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CM 1985-05-14 Minutes of May 14, 1985 The City Council of the City of Coppell met in regular session on Tuesday, May 14, 1985 at 7:30 p.m. in the Coppell High School Administration Building. The following members were present: Lou Duggan, Mayor Bunny Thompson, Mayor Pro Tem Dale Ware, Councilman John Bailey, Councilman (late arrival) Walter PettiJohn, Councilman Bill Smothermon, Councilman Also present were City Secretary Dorothy Timmons, City Attorney Larry Jackson and Administrative Assistant Mark Sweeney. The meeting was called to order and everyone asked to stand while Councilman Smothermon gave the invocation. PUBLIC HEARINGS 1. Consider a request for a variance to Section 9-7-1 of the City Code of Ordinances which prohibits the use of metal roofs on request of Shake and Shingle Supply Company Mr. Dick Calvert made the presentation to the Council. He stated that the plat presented to the City contains five (5) buildings referred to as A-E on the plat. The variance is being requested on Building B (storage and maintenance for vehicles) and Buildings C and D (storage buildings consisting of a roof, two end panels with no sides). Building A (the main office building and warehouse) and Building E (designated for retail office use) would meet all City codes and requirements. Following the presentation, Mayor Duggan declared the public hearing open and asked for those persons who wished to speak against the proposed variance. There were none. Mayor Duggan then asked for those persons who wished to speak for the proposed change. Again, there were none. The public hearing was then declared closed. Councilman Bailey arrived during this presentation. Following discussion by the Council, Councilman Pettijohn moved that the variance be approved with the stipulation that the metal be a painted and baked on enamel. Councilman Smothermon seconded and motion failed 2-3 with Mayor Pro Tem Thompson and Councilmen Bailey and Ware voting against the motion. Mayor Pro Tem Thompson moved that the variance be denied; Councilman Ware seconded and motion carried 3-2 with Councilmen PettiJohn and Smothermon voting against the motion. 2. Zoning Application ~85-15-03 - to consider a zoning request of Om Singla on 3.9 acres located in Abstract No. 18 (J. W. Anderson Survey) to be rezoned from "SF-12" Single Family 12 to "SF-0" Single Family Zero Lot Line Homes Mr. Mark John made the presentation to the Council. Re stated that it is the applicant's request that this item he tabled until the next Council meeting in order to further develop their presentation. Mayor Duggan then declared the public hearing open and asked for those persons who wished to speak on this item to be recognized in order to be notified of the postponement of this hearing. Those persons identified were Mr. Jerry Nisbett,P.O. Box 226, Coppell, Texas 75019 and Mr. Howard Grau, 419 Dillard Lane, Coppell, Texas 75019. The public hearing was left open at this point. Mayor Pro Tem Thompson moved that this item be tabled until the May 28, 1985 Council meeting; Councilman Bailey seconded and motion carried 5-0. 3. Zoning Application ~84-05-18 - to consider a zoning change request of George Chadick and Ruth Perkins' Estate on 7.867 acres located in Abstract No. 629 (Sibered Henderson Survey) to be rezoned from "SF-12" Single Family 12 to "TC" Town Center The public hearing on this item had been left open from the February 26, 1985 Council meeting. There was no representative present to discuss this item with the Council. Mayor Duggan declared the public hearing closed. Following discussion, Councilman Ware moved that this request be denied without prejudice; Mayor Pro Tem Thompson seconded and motion carried 5-0. REQUESTS AND PRESENTATIONS &. Presentation by David McCaskill of Schriokel, Rollins and Associates concerning Phase II of the Coppell City Park Development Mr. McCaskill made the presentation to the Council. He stated that his firm will be making Coppell's presentation on the site plan to the state offices in the near future and is therefore requesting approval from the Council to proceed with these plans. He informed the Council that a lake with a fishing dock and a jogging trail have been added to the original plan at the request of the state; therefore, the cost of this phase of the park development is somewhat higher than originally anticipated. Following this presentation, it was the consensus of the Council that Schrickel, Rollins and Associates proceed with the presentation to the state of the site plan of the Park Development Project. 5. Presentation by Park Board Chairman Don Morris on construction of the parking lot on the west side of Denton Tap Mr. Morris made the presentation to the Council. He stated that the construction of the parking lot was taken out of the Park Grant request in order to be assured of the grant's approval. Contributions of materials for the construction of this parking lot were being solicited by both Mr. Morris and former Mayor Andrew Brow~ in order that City funds not be used for this construction. The design and specifications for the parking lot were provided by Shrickel, Rollins and Associates at no cost to the City. Should these negotiations be successful, total savings to the City would amount to approximately $300,000.00. Therefore, it is the request of Mr. Morris that both he and former Mayor Brown continue with these negotiations to secure the donations for the parking lot. It was the consensus of the Council that this project proceed as originally planned. STAFF REQUESTS AND MAYOR'S REPORT 6. Mayor's Report Mayor Duggan then informed the Council of the following items: A. At the present, the City does not have any "Load Limit" signs on any bridges within the City. This problem is being addressed by the city engineers and Water Superintendent Steve Goram. B. A proposal and an ordinance for truck routes through the City is being worked on and will be brought to th~ Council for their consideration in the near future. C. The problem concerning street lighting in the Woodridge Subdivision is being addressed by the city engineer and Texas Power and Light. Mr. John Waukum of Wayne Ginn's office stated that TP&L is proposing a total O Of fifty-six (56) new lights in this subdivision at $375.00 each for a total cost of approximately $21,000.00; however, it is the opinion of our engineers that ten new lights would work satisfactorily and would therefore reduce the cost by about $17,000.00. D. The remaining three locations within the City =hat have 2" water mains are being addressed by the city engineers. The problem in these areas is that a l" main is not sufficient to deliver water for a fire hydrant. Total installation cost at today's prices would be $65,000 for Loch Lane and Shadydale Addition and $100,000 for Kaye Street. E. The Metrocrest Chamber of Commerce tour will be funded in full by the Coppell Developer's Council. The commitment has been forwarded to the City through Mike Allen, president of this Council. F. Roll-back taxes have been received from Terra Properties in the amount of $223,108.87 and Graham Properties (Shadowridge) in the amount fo $4,886.86. Pending roll-back taxes to he received include $45,891.23 from the Staubach development (SBS Venture). G. Franchise tax payments have been received from Texas Power & Light in the amount of $130,491.69 which is $17,691.69 over the budgeted amount of $112,800.00. H. First Southwest Company has refunded $18,782.58 on unincurred expenses related to the sale of the refunding bonds. I. Trinity River Authority has refunded $43,934.94 on overpayment of sewer charges made to the City. J. A copy of the April monthly expenditure report on all departments was furnished to Council members. K. A status report on applications received for the city administrator's position was provided to the Council. L. It was brought to the Council's attention that monies budgeted for the monthly newsletter have been expended; therefore, it was the consensus of the Council that this project would he discontinued for M. A quarterly meeting for the Mayor's Forum has been set for June 1985 at Minyard's meeting facilities at 7:30 p.m. N. Stop signs have been installed at Oriole, Cherrybark, and Sparrow Lane where they intersect with Mockingbird Lane. All stop signs are three-way. O. The Police Department is beginning a program to crack down on speeding in the residential areas, particularly those that have experienced accidents and/or excessive complaints in the past. P. The Street Department was complimented on the timely installation of the stop signs at the above mentioned intersections. Q. Lincoln Properties requested at a MUD meeting earlier in the day for approval to annex to the existing MUD and was tabled for further review. This item would have to receive the approval of the City Council before it could be included into the MUD. R. City Attorney Larry Jackson stated that attempts to obtain right-of-way from three remaining property owners on Heartz Road have not been successful. If the needed right-of-way cannot be obtained, Reartz Road will narrow down at the point of its intersection with Sandy Lake Road, but that the road would he constructed through to this point. City Engineer Wayne Ginn has indicated that if it is necessary to narrow the road, that it would not present a safety problem. S. The pub!ishinE of a preliminary agenda was discussed. It was the consensus of the Council that this would be continued when it does not interfere with other work requirements. T. It was requested that a representative of Texas Power & Light make a presentation at a future Council meeting concerning future plans and expansion. These items concluded the Mayor's Report. 7. Consider approval of the purchase of auxiliary power generators This item was withdrawn at the request of the department heads making the presentation and will be presented at a later Council meeting. RESOLUTIONS AND ORDINANCES 8. Consider approval of a resolution designating the month of May as "Christian Family Month" Mayor Duggan read Resolution No. 051485. Following the reading, Councilman PettiJohn moved that this resolution be approved; Councilman Smothermon seconded and motion carried 5-0. OTHER BUSINESS 9. Approval of the Minutes of April 23, 24 and May 1, 1985 - Regular Council meeting and two (2) Special meetings. Mayor Pro Tem Thompson noted a corrected to the minutes of April 23, 1985 concerning the vote of confidence to former City Manager Ron Ragland. The vote should have been shown as 3-2 to accept the resignation of Mr. Ragland with Mayor Pro Tam Thompson and Councilman Bailey voting against the motion and Mayor Duggan showing his approval for the motion. Mayor Pro Tam Thompson moved that the minutes be approved as corrected; Councilman Pettijohn seconded and motion carried 5-0. 10. Approval of Departmental Bills It was noted by the Council that the payment to Luv Travel of $6,600 is to be reimbursed to the City by the Coppell Developer's Council for payment of the Metrocrest Chamber Tour. Mayor Pro Tam Thompson moved that the bills be approved for payment; Councilman Smothermon seconded and motion carried 5-0. EXECUTIVE SESSION (Closed to the Public) 11. Article 6252-17, Section 2 (e) discussion with City Attorney 12. Article 6252-17, Section 2 (g) discussion concerning personnel The meeting was then closed to the public for an executive session allowed under the above stated articles. Councilman Thompson left the meeting during the executive session. Following the executive session, the meeting was declared open to the public. OTHER BUSINESS 13. Consider approval of a proposal by Arthur Anderson for temporary assistance in theFinance Department and presentation of the Management Letter Mr. Lou Crabowsky, Mr. John Vollmer and Mr. Bob Dillon made the presentation to the Council. Mr. Grabowsky stated that the recommendation of Arthur Anderson is that a senior person will be required full-time for the next three to four weeks. Addi~ionally~ a manager will be required one day a week for the same time period. Staff assistance will be used as required. Following discussion by the Council, Councilman Pettijohn moved that the recommendation for temporary assistance, ss outlined by Arthur Anderson, be approved and that at the end of the first month, a report be submitted to the Council stating the findings of this team as to the need for continued assistance. The effective date of the agreement is to be May 13, 1985. Councilman Smothermon seconded and motion carried 5-0. Mr. Grabowsky then reviewed the Management Letter. No action was taken on this item. 14. Consider approval of a proposal by Lewis McLain of McLain Administrative and Fiscal Consulting Services for assistance in the budget preparation. Mr. McLain made this presentation to the Council. He stated that he feels the Capital Improvements Projects (CIP) will be a major part of the upcoming budget. Additionally, Mr. McLain stated that his proposal is for him to facilitate the process, but not to be a part of the decision-making program, that a budget review comtttee should be established for review of the departmental budgets, and that he would be assisting in the revenue proJsctions. Total cost for the proposal is $25,000. Following the presentation, Mayor Pro Tem Thompson moved that the proposal from Lewis McLain be approved as submitted; Councilman Bailey seconded and motion carried 3-1-1 with Councilman PettiJohn voting against the motion and Councilman Ware abstaining from voting. 15. Consideration of personnel based upon matters discussed in the executive session. Councilman Ware moved that the following items be approved: A. That Street and Park employees Per Birdsall and Rob Schamp be reimbursed for the time and pay worked and that further documentation be brought to the Council on other employees requesting back pay; B. That Michael Gonce be hired as a patrolman in the Police Department; C. That Kenneth Helton be transferred to the position of court bailiff in the Police Department; D. That approval for a full-time children's librarian be approved and the hours of operation extended to fifty-three (53) per week; E. That the Building Maintence budget be redirected to become the Vehicle Maintenance budget; F. That construction of a maintenance garage be approved; G. That the funds and physical property of the vehicle currently allocated in the Vehicle Maintenance budget be transferred to the Street and Park Department; H. That the standard car allowance be allocated for the employee in the Vehicle Maintenance Department, but that all car allowances be reviewed at budget preparation time; I. That supervision of the Utility Billing Department be transferred from the Finance Department to the Water Department; ~? J. That a correction on the Pay Compensation Plan concernin$ the secretarial (from Class 1 to Class 3) and receptionist (from Class 3 to Class 1) positions be approved; K. That Sheila Brock be hired as temporary help in City Hall; L. That the Position Information Questionnaire (PIQ) for the tax assessor position be continued and finalized; and M. That a 10% raise be approved for City Secretary Dorothy Timmons with an additional review in six (6) months. Councilman Pettijohn seconded the motion which carried 4-0. The meeting was then adjourned. ATTEST: