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CM 1985-09-24 Minutes of September 24, 1985 The City Council of the City of Coppell met in regular called session on Tuesday, September 24, 1985 at 7:30 p.m. in the Coppell High School Administration Building. The following members were present: Lou Duggan, Mayor Dale Ware, Councilman John Bailey, Councilman Walter PettiJohm, Councilman Bill Smothermon, Councilman Mayor Pro Tem Bunny Thompson was not present. Also present were City Secretary Dorothy Timmons and City Attorney Larry Jackson. The meeting was called to order and everyone asked to stand while Councilman Walter PettiJohn gave the invocation. MAYOR'S REPORT Item 1: Mayor's Report The Mayor's Report included the following items: (1) Mayor Duggan informed the council as to the status of the City Manager selection process. Out of the one-hundred and nineteen applicants, three have been selected which, with whom, the council will meet and interview. He also informed the council within the near future the city would advertise for the design in architect for the municipal service center. Additionally Mayor Duggan informed the council that street lighting will be installed in the Woodridge sub-division as soon as it can be determined which property owners agree to have those lights in their yard. CITIZEN'S APPEARANCES Item 2: Consider citizens who wish to speak before the City Council Mrs. Charlotte Holt of 569 Stringfellow asked to be recognized and requested a street light in her yard. REQUESTS AND PRESENTATIONS Item 3: Mr. Mike HenJum and Mr. Jim Johnson of O'Brian O'Brian Nyfeler & Callaway, Mr. Terry Taylor and Mt.Dave Knevel made this presentation to the council. Mr. Johnson informed the Council the city's biggest charge for electrical requirements would be the service for demand charge. The compressors in this proposed system would run at non peak hours and on the weekends and would not be operating during peak hours. Turbo Refrigerating Company would provide the system on a interest free loan which would be paid back out of the savings the city would experience over the years. Should this project be approved it would necessitate a change order in the construction of the municipal complex. Concerns expressed by the council included the fact that the city municipal complex would be a 24 hours a day operation and this system would not provide cooling on a round the clock basis. Councilman Dale Ware moved this proposal be denied Councilman John Bailey seconded, motion carried 3 to 2 with Councilman Pettijohn and Smothermon voting against the motion and the Mayor breaking the tie. PUBLIC HEARINGS Item 4: Mr. Lewis McLain, Mrs. Becky Brooks and Councilman Bill Smothermon made the presentation to the council; Councilman Smothermon stated that the only tax rate increase in proposed budget is that increase relating to the bond proposal as proved by the voters in the bond election of 1984. Additional personnel have been added without a rate increase. Councilman Smothermon thanked City Secretary Dorothy Timmons and Public Works Director, Steve Goram for their help in compiling the budget. Mayor Duggan declared the public hearing open and asked for those persons who wished to speak against the proposed budget, there were none. He then asked for those persons who wished to speak for the proposed budget, there were none. The public hearing was declared closed. ORDINANCES A~-D RESOLUTIONS Item 5: Following discussion of this item Councilman Pettijohn moved that Ordinance No. 339 approving the budget for the fiscal 1985-86 be approved. Councilman Ware seconded motion carried 4-0. Item 6: Following discussion Councilman Smothermon moved that the tax ~_~ rate be set at $0.56 per one-hundred dollars valuation for the 1985 tax year with $ 0.29 being allocated in interest in sinking and $ 0.27 for the operation and maintenance. Councilman Ware seconded motion carried 4-0. The ordinance approving this tax rate will be Number 340. CONTRACTS Item 7: City Engineer Wayne Ginn m mdc the presentation to the council; he stated that he had received three proposals from Engineering firms to conduct this proposed study. Following discussion on this item it was the concenses of the council that the City Engineer and the Mayor would work out the specific problems and bring back a proposal to the Council. Item 8: Mayor Duggan stated that the City would have approval over the placement of the bus stop signs in the city. Following discussion on this item Councilman Smothermon moved that tha city approve this in local agreement and authorise the Mayor to sign the contract; Councilman Bailey seconded motion carried 4-0. Item 9: Librarian Judy Biggerstaff stated that this contract is the same as the city has approved in previous years. Following discussion on this item Councilman PettiJohn moved that the contract with Dallas County for library services be approved and the Mayor be authorized to sign. Councilman Smothermon seconded motion carried 4-0. BIDS Item 10: Captain Richard Terry made the presentation to the Council; he recommended that the bid from SArgent-SOwell, Inc. in the amount of $76,917.55 with the optional Solar Energy Power System and the Motorola radio equipment be approved. The Solar Energy System is in the amount of $6,200.00 dollars with the radio equipment being $10,189.00 for a total of $93,306.55 which is approximately $6,700.00 below the approved bond amount of $100,000.00. Mr. Rick Ringold from SArgent SOwell gave a demonstration to the Council on the proposed early warning siren system. Following discussion Councilman Pettijohn moved that the recommendation of Captain Terry be approved and the bid be awarded to SArgent SOwell with the Mayor being authorized to sign the contract. Councilman Smothermon seconded motion carried 4-0. Item 11: Due to lack of bids on this item it was withdrawn from the Council and will be re-advertised. Item 12: Police Chief Tom Griffin and Fire Chief Jackie Mayfield made the presentation to the council. Police Chief Griffin recommended that the city purchase Ford police cars due to their better performance history. It was his recommendation that the vehichles be purchased from Lee Jarmon Ford as has been previous in the amount of $11,991.72 following further discussion on this item Councilman PettiJohn moved that the bid be awarded to Peyton Wright Ford in the total amount of $47,262.88 or $11,852.72 per vehichle. Councilman Smothermon seconded motion carried 4-0. Mayor Duggan instructed the minutes to reflect that Fords were selected over the low bid based upon the recommendation of the department head who informed the council that under previous performance guidelines Fords have a history of holding up better with the extended use given them in this situation. Fire Chief Jackie Mayfield made the second half of the presentation to the council. It was his recommendation that the bid be awarded to Lee Jarmon Ford in the amount of $12,041.91 which represents the low bid received. Following discussion Councilman Smothermon moved that the recommendation of the Fire Chief be approved. Councilman Pettijohn seconded motion carried 4-0. OTHER BUSINES Item 13: Councilman Smothermon made this presentation; he stated that due to the numerous transactions being made at this time as well as the lack of a finance director it is his recommendation that the city adopt the investment guidelines which are filed as a permanent part of the city records and that Councilman Smothsrmon, Councilman John Bailey and City Secretary Dorothy Timmons be authorized as the individuals to transact business in this area. Following discussion Councilman Ware moved that the city approve the recommendation of Councilman Smothermon concerning the Investment Guidelines. Councilman PettiJohn seconded motion carried 4-0. Mayor Lou Duggan made this presentation he stated that he is endorcing the purchase of a Celular Telephone to be placed in the Polic Chief's car in order that the proper individuals be notified in case of an emergency or disaster. The cost for the phone is $50.00 per month for the lease plus $ .38 per minute on phone calls made. The phone would be used for emergencies only. Following discussion on this item Councilman Ware moved that this Celular Phone and preliminary disaster preparedness plan be approved; Councilman Smothermon seconded ' motion carried 4-0. Item 15: City Engineer Wayne Ginn made this presentation to the council; it is his reco~endation that the city authorize the expenditure of the difference for the installation of a twelve inch water line to a twenty-four inch water line in an amount not to exceed $92,430.50 this line is to be installed along McArthur Boulevard by Terra Land Development Company. Payment would be made upon the satisfactory installation and acceptance by the city of the water line and would be paid for by funds appropriated from the recent bond sale. Following discussion on this item Councilman Smothermon moved that this expenditure be approved. Councilman Bailey seconded motion carried 4-0. Item 16: Councilman Smothermon moved that this item be tabled until the October 8, 1985 council meeting. Councilman Bailey seconded motion carried 4-0. Item 17: Councilman Smothermon moved that the minutes of the previous council meetings be approved. Councilman Pettijohn seconded motion carried 4-0. Item 18: Councilman Pettijohn moved that the bills be approved for payment councilman Smothermon seconded motion carried 4-0. EXECUTIVE SESSION (closed to the public) Item 19: Article 6252-17, Section 2 (e) discussion with city attorney. Item 20: Article 6252-17, Section 2 (g) discussion regarding personnel. CITY OF CUP'ELL INVESTMENT GUIDELINES 1. Hayer to appoint an investment co~ittee which will over- see the investment of the city's surplus funds. Committee will be composed of one member of the city council, the city secretary, and the city's chief financial officer. 2. At least three days prior to the availability of investable funds the committee will solicit · bid from the city's depository. 3. If the city's depository is unable to ·crept the deposit on terms ·nd conditions accept·bls to the couunittes, then the committee will solicit bids from other financial institutions or seek alternative me·ns of investing the city's funds. 4. The prim·fy criteria employed in determining the investment vehicle to be used, in order of importance, 1. Security of the investment. 2. Liquidity of the investment. 3( Yield on the investment including the cost of early liquidation. 5. In order to insure that all investments are in accordance with state laws regarding the investment of city funds, the committee should request from the city attorney, a written opinion ·s to the suitability of an investment before it is made. 6. The investment of city funds will be done in such · manner as to prevent the commingling of monies f£om different funds. ?. The committee will submit, at least quarterly, & report to the city council which details how the city's funds have been invested, with whom, for what period of time, and the rate of return. The meeting was then closed for an executive session allowed under the two above stated items. Following the executive session the meeting was declared open to the public. PUBLIC SESSION (open to the public) Item 21: This item was tabled until a future council meeting. Item 22: Councilman Smothermon moved that the following personnel items be approved and noted that performance reviews were performed for the City Secretary and Municipal Court Judges position. The Court Clerk be re-classified to Clerk of the Municipal Court and moved to a supervisory level; that the request for additional secretarial position in the Police Department be approved; that a request for additional secretarial position in the City Secretary Department be approved; that Assistant Chief James Rainey be re-assigned to Captain on shift due to the fact that he will become a full time employee of the City as of October I, 1985. Captain Rainey would begin work for the city at Class D, Step 3. That Terry Garrison be transferred from the Water Department to Fire Fighter in the Fire Department; that Bobby Hayes be hired as maintenance worker in Parks Department that; Dana Camp be hired as street repairman .in the Street Department; and that the Mayor make a proposal to the approved applicant for the City Manager's position. Councilman Ware seconded the motion which carried 4-0. Item 23: Councilman Ware moved that this claim for damage in the amount of $74.00 be approved with a release of liability being signed by the claiment. Councilman Smothermon seconded motion carried 3-1 with Councilman PettiJohn voting against the motion. Item 24: It was the consensus of the Council that Councilman Ware and Bailey be authorized to neogotiate with Central Park Properties for lease for office space for Municipal Court. This item will be brought back to the Council for further consideration. There being no further business to conduct the meeting was then adjourned. Adjournment. ATTEST: