drive permit from the
Highway Department which cannot deny access to a public
highway.
2 . The distance from the existing Physicians Hospital
private entrance to the center of the FM544 and Hwy 78
intersection is approximately 660 feet (there is no minimum
distance between signals per State Highway Department design
criteria) .
3 . Severe traffic congestion exists at 7 : 30 A. M. and 5: 00 -
6 : 00 P .M. at this intersection.
4 . The Fire Chief and Police Chief have also inspected the
site during rush hours and concur that this is a potential
traffic hazard if left turns are allowed from Highway 78
into a proposed Brookshires stand alone entrance.
5 . Brookshires has offered to pay for a traffic signal to
be installed at that location .
6 . The Highway Department will not approve a signal to be
installed if the proposed new Brookshire' s two-way entrance
and the present Physicians Hospital two-way drive are
allowed to coexist at that location
7 . An alternative route to Kirby Street from Brookshires
could relieve some traffic pressure during shopping hours .
8 . The Highway Department historically bases its
signalization on existing conditions not future traffic.
9 . This portion of Highway 78 near the FM544 intersection
is scheduled to be reconfigured during construction in late
1994 or early 1995 .
10 . The existing plans for the reconfiguration does not show
a median cut nor related left hand turn for Eckerds nor
Brookshires .
In conclusion the City and the State Highway Department will
decide where the median cuts will occur . My research showed
that an exception has been given by the Highway Department
which allowed signals to be installed based on a future
traffic study conducted by the Developer of a Mall .
My recommendation is to not approve the proposed driveways
at Brookshires until they engage a reputable Traffic
Engineering Company to study the existing situation and make
future traffic projections . The report would then be
submitted to the Highway Department and a request for formal
signalization made if warranted .
7
0
COMMUNITY DEVELOPMENT DEPARTMENT
c�ir Or
if WIS rt
1[XA
lb 1 West Church St, Lewisville, Texas 75061 214/219.3460
.... ~N. lir nun IIING INSPECTION !IRE PREVENTION PI ANNINO If ZONINGT
219.34/0 219.3462 219.3465
(NGINFERING l/EAI III li CODE ENFORCEMENT
i 4,3490 210 3480
smn- e oN�
September 27, 1989
LL .
Oft rations
Mr. Leroy Wallen, P
District TrafficklIM Engineer
State Department o ' ghways & Public Transportation
P.O. Box 3067
Dallas, Texas 75221-3067
RE: Traffic Signals - FM 3040 Vista Ridge Mall
Dear Mr. Wallen:
. The City of Lewisville has been approached by the developers of the Vista Ridge
Mall concerning the installation of traffic signals at FM 3040/MacArthur
. Boulevard and the two driveways to the mall site. These driveways are situated
between MacArthur Boulevard and IH-35E.
The first phase of the mall will open in early October, 1989 and there will be
a sudden impact on traffic flow and safety in the entire area. The developers
of the mall , Herring Construction Group, Inc. , engaged Barton-Aschman Associates,
Inc. to perform traffic counts, projections and traffic signal warrant studies.
Barton-Aschman has completed their work and a copy of their report is enclosed,
Based on the enclosed report, we are requesting authorization to construct and
operate traffic-actuated signals at the three cited locations on FM 3040.
Additionally we are requesting that the State fund 50% of the cost of engineering
and construction of the FM 3040/MacArthur Boulevard signal . Herring Construction
Group, Inc. and the City of Lewisville will provide the funding for the signals
at the two driveways and 50% of the signals at MacArthur Boulevard.
After you have had an opportunity to review this report and the enclosed
material , we would appreciate an early meeting to discuss the project and
establish a procedure toward the timely construction of the signals.
Dist. Engr, _ - Action { )
Aeht. Diu':. E 3r Advlao t )
Ccnct. i;:1:r. vent
-611i/16„, AppiA
Cnou ( )
Nugn. ]:7T;r. ! Prop Ans. ( )
A►.'.m. t�:�.. ��:%�:r ____------- � Note-rtn. t 1
ir;aint, ._._�., ( See D. E. .f 1
R. O.W. Lr:Gr..�... --�,.�-..J
9
Traffic Signals - FM 3040 Vista Ridge Mall
September 27. 1989
Page two
Your consideration
in this matter. will be appreciated. If there are any
questions, please ontact me.
Sincerely,
1 _� S,9(fl1
o t lam"
Tom Ding er
City Engineer owLTD:p9p
c: Mr. Duane B. Smith
File
Enclosure
CITY OF, WYLIL
2000 HWY 78 N — P.O. BOX 428
WYLIE, TEXAS 75098
214-442-2236
May 15, 1991
Mr . Jim Fancher
Brookshire Grocery Co.
P. O. Box 1411
Tyler, Texas 75710
Re : Revised Site Plan Approval
Dear Mr . Fancher :
Thank you for visiting with me on Wednesday May 15, 1991 to
discuss the revised site plan and the related two access
drive locations.
As I explained to you at the meeting, the City is very
concerned with the safety along Hwy. 78 if the two drive
locations are constructed as now proposed.
I have reviewed the file correspondence and this safety
issue has been discussed between the concerned parties for
over two years. I am now setting up a meeting with the
State Highway Department to review their safety rationals
and supporting engineering documentation for the permit
approval . I should be sending my report to the City manager
by mid week (May 22, 1991 ) .
I realize that your building and related amenities are
currently being constructed and cease of construction will
be costly to your company. However , please be advised that
until final approval of the location of the proposed two
Brookshire drives along Hwy. 78 is obtained from the City of
Wylie, then any related driveway construction at these two
locations is at Brookshire' s own risk and could possibly be
required to be removed.
Thank you for your cooperation.
Sincerely yours,
Paul D. Beaver, P. E.
Director of Planning & Engineering
PDB/ lp
xc: ✓Bill Dashner, City Manager
Jerry W. Sherril , Brookshire Grocery Co.
CITY OP' wYLI33
3
2000 HWY.78 N.-P.O.BOX 428
WYLIE,TEXAS 75098
(214)442-2236 • FAX 442-4302
October 2 , 1990
John Akin
Mayor
Mr . Leroy Wallen
District Transportation Engineer
P . 0. Box 3067 75221
Donllughes Dallas , Texas
Mayor Pro-Tern
Dear Mr . Wallen, problem that
safety P lie with
William Martin discussed a potential traffic the City of WY
City Council I have Highway to the approved
Mr . develop on Stae Accordingon
your staff . and ' s stores to
plans Bob Browthen of , Eckerd' Brookshir ' s stores
gh yo7 h new for ingress traffic
hway 78 the design plans very serious
Highway judgment create a Highway
Highway 78 will in my � Will affect traffic flow on Hig
('at Stemple congestion problem that
City Council 78 .
Wylie has been unsuccessful in
T
City of Y hospital patrons
eliminatingo this pointn the private drive for
drive for Brookshire
ln an individual P rivate ate this
as well as an individual private
should investigate We believe that youn work on the
Oily
yCOtUrt problem
rs • there is still time for redesign since possibly look at some type of
CiryCouncil and egress problem or p flow foro these two
ingressiassure a sate traffic
signalization to For your information the
generators . the nexto sixo (6)
Ecker
major traffic g open within
(2) � will probably year . We realize
months andorethe next y but I realize
Brookshires within be four (4) lanesthis
Highway 78
t
Percy Simmonsin time to accomodate
believethat State will happen
City Council this
potential problem. st
y
plea
e
if
much for your consideration to this
re ue ue t
Thank Y°t r do to assist
there is anything I can
and
ChuckWihle hesitate to contact me.
City Council
Sincerely yours ,
Bill Dashner Bill Dashner
City Manager City Manager
bd/ac
V
Nif-
CITY OF WYLIL
2000 HWY.78 N.-P.O. BOX 428
WYLIE,TEXAS 75098
(214)442-2236 • FAX 442-4302
John Akin
Mayor
December 19 , 1990
Bradley W. Brookshire
Donilughes Brookshire Grocery Co .
Inyor Pro-Tem p. 0. Box 1411
Tyler , Texas 75710
William Martin Dear Mr . Brookshire ,
City Council
It was a pleasure meeting you on December 19 , 1990 at the
ground breaking for your new facility here in wylie.
As we discussed the potential traffic problem on Highway 78 ,
I am attaching a copy, attachment number one (1) , of the
►'atStnrnple letter I wrote to the State of Texas Transportation on this
CityCnuncil issue. I am also attaching a copy of his response,
attachment number two (2 ) . You may also want to renew the
driveway permit that probably has expired with the State of
Texas relative to ingress/egress to State Highway 78 .
Steve Might I was delighted to hear that your company would be willing
City Council to help finance possible signalization if the State
Department of Highway would approve it . You also indicated
that Eckerd Inc . might help finance signalization . The City
of Wylie is working very hard to assure safe and expeditious
ingress and egress on to State Highway 78 . I would suggest
'nrrySimmons that you contact Mr . James E Hunt at the State Department of
City Council HIghways in Dallas . I personally believe until State
Highway 78 is four (4 ) laned the real solution is mechanical
signalization but this depends on the State Department of
Highway approval .
Sincerely yours ,
Chuck Wiblo
City Council
Bill Dashner
City Manager
Billl)ashner BD/ac
City Manager
ft
NOVj)l_t; 7 LI.\YJ "
I MO
r
COMMISSIONNGINEER DIRECTOR
SrSI'A'17? DEPARTMENT OF HIGHWAYS ARNOLD W.OLIVER,P.E.
AND 1'11BI.IC 'IRANSI'OR'I A'l ION
1111m Il 111 OF.IIMAN,CI IAMMAN -- --
RAY StOKER,JR. P.O.RIM 3I0
WAYNF R DUDDIFSIFN IlALI.AS. II'XAS 75221-11167
12111 120Ji Inn
October 31, 1990
Control: 0281-02 CONTACT:
Highway: S.H. 78
County : Collin
RE: ACCESS DRIVEWAY LOCATED 330 FT & 580 FT
SOUTHWEST OF FM 544/KIRBY STR INTERSECTION
Mr. Bill Dashner
City Manager
City of Wylie
2000 Hwy. 78 N.
P.O. Box 428
Wylie, Texas 75098
Dear Mr. Dashner:
Our office has reviewed the information pertaining to the above
referenced driveway facility sent to us on October 2 , 1990 from
you. This permit for the Brookshir-e's driveway will be
considered null and void if the driveway has not been
constructed within six (6) months from the issuance date of the
permit.
The detailed sketch for this permit indicated that the
Brookshire Tract was independent of the already existing
driveway facility at Wylie Community Hospital until such time
as the hospital dedicated joint access easement. Our office
was under the impression that this meant an agreement was
pending with the hospital and the grocery store to utilized the
two drives as one-way ingress and egress.
The State suggests that the City of Wylie enforce a joint
usuage of the two access driveways as indicated or no access to
Brookshire's will be permitted. We would deem it a potential
congestion and safety problem that will affect traffic flow on
SII 78 if two independent driveways exist at this location.
•
•
Control : 0281-02
Highway: S.H. 78
County : Collin
Page 2
October 31, 1990
If you have any further questions concerning this matter,
please contact Lisa Palmer at 214-320-4446.
Sincerely,
James E. Hunt, P.E.
Managing Resident Engineer
LCP: lcp
cc: R. E. (Hunt)
Lee
Wallen
Blansett
L
ie
CITY OP' VCTYI_,I$3
2000 HWY.78 N.- P.O. BOX 428
WYLIE,TEXAS 75098
(214)442-2236 • FAX 442-4302
John Akin
Mayor
April 26, 1991
Don Hughes
Mayor Pro-Tem
Mr . Jim Fancher
Brookshire Grocery Co .
William Martin P. 0. Box 1411
City Council Tyler, Texas 75710
Pat Stemple
City,Council Dear Mr . Fancher ,
In my judgment the meeting and negotitations between
officials of Physician' s Regional Hospital, Brookshire
Grocery Company and the City of Wylie should be documented
so there will be no misunderstandings in the future.
Steve Wright
City Council Accordingly it is my understanding that Brookshire Grocery
Company will submit to the City of Wylie plans and
specifications for ingress and egress from the Brookshire
facility to State Highway 78 . As soon as the City has
received these plans a review will be made to determine
Percy Simmons safety and adequacy. The City of Wylie will review these
City Council plans in conjunction with the State Department of
Transportation .
It is the City of Wylie' s position that any proposed shared
use of the hospital' s driveway must be settled between
Brookshire and Physician Regional Hospital officials . The
Chuck Wible City of Wylie will not participate in these negotiations .
City Council
Bill Dashner
City Manager
PAGE 2 OF 2
I believe it should be clearly understood that ingress and
egress by Brookshire to State Highway 78 should to the
extent possible mitigate any existing or future traffic
problems. I am still of the opinion that mechanical
signalization may be the safest way to handle the large
traffic increase. We are looking forward to a safe and
equitable solution to this problem.
PSin rely,
Bill Dashner
City Manager
cc: Paul Beaver , City Engineer
Bill Flowers , Public Works Director
•
Larry Wedekind, Physician ' s Regional Hospital
Chuck Trimble
Wylie City Council
*4°-
e
CITY OF W'Y'LIE
2000 HWY.78 N.-P.O. BOX 428
WYLIE,TEXAS 75098
(214)442-2236 • FAX 442-4302
John Akin
Mayor
February 14 , 1991
Don Hughes Bradley W. Brookshire
Mayor Pro-Tern Brookshire Grocery Co .
P. 0. Box 1411
Tyler, Texas 75710
William Martin
City Council Dear Mr . Brookshire,
I have enclosed a copy of correspondence I received from the
State Department of Highways and Public Transportation
regarding signalization .
Pat Stemple
City Council I am becoming increasingly concerned about the traffic at
the Brookshire/Eckerd location . We already have increased
problems with ingress/egress at this location during the
heavy traffic times and have had some accidents .
If you have any suggestions or input on this subject please
Steve Wright do not hesitate to contact me.
City Council
Sincerely,
Percy Simmons
City Council Bi 1 Dashner
City Manager
encl
Chuck Wible
City Council
Bill Dashner
City Manager
677
I
COMMISSION STATE DEPARTMENT OF HIGHWAYS ENGINEER-DIRECTOR
ROBERT H.DEDMAN,CHAIRMAN AND PUBLIC TRANSPORTATION ARNOLD W.OLIVER,P.E.
RAY STOKER,JR. r.o.Box 3067
WAYNE B.DUDDLESTEN DALLAS,TEXAS 75221-3067
(214)320-6100
February 11 , 1991
CONTACT:
Mr. Bill Dashner
City Manager
City of Wylie
P. 0. Box 428
Wylie, Texas /5098
Dear Dashner:
Our Austin office has developed a policy concerning opticom equipment in signals
on State highways so each city will be treated the same concerning construction,
operation and maintenance. The attached letter indicates the current procedures
that we will use and it may not be the same as we are now using.
You will note that opticom equipment will require a separate cabinet if
installed on State maintained signals.
If you have questions, please contact Mr. Dan Turk, P.E. , 214/320-6680.
Since
Ler lien, P.E.
Dist affic Operations Engineer
Attachment
s-I
MEMORANDUM
TO: Mr. Bob G. Hodge DATE: January 17, 1991
through Mr. Gary . ,i�.� ets
FROM: Ernest W. Kaneko P.E. Originating Office
D-18TE
SUBJECT: Procedures for Installation of Opticom
on City Streets
Opticom is a 3M tradename for a type of traffic signal equipment
that permits emergency vehicles to preempt traffic signal right-
of-way to those vehicles. Opticom is a sole source item and at
present there are no Department specifications or bid items for
equipment or installation. Over the years, several of the larger
cities have installed such equipment on city streets including
highway routes where maintenance and operation of the signals
belongs to the city. For example, Ben White Boulevard (US 290)
in Austin.
Recently, there has been an increased interest by the cities in
Opticom on highway routes. The two most common situations we
encounter are: (1.) Contract projects requiring traffic signal
installation or modernization (may be combined with other roadway
work) and the city wants to install Opticom for the first time;
that ism it is an initial installation, and (2) Same type project
but Opticom is already in place and, due to construction, we will
remove and replace the existing system. In those instances where
we have tried to accommodate the cities on contract projects, we
have not necessarily been consistent in procedures from one
location to another.
To establish uniformity, the following procedures are
recommended.
(1) Initial Installation of Opticom
•
City - All equipment including cable will be furnished by
city.
State Contract P.S. & E. will specify that the city
furnish the Opticom equipment and further specify whether
the city or the contractor will install the equipment. The
P.S. & E. will also specify that the signal controllers will
be capable of receiving the Opticom preemption signal.
Payment - All work required by the contractor will be
subsidiary to the project. There will be no reimbursement
from the State to the city for equipment or labor.
• Maintenance - City will maintain the Opticom system. �,8(4I,+' 4)1
fI Ste'
lic6
4Ifae.hg, .%/t
c
Mr. Hodge -2- January, 17, 1991
(2) Replacement of Existing Opticom
City - All replacement equipment including cable will be
furnished by the city. All existing equipment removed shall
be returned to the city.
State - Same as State under (1) above.
Payment - All work required by the contractor will be
subsidiary to the project. By agreement, the State will
reimburse the oity for the cost of the equipment. If the
city elects to install the equipment the State will
reimburse the city for both equipment and labor. Labor
and/or equipment costs will be included in the project
estimate as appropriate.
Maintenance - City will maintain the Opticom system.
Note: The above procedure for " (2) Replacement of Existing
opticom" is similar to our current procedure when roadway
construction necessitates replacing city installed traffic
signals. That is, the State pays for the removal and relocation
of existing city signals including the cost of new equipment if
required. In some instances, the city elects to furnish the
controllers and associated equipment. In such cases, the State
reimburses the city through a "Municipal Construction and
Maintenance Agreement" developed for the purpose. A recently
executed agreement of this type is attached. This agreement,
with appropriate modifications, should suffice for the purpose at
hand.
Also attached is a table that briefly summarizes the above
procedures.
Your approval and/or comments would be appreciated.
WLD:cm
Attachment
Assistant's Initials
D
v
o
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a •
•
Equipment Labor
Maintenance
tD Furnished Cost by Installed Cost by
D by by by
`' , Initial City
Installation City City City
u _-_--or______ -------- - City
State - Work
Contractor Subsidiary to
Project
I
State - City State - City I
Reimbursed by City I Reimbursed by
Replacement City Agreement Agreement
u -----or - City
State Work
�:�
a Contractor Subsidiary to �
J Project
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STATE U1�RA-,EJ BaJr1�4.f1lTpti:�t:E�p $tG•�;AL WtTii [;i`{ OPFi2A7FrJ OPT
0 C 04v Foa. & JAL. .w;'rn OksE c/stgts, CASAWe- c . (IT YopTtcon C4ui('0-15u f w,To 0lv - ' Two wrlt<,t
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COMMISSION STATE DEPARTMENT OF III(:IIWAYS FN(;INEFR DIf1ECir)R
ANI) PUBLIC TRANSPORTATION ARNOLD W.OLIVER.PF [�
11UR111I II. [ADMAN,CHAIRMAN
IIAY SIOKER, .)R. P.O.110X 1061
WAVNF. R. DUDDLESIEN IMI.I.AS, II,XA4 7522I-A167
1214).320 611N1
October 31, 1990
Control: 0281-02 CONTACT:
Highway: S.H. 78
County : Collin
RE: ACCESS DRIVEWAY LOCATED 330 FT & 580 FT
SOUTHWEST OF FM 544/KIRBY STR INTERSECTION
Mr. Bill Dashner
City Manager
City of Wylie
2000 Hwy. 78 N.
P.O. Box 428
Wylie, Texas 75098
Dear Mr. Dashner:
Our office has reviewed the information pertaining to the above
referenced driveway facility sent to us on October 2 , 1990 from
you. This permit for the Brookshire' s driveway will be
considered null and void if the driveway has not been
constructed within six (6) months from the issuance date of the
permit.
The detailed sketch for this permit indicated that the
Brookshire Tract was independent of the already existing
driveway facility at Wylie Community Hospital until such time
as the hospital dedicated joint access easement. Our office
was under the impression that this meant an agreement was
pending with the hospital and the grocery store to utilized the
two drives as one-way ingress and egress.
The State suggests that the City of Wylie enforce a joint
usuage of the two access driveways as indicated or no access to
Brookshire's will be permitted. We would deem it a potential
congestion and safety problem that will affect traffic flow on
SII 78 if two independent driveways exist at this location.
‘,Z0
Control : 0281-02
Highway: S.H. 78
• County : Collin
Page 2
October 31, 1990
If you have any further questions concerning this matter,
please contact Lisa Palmer at 214-320-4446.
Sincerely,
James E. Hunt, P. E.
Managing Resident Engineer
LCP: lcp
cc: R.E. (Hunt)
Lee
Wallen
Blansett
11
COMMISSION STATE DEPARTMENT OF HIGHWAYS ENGINEER-DIRECTOR
ROBERI H. DEDMAN, CHAIRMAN AND PUBLIC TRANSPORTATION R.E.STOTZER,JR.
JOHN R. BUTLER, JR. P.O. Box 3067 Dallas, Texas 75221-3067 •
RAY STOKER,JR. January 5, 1989
Control : 0281-02-035 & 039
S.H. 78 : From Dallas/Collin County Line IN REPLY REFER TO
To S.N. 205
Collin County
Mr. Ron Homeyer, P.E.
City Engineer
City of Wylie
P.O. Box 428
Wylie, Texas 75098
Dear Mr. Homeyer:
Please reference a recent telephone conversation with Ms.
Jan Wagner on December 21, 1988 concerning the Brookshire
Grocery Company median opening.
We have reviewed Brookshire's requests (see attached letter
dated December 19, 1988) and have developed two possible
alternatives. These two alternatives are attached and
labeled Figure 1 and Figure 2 .
Figure 1
A left turn lane has been shown for the Brookshire Grocery
Company and the Wylie Community Hospital main entrance. Due
to the proximity of the proposed Brookshire Grocery
development to the Wylie Community Hospital and F.M. 544 ,
the above mentioned left turn storage lengths would be built
with minimum storage lengths (see attached Figure 4-28) .
As shown on Figure 1, only 125 feet of storage would be
available for the left turn movement from S . H. 78 to
F.M. 544 .
Figure 2
A common access driveway has been shown for the Brookshire
Grocery Company and the Wylie Community Hospital service
drive. The left turn storage length for the common access
Mr. Ron Homeyer
January 5, 1989
Page 2
driveway would be built with a minimum storage length. A
storage length of 240 feet would be available for the left
turn movement from S.H. 78 to F.M. 544 .
A safer design would result if the Hospital and Brookshire
had a common access driveway, as shown in Figure 2 . The
following would result:
1. Longer storage for the left turn movement from S.H. 78
to F.M. 544
2 . Fewer median openings with desired distances between
openings
3 . Possible signalization if warranted by the traffic
volumes
4 . Easier access to southbound S.H. 78 from the proposed
Brookshire development
5. S .H. 78 would operate at a higher capacity
6. Fewer accidents would probably occur
This District and the Federal Highway Administration (FHWA)
prefers to have all left turn storage lengths be designed at
desirable standards for high volume signalized
intersections. Based upon projected traffic volumes, the
desirable standard for the S.H. 78/F.M. 544 intersection
would be 285 feet for a design speed of 45 mph (see attached
worksheet) . Figure 1 reflects a minimum storage length and
Figure 2 reflects a less than desirable storage length.
Selection of either one of the above alternatives by the
City of Wylie as well as the S .H. 78 project will require
the approval of our Austin Office and the FHWA.
We are anticipating a March 1989 submittal of the S.H. 78
project to our Austin Office and the FHWA. If the current
design schematic needs to be revised, we feel these changes
can be made before the March 1989 submittal . When this
project is approved, we will Afford An Opportunity For A
Public Hearing. The anticipated construction letting date is
July 1992 .
To expedite project development and to resolve this issue,
this office requests your review and recommendations.
Your past and continued support and cooperation is greatly
appreciated.
6
Mr. Ron Homeyer
January 5, 1989
Page 3
If you should feel a meeting is necessary, please contact
Ms. Jan Wagner at (214) 320-6284 .
If additional information is required, please advise.
Sincerely,
Arnold W. Oliver, P.E.
District Engineer
By: (101/44/ (igS.,1,:Cp.
John V. Blain, Jr. , P.E.
(2/
District Design Engineer
Attachments
U
BROOK$HIRE GROCERY CO.
1600 S.W. Loop 323 P.O. Box 1411 75710 Tyler, Texas 214 534-3000
PETE FORSYTH December 19, 1988
REAL ESTATE MANAGER 0110338
seral •selleo
Mr. Arnold Oliver
c/o Ms . Jan Wagner Le. (i'
State Department of Highways
and Public Transportation s! fla1)111%.o
•.:.wl 4ncl
Post Office Box 3067 w TON)aleis
Dallas , Texas 75221
Re: Left Turn/Curb Cut -Highway No. 78 •
Wylie, Texas
Dear Ms . Wagner:
I appreciate your taking the time to meet with me today
regarding our preliminary site plan for Wylie, Texas. If you
would be so kind, please review this plan to determine :
1 ) What is the anticipated timing of the widening of
Highway No. 78?
2 ) Do you anticipate Highway No. 78 , when widened to
have non-mountable medians; therefore, requiring a
Curb Cut?
3 ) In whose jurisdiction, in your opinion, does the
decision of a left-turn lane fall -- the City of Wylie
or the State Department of Highways?
4 ) Is it possible to have this Curb Cut in conjunction
with the hospital ' s existing service drive?
5 ) Does it meet the minimum requirements to allow a Curb
Cut for a left-turn lane off of Highway No. 78 into
our property?
Since the acquisition of this piece of property and the
construction of a 36 , 700 square feet store will run well into
the millions of dollars , you can see why we have the concerns
that we have about our customers being able to turn left into
our property when traveling south on Highway No. 78 .
Since I have a January 5, 1989 closing, I would appreciate
your earliest written response.
Co • is 1
FORSYTN :1411r(
FPF/sw
t J
6
7
Tangent Length
R2 RI
Median. Area
Storage Length ` Taper Length
o Total Length * *
1' R1 = 2 Ra (opprox.)
m Tangent Length = (1/3 To 1/2) (taper length)
Taper length and storage length from table.
xi
m
* * *
a o LENGTHS OF LEFT TURN LANES — URBAN STREETS
6
co -n
n 0 Design Taper Length Storage Length (feet )
o Speed (feet) Signalized Non - Signalized
( mph) minimum min. des. min. des.
OQ
A 30 80 *See 170 50 170
w
N 40 125 note 245 75 245
2 50 180 below 320 100 320
CIE Based on design hour volume, Storage Length = 0.63 to 0.83 multiplied by left turn peak hour volume.
* iE Total length of left turn lane = Storage Length + Taper Length
* CIE * Applicable to speed change lanes to accommodate left or U-turns at median openings or intersections
applies also to speed change lanes for right turns where desired.
** * * Block spacing may dictate lesser values
-ems `s °►
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DRv = (2/ooXo. /// )(0G )( / f D. a45 ( 2 - 1)J
.DRY = /J/ 7 VP)/ ,c /5O //PA-/
Hid, S"or a. /47.9M = D.8 3 - Peak , u r Vo/am
S, L. = (/56 rPN)(D. 83) = /25 cc t 4050
1�r i r v b /e. Stopa y e Len, 285 4'e 71
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MEMORANDUM
DATE: May 23, 1991
TO: City Council
FROM: Bill Dashner , City Manage *Aar
RE: Discuss and Consider Proposed Change Order #2 ,
Newport Harbor F.M./Lift Station in Order to Provide
Electric Power to Lift Station .
This report is to seek City Council approval of proposed
Change Order #2 for the Newport Harbor sewer project . The
purpose of the change order is to bring 3 phase underground
electrical power to the lift station for the pump motors .
The proposed change order amount by the existing contractor
is $9 ,145 .
The reason a change order will have to be made is TU
Electric does not have 3 phase power available in the
location of the lift station . TU is agreeable to bring at
their own cost, 3 phase power on existing wood poles from
F. M. 1378 1910 feet to a drop point on the alley north of
Anchor Drive. The City per its franchise agreement , would
have to provide the 700 foot connection between the lift
station and the last existing TU wood pole.
We have evaluated several methods to traverse the distance
to the existing TU wood pole and took in consideration the
cost of underground vs . overhead wire strings, esthetic
impact on the existing development , time for easement
acquisition , location of NTMWD twin water transmission
lines , ongoing TWC fines and single phase availability.
All evaluations conclude three phase underground is the
proper solution. We rejected the use of a closer single-
phase transformer for the following reasons:
1) The contractor has already purchased 3 phase/5
horsepower motors with related starters and control
equipment and has delivered them to the pump station
site. There would probably be a cost of an additional
$4 ,000 for exchanging these motors for single phase/5
horsepower motors .
2) The lift station site was relocated to allow
development of an additional 200 lots in Phase II of
Newport Harbor , in case gravity sewer does not become
available. Once this additional development has been
completed the pumps will need 15 horsepower motors
which are not available in single phase. The largest
O
motors commonly available in single phase are 7 .5
horsepower. Therefore 3 phase will be required anyway
at a later date.
3) Single phase motors draw much more current on
start-up than 3 phase motors .
4) Single phase motors use more electricity than 3
phase motors , and are therefore more costly to run.
5 ) Single phase motors generally have more maintenance
problems and a shorter service life than 3 phase
motors .
6) Wire sizes for single phase power would be larger
than those necessary for 3 phase power which increases
cost for the conductors and conduit .
7 ) Delivery for 5 horsepower single phase motors would
require an additional 8 weeks which would cause the
City to incur an additional $2 ,000 - $3,000 TWC fines .
In conclusion , the Contractor has completed laying the force
main/gravity pipe and the lift station equipment is in
place. All the work remaining is to bring power to the
station, activate the electrical equipment and perform the
final inspection . Our existing contractor can perform the
electrical work in 4 days after 3 days of work notification .
At that point the City would only be waiting on TU Electric
to finish their tie-in .
Therefore, we believe it is critical to approve the $9 ,145
Change Order #2 so that the project will only receive a
minimum of delay. This sewer line cannot be brought on-line
without electric power .
<,..,
�.J �� • DATON
Otcr
'COMPANY, INC.
•
May 22, 1991
Mr. Paul Beaver
City of Wylie
2000 Hwy. 78 N
P.O. Box 428
Wylie, Texas 75098
Re: Electrical to serve Newport Harbor Lift Station.
Dear Mr. Beaver:
We are pleased to quote our pricing to install underground electrical
oable from the existing T.U. pole to the lift station at the Newport
Harbor subdivision. As requested, we are submitting two prioes for
alternate routes discussed. Alternate "A" will be the original route
along Spinnaker Way. approximately 770 linear feet of 2-t wire.
Alternate "B" will be the revised route across lots 7 & and to the
east side of the NTMUb easement, approximately 1,010 linear feet of
3-0 wire.
We can begin this work within 3 days of notification and can complete
all work in 4 working days. Our price does not include any oonneotion
at the T.U. pole. This work will need to be done by T.U. personnel.
We hope the pricing below meets with your approval, and please notify
us as soon as possible if we need to make arrangements to perform
this work.
ALTERNATE "A" PROPOSAL- $ 9,145.00 R.ecot'►ime.Y►ded (,
IO
P
ALTERNATE "B" PROPOSAL- $ 10,430.0e
Sincerely,
B. L. Dalton&Company, o.
Kenneth A. Thomas
2351W.Northwest Hwy. Suite 3320, L8 20 Dallas,Texas 75220 (214)352-4843
TOTAL P.02
MEMORANDUM
DATE: May 23 , 1991
TO: City Council
FROM: Bill Dashner , City Manage ,00...
RE: Discuss and Consider R placement of Speed Bumps in
Alley Located at Ballard and Stoneybrook, North Side
The City of Wylie Street Superintendent distributed 55
survey forms in the area of this alley. The surveys forms
have been returned and 49 residents want the speed bumps put
back in and only one (1 ) wants them to stay out . Upon City
Council direction I will have the speed bumps put back in
with a caution as follows .
1 . I think the City should be very careful of placing
objects in public streets and alleys that cause or could
cause damage to vehicles .
2 . If the City Council authorizes speed bumps in one (1)
alley, that could set a precedent, it leaves wide open to
have to place them in every alley in town . We do not have
the manpower or money to do this .
3 . .
MEMORANDUM
DATE: May 15, 1991
TO: City Council
FROM: Bill Dashner, City Manage ..�..
RE: Discuss and Consider Major Drainage Problems Through-
out the City That Were Identified In August Of 1990
And Progress Report on Problems Already Corrected .
Listed below is a list of all identified major drainage
problems throughout the City . Of the seventeen (17 ) major
drainage problems identified in August of 1990 eight (8)
have been corrected .
1 . Rustic Oaks Subdivision - Drainage channel needs cleared
out , may cause fences to collapse by the erosion.
The City does not have all the necessary work
easements - they must be acquired. Banks need to
be rip-rapped or stablized all trees and brush
cleared . Estimated cost approximately $70 , 000
2 . Kreymer & Brown Street - 54 " underground pipe is
separating under the road . (Poor construction - FEMA
Project) )/ 1/11-.)
This problem was corrected when Kreymer Lane was
reconstructed .
3 . Stonegrove Subdivision - continuous flooding on W. A.
Allen . Water has been in three (3) houses already. Water
doesn ' t get into the existing underground pipe .
We are working with several parties on this major
flooding area . No cost estimate is available.
4 . First Street - Pipe separation and inlets are too small
for the amount of water in the area .
107
This problem has been corrected - Cost was $4 ,600
Concrete work sub-contracted out .
5 . Stone Road at Rush Creek Lift Station - Need larger box
culvert , water always goes over the road and must be blocked
off from a few houses .
We are working with Collin County on this - no cost
estimate is available.
6 . 301 S. 3rd st . (Alley) - Alley needs to be reconstructed
to correct all dainage.
7 . Graham Court - Water from other areas concentrate in
back of one house and has washed down the fence before.
No cost estimate
8 . Akin Lane (Next to cemetery) - Need to divert the water
to the other sid of the road and go undergound down fence
line.
?Lrr'i-)
This problem was corrected with the reconstruction of
Akin Lane. Total cost approximately $21,000 , under-
ground drainage piping and inlet boxes installed .
9 . Memorial Drive - Need larger pipe or new box culvert
under the road . Water goes over the road at this point .
No cost estimate
10 . Need to take inventory of all culvert pipe and driveway
approaches. Some need replaced and some need cleaned.
Some have been done. Bar ditches are being pulled and
drainage ditches are being cleaned out as new street
work is being done . Also , tin horns are being
replaced .
11 . Skyview Rd. - Very bad erosion on curve at East Fork
Park.
No cost estimate
12 . Intersection of S ate Hwy 78 and Ballard - Southeast
Corner .
This problem has en corrected - Approximate Cost was
$4 ,324 . 80. The State and City forces did the work
13 . Brown and Eubaryks
Completed ✓/
14 . W. A. Allen Area off School Property
Working with Mr . Whitt and Mr. Tibbals
15 . Lake Ray Hubbard Mobile Home Park
The owners are correcting this
16 . Birmingham/Jackson
()Ott)
State Highway and Railroad - Complete
17 . 110 Douglas - Drainage problem in alley (City Council
Meeting 5/14/91 - No action taken)
After inspection and consultation with Mr . Beaver on
05/16/91 , I am furnishing three estimated costs on a
possible remedy to the drainage solution on said
address .
1 . Furnish 36 " X 25 ' galv . culvert pipe . Pipe is
$14 .73 a foot. Cost $368 . 25
2 . Put in concrete drop inlet pulus estimated 300 ' X
36" galv. pipe to reach low point of drinage ditch.
36" X 300 ' pipe $4 ,419 .00
4 ' X 4 ' X 3 ' drop inlet 800 . 00
Est . cost of labor and equip . 2,900 .00
City equipment & Labor
$8 ,199 . 00
3 . Cost of pipe from item 1 plus labor and equipment
to cut est 3" V ditch approx . 300 '
Pipe $ 368 .25
City equipment and labor 2 , 200 .00
umd, 1 �g-30a $2,568 .25
��i, Line ite 2 & 3 does not in lude is ]posing of any trees
whether stockpiling and burning or sawing up and
hauling off .
7
We are trying to do drainage work, road work, and keep up
our regular duties . We lack manpower, equipment and funds
to do all at once. Some of this work should be engineered -
design criteria is necessary. Total estimated cost for all
undone work is approximately $250 ,000 .
MEMORANDUM
TO: Bill Dashner, City Manager
FROM: Paul D. Beaver, Director of Planning & Engineering P�
DATE: May 20, 1991
SUBJECT: Mr. Joe Masters
110 Douglas
Drainage Complaint
Per your request, I have investigated the owner' s complaint
at 110 Douglas.
My research shows the following :
1 ) Originally there was a natural drainage route
that ran east-west through the general
location of his home.
2) During the construction of the existing
subdivision a great deal of dirt was moved in
order to create the tiered lot layout.
3) Mr. Masters' lot is two tiered, with an
estimated elevation difference of 7 feet from
the bottom of the house slab to the back of
the yard.
4) There are two 15' easements on the Masters'
property which intersect at right angles.
One runs between the two houses and contains
the 36" RCP. The other easement runs north-
south along the back of the property.
5 ) The 36" storm sewer RCP discharges onto a
deteriorated splash block. A hole
approximately 4' L x 4' W x 3' D has been
created due to the continuing flow of
ground/storm water. The flow continues
approximately 20 feet to his east property
line.
6) Mr. Masters stated at the 5/14/91 City
Council meeting that he was perfectly aware
of the location of the storm sewer outlet
when he purchased the home.
Five solutions are available:
1 ) Place a 6 foot fence topped with razor wire
around the discharge point. Treat with
chemicals during mosquito season.
Cost: $500. 00
or ;
2) Fill in the eroded area at the base of the
36" RCP with dirt/gravel and pour a new
concrete splash block at the original
location.
Cost: $800. 00
or ;
3) Furnish a 36" galvanized culvert pipe to
landowner. Landowner installs and extends
25' to his property line for discharge.
Cost: $368. 00
or ;
4) Put in a drop inlet at existing splash block
location, then extend pipe 300 feet east to
the creek.
Cost $8, 119. 00
or ;
5) Place 36" galvanized pipe culvert to the
property line, then cut a 3 ft. "V ditch" 300
feet to the creek.
Cost $2, 568. 00
Please note that on items 3, 4 & 5 I feel that Mr. Masters
(home owner ) should negotiate with the adjacent property
owner to resolve all drainage easement problems. Whether
the City pays for a new 300 foot, 10 foot wide cross country
drainage easement is up to the City Council since the City
already has drainage easements in place on the back of the
subdivision lots.
Please advise if additional information is required.
MEMORANDUM
DATE: May 14 , 1991
TO: City Council
•
FROM: Bill Dashner, City Manage
RE: Discuss and Consider Acce tance of Formal Proposal
From Deloitte and Touche on Comprehensive Audit of
Of City of Wylie Finance Department Operations
In April of 1991 the City Council authorized Deloitte and
Touche to examine the Finance Department operations and
present back a formal proposal after a thorough examination
of weakness and improvements that are needed and necessary.
Attached is a proposal where there is an absolute necessity
for improvement in four (4) broad fundamental areas .
- Internal Accounting Controls
- Utility Billing System
- Municipal Bond Compliance
- Accounting Policies and Procedures
It is my opinion after studying this proposal that the
current system is outdated , outmoded and incapable of
generating financial information and accountability to
safeguard and protect public funds . Deloitte and Touche
proposes that the work will take approximately 10 weeks .
For this the fees will range as follows :
Internal Accounting Controls $16,000 - $21 ,000
Utility Billing System $18 ,000 - $30 ,000
Bond Compliance Per Bond Issue $ 5,000 - $ 7 ,500
Accounting Policies and $22 ,000 - $32 , 000
Procedures Documentation
$61 ,000 - $91,500
go
Deloitte &
Touche
Suite 1400 ITT Telex:4995628
Lincoln Plaza
500 North Akard Street
Dallas,Texas 75201-3302
Telephone:1214)720-8100
May 22, 1991
To the Members of the City Council
and Bill Dashner, City Manager,
City of Wylie:
This letter summarizes the results of our Phase I consultation services to
the City of Wylie (the "City") . We have completed the procedures outlined in
our letter to you dated April 9, 1991, which is attached as an exhibit. Such
procedures were intended to gather sufficient information about the
accounting systems and management information systems at the City to permit
the identification of specific consultation services to be performed in
Phase II of the engagement. We believe each of the four segments of Phase II
procedures identified below will be of significance to the City Council. We
recognize you must evaluate the costs versus the expected benefits of each
procedure. Therefore, prior to beginning our engagement for performance of
Phase II procedures, we will issue an engagement letter to the City Council
which describes those procedures you wish performed and which includes the
final estimated fees associated therewith.
The analysis below lists the particular internal control segment we would
analyze and describes the significance of that segment to the functioning of
the City's internal control system. There may be additional areas of concern
to the City Council which could be included within the scope of our Phase II
procedures at your request.
PHASE II PROCEDURES
A. Internal Accounting Controls
Discussion:
The internal accounting control structure of the City provides the
framework for the operations of the finance department. The structure
includes the processing and recording of all financial transactions to
which the City is a party.
The systems identified in the internal accounting control structure are
as follows:
- Cash receipts
- Purchasing and cash disbursements
- Payroll and personnel
- Utility cash receipts and disbursements
Member
T International
8
- Fixed assets
- Investments
- General ledger and financial reporting
- Information system general controls
- Financial reporting to the City Council
Significance:
An effective internal accounting control structure for a city government
is designed to provide management and the City Council with reasonable,
but not absolute, assurance that assets are safeguarded against loss from
unauthorized use or disposition and that transactions are executed in
accordance with management's authorization and recorded properly. There
is a cost/benefit relationship with any internal control. The City
Council must determine if the cost of implementing and complying with a
control is worth the benefit obtained from it.
Procedures:
Our procedures to be performed for each of the significant internal
control systems listed above are as follows:
- Obtain, read, and analyze the City's written internal accounting
control policies and the related documentation, if any, from the prior
auditors' working papers
- Conduct detailed interviews with the finance director and other
finance and City personnel to document their daily functions and other
duties involving the processing and recording of transactions
- Prepare a comprehensive analysis in narrative or flowchart form of the
current internal accounting control structure, identifying significant
strengths and weaknesses
- Prepare a written report to the City Council containing detailed
comments, analyses, and recommendations for improvements in the
current internal accounting control structure in each system analyzed
B. Utility Billing System
Discussion:
The City's utility billing system should contain all information related
to the City's utility customers and permit City management to access and
monitor such information. A comprehensive utility billing system should
include all billing and collection amounts, life-to-date and year-to-date
history, account inquiry, utility receivables, and various other
information related to the utility operations.
Deloitte&
- 2 - Touche
Fot
Significance:
An adequate utility billing system is required for accurate recording of
transactions and reporting on the results of the utility operations in
conformity with generally accepted accounting principles. In addition,
an adequate utility billing system is required as a component of a good
internal accounting control structure.
Procedures:
- Interview the utility department personnel about their need for
information related to the utility operations
- Discuss with finance department personnel their need for information
related to recording and reporting utility operations
- Incorporate the recommendations from the internal control analysis in
Section A above, related to the utility billing system
- Analyze the needs documented above and make a recommendation regarding
a new utility billing system. This recommendation will contain
several potential software packages to allow the City the opportunity
to analyze the cost/benefit of each system in relation to the above
needs. (Note: As a matter of policy, Deloitte & Touche does not
market any of its own software. As a result, we can provide an
independent and completely objective evaluation of software
alternatives)
- Assist with the implementation of the new utility billing system
C. Bond Compliance
Discussion:
The proceeds from bond issues must be used for their intended purpose.
This purpose is included in the prospectus related to the bond offering
and details the specific allocation which must be followed. In addition,
complex arbitrage regulation applies to bond issuance.
Significance:
Misapplication of bond proceeds may be a violation of the bond indenture
and may expose the City to legal action.
Procedures:
- Interview the City Council and City management to determine whether
there are any specific bond issues that raise concern over compliance
matters
Deloitte&
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- For each bond issue determined to have concern, obtain and read all
relevant bond documents
- Prepare an analysis of actual sources and uses of proceeds
- On a test basis, examine supporting documentation relating to the uses
of the proceeds (i.e. , disbursements) and investigate as necessary
- Based on the intended use of proceeds, determine the appropriateness
of the actual uses
- Prepare a written report to City Council based on our findings
D. Accounting Policies and Procedures Documentation
Discussion:
Comprehensive documentation of accounting policies and procedures is an
important element of the internal control structure of a city. The
information contained in such documentation is helpful in determining
whether employees are performing all the tasks that are required of them
and is a key element in training a new employee.
Significance:
Considering the potential changes to the operations of the finance
department from the performance of other procedures in this proposal,
comprehensive documentation of accounting policies and procedures would
help ensure that all persons understand their responsibilities within the
revised internal control structure.
Procedures:
- Develop an understanding of existing policies, procedures, and
practices; and key organizational, operational, and staffing
information
- Supplement the information obtained above with any changes resulting
from the implementation of recommendations developed in Section A of
this report
- Conduct management interviews to further gather information and verify
our preliminary understanding of the policies and procedures
- Develop the policies and procedures documentation. Specific areas for
which policies and procedures will be developed include:
. Cash receipts
Cash disbursements
. Payroll
. Utility operations
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. Month-end closing
. Year-end closing
. Fixed assets
. Investments
. Purchasing
- Meet with management to review the preliminary policies and procedures
documentation, receive feedback, and follow-up on specific questions
and comments
- Finalize and issue the documentation in final form
PROFESSIONAL FEES
Our fees for Phase II of our engagement to serve the City of Wylie will be
based on the anticipated level of experience required at our discounted
standard public sector billing rates.
Based on our assessment of the staffing levels required for each segment of
the proposed consultation services, our estimated fees are as follows:
Internal accounting controls $16,000 - $21,000
Utility billing system $18,000 - $30,000
Bond compliance per bond issue $5,000 - $7,500
Accounting policies and procedures documentation $22,000 - $32,000
TIMETABLE FOR COMPLETION
We are prepared to begin work on Phase II of this project within ten days of
notification of our engagement. We anticipate the activities relating to
internal accounting controls, bond compliance, financial reporting to the
City Council, and the accounting policies and procedures documentation can be
completed within eight to ten weeks after commencement of work. The exact
timing is dependent on the degree of assistance provided by the finance
director and other members of the finance department and City staff.
The project related to the utility billing system is dependent on a number of
external variables and also the degree of priority established by the City
Council and finance director as to software selection, evaluation, and
implementation. The details of our workplan with respect to the utility
billing system will be furnished separately to you in the early phases of
that engagement, after initial discussions with management.
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STAFFING
The anticipated staffing for Phase II will consist of the following:
- George Scott, lead client partner, will continue to be responsible for
all professional services provided to the City. He will draw upon
experienced public sector professionals within the Firm to meet the
needs of the City in this phase of the project
- Tom Larson, audit director, will continue to direct the planning and
management of the Phase II engagement and will report the results to
City management and to City Council as may be requested
- Craig Milacek, senior audit manager, will have day-to-day field
supervision responsibilities and will perform the detail planning for
Phase II
- Jay Riley, senior consulting manager, will be responsible for
coordinating and managing the utility billing system segment of the
project
- Other public sector audit managers, seniors and staff will assist on
Phase II as necessary. Once the timing and scope of the Phase II
procedures are determined, an experienced public sector senior auditor
will be assigned as lead senior
All staff and management assigned to phase II will have significant prior
public sector experience.
CONCLUSION
We believe we are the firm best suited to meet your professional service
needs and have demonstrated that ability in the performance of Phase I.
If you have any questions related to the foregoing matters or wish
clarification on any aspects of the information contained in this summary,
please call Tom Larson at (214) 720-8178.
Yours truly,
Sa0:04. Adak
Deloitte&
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Deloitte &
Touche
/\ Suite 1400 ITT Telex:4995628
Lincoln Plaza
500 N.Akard Street
Dallas,Texas 75201-3302
Telephone:(214)720-8100
April 9, 1991
To the Members of the City Council
and Bill Dashner, City Manager,
City of Wylie:
Thank you for the opportunity to present our credentials to provide professional services to the
City of Wylie and for the opportunity to meet with you in person to discuss the scope of
services you are requesting. Based on that conversation, we are submitting this letter proposal
which outlines our plan to provide services to the City.
PHASE I APPROACH
The comments and concerns shared with us at the meeting on April 4, 1991, indicate the need
for further analysis of the City's accounting and internal control systems. We believe Deloitte &
Touche is uniquely suited to provide the professional services you require. Our Statement of
Qualifications demonstrates our commitment to the public sector and, in particular, to cities
comparable to the City of Wylie. In response to your request for further analysis, we have
developed a planned Phase I of the comprehensive workplan.
We envision Phase I to consist of the following:
• Meeting with the city manager, finance director and other key members of the staff of
the City as necessary. The purpose of these meetings will be to develop an initial
understanding of the current state of the accounting records, data processing hardware
and software capabilities, and the accounting documentation and support for
transactions and accounts
• Preliminary analysis of written documentation of transactions and other accounting
records to develop further insight into the existing systems
• Preparing a detailed workplan for Phase II of the project, including identification of
the systems or accounts to be analyzed, the time frame the analysis will cover, and the
specific timetable for the completion
• Preparing an estimate of time to be spent by area identified and the related estimated
fees to be charged
• Identifying the Deloitte & Touche personnel to be assigned to Phase II of the project
• Reporting on the status and completion of Phase I to the members of the city council
STAFFING FOR PHASE I
Our fieldwork for Phase I of the engagement will be performed by management-level
professionals in order to bring the highest level of analysis of the current operations and systems
of the City. All such professionals have significant public sector experience serving cities of the
size and complexity comparable to that of the City. We believe this plan represents the most
timely and cost-effective response to your needs.
The anticipated staffing for Phase I will consist of the following:
• George Scott, lead client partner, will be responsible for all professional services
provided to the City. He will draw upon the significant number of available public
sector professionals within the Firm to meet the needs of the City in this project.
• Tom Larson, audit director, will have direct responsibility for the overall planning and
management of the Phase I engagement and for the reporting of results to the city
council.
• Jay Riley, senior consulting manager, will be responsible for coordinating our analysis
and recommendations related to operations and automated systems.
• Craig Milacek, senior audit manager, and Carol Soegaard, audit manager, will perform
substantially all of the fieldwork associated with Phase I of the engagement.
TIMING
We are prepared to commence our Phase I activities within two days after notification of our
engagement. We believe all Phase I activities can be completed within two weeks from
commencement of fieldwork. At that time, we will deliver a written report in draft form on
our findings and meet with you as necessary to discuss the results.
APPROACH TO FEES
Our fees for Phase I of our engagement to serve the City of Wylie will be based on the
anticipated level of experience required at our discounted standard public sector billing rates.
We are very much interested in building a long-term relationship with the City and are prepared
to make substantial concessions in fees to establish this relationship.
Consistent with the above, we estimate the total fees for Phase I of the engagement to be
S2,500, exclusive of out-of-pocket expenses. We believe the quoted fee is both fair and
reasonable.
CONCLUSION
We believe we are the firm best suited to meet your professional service needs now and in the
future. Our large and growing public sector practice is evidence of our concern and
Deloitte&
Touche
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understanding of the issues confronting the City. The City of Wylie would be a significant and
valued client of Deloitte & Touche, and we believe we have the resources to make a difference
in the future of the City.
If you have any questions relating to the foregoing matters or wish clarification on any aspects
of this proposal, please call Tom Larson at (214) 720-8178.
Yours truly,
,61,444.Z. 6 Ss4 t
Deloitte&
Touche
0
MEMORANDUM
DATE: May 14 , 1991
TO: City Council
FROM: Bill Dashner , City Manage
RE: Discuss and Consider Appr ving Texas City Manager ' s
Association Annual Meeting for City Manager
The Texas City Manager ' s Association will hold it ' s annual
conference on June 14 - June 18 in Corpus Christi . I am
requesting authorization to attend this conference. I will
leave on Saturday, June 15 and return on Tuesday, June 18 .
I will be back in the office on Wednesday, June 19 , 1991 .
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