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06/19/2006-CC-Minutes-RegularMINUTES: CITY COUNCIL JUNE 199 2006 PRESENT: Mayor Joe Higgs, Councilman Mike James, Councilman Robert Patton, Councilman Glenn Ervin, Councilman Andy Garza ABSENT: Councilman Mike Walker OTHERS PRESENT: City Manager Jack Smith, City Secretary/Assistant City Manager Rose Chavez, Director of Economic Development, Cecile Carson, Police Chief Curtis Amyx, Electric Superintendent Mike Prater, Fire Chief David Pennington, Engineer Coordinator Samantha Renz, C.G. McNeill, J.C. Hughes, Jr., John and Liz Springer, Paul Edelman, Joe Mendoza, Fernando Mendoza, Scott Norris, Bill Fuller, Kim Cox, Joe Falls, Roger Otwell, Barbara Martin, Kim Green, Michael Davis, Geraline Davis. 1. Mayor Joe Higgs Called Meeting to Order, Councilman Garza led the Invocation, followed by the Pledge of Allegiance. CONSENT AGENDA 2. a) Approve Minutes: June 5, 2006 -Minutes May 15, 2006 - Minutes Councilman James moved to approve the minutes as presented. Councilman Ervin seconded. Motion carried unanimously. b) Disbursements. Councilman Patton moved to approve the disbursements as presented. Councilman Ervin seconded. Motion carried unanimously. 3. Citizen's Input: Citizens are allowed 3 minutes to speak. The City Council is unable to respond to or to discuss any issues that are brought up during this section. No Discussion. 4. Consider and Possible Action on the Criteria for the Selection of Board Members. Mayor indicated there were three different options in the packet, he felt the council should take the information home and look it over to see if it is what they want. Councilman Patton indicated he had seen a rough copy that had been circulated earlier, and he felt the committee had done a great job. He felt the criteria was well set. Discussion followed. Councilman Patton moved to accept the board commission application as presented. Councilman Ervin seconded. Councilman James asked if they were just approving the application. The different options were discussed. Councilman Garza asked if the criteria for board members was more stringent than that of the Council. He indicated that the City has had a hard time getting board members and that he did not want to narrow down the pool. Discussed that some of the criteria is mandated by the State. Motion carried unanimously. S. Conduct Second Public Hearing on Annexation for the following Properties: A. N.L. HOBBS, BLOCK A LOT 1 Be ABSTRACT 1241, TRACT 331, BEING 26.971 ACRES IN DENTON COUNTY Public Hearing opened. Joe Falls, 4489 McReynolds Road, indicated he and his family had been in Sanger for 45 years. He introduced Penny Starnes and Mary Falls as part owners of the property. He indicated they want to voluntarily annex the property. They volunteered the other property for annexation over 20 years ago. This property is the hill east of town. It is a commanding piece of property and they have grand plans for it. They would like it to be zoned for a golf course, a clubhouse, a hotel, and/or possibly a convention center in the future. He indicated he would like Council to help them with this by being open to their future plans. He thanked the Council for listening. Public Hearing closed. 6. Consider and Possible Action on Appointments to Steering Committee for the Comprehensive Master Plan. Cecile Carson, Economic Development Director, addressed the Council and indicated that this is the steering committee to select representatives that will be doing the comprehensive plan for the City of Sanger. There was an omission in the packet, the Mayor should be listed as one of the committee members. Councilman Garza asked if all of the proposed members had been notified and have indicated they are willing to serve. City Manager indicated this had been done. Councilman Garza moved to accept the appointments to the Steering Committee. Councilman James seconded. Motion carried unanimously. 7. Consider and Possible Action on Budget Amendments for 2005/2006 Fiscal Year. City Manager indicated these are the mid -year shifts. The end result is zero change to the overall budget. This helps us allocate funds for possible future land purchase, etc. Briefly discussed that each transfer is balanced within in it's own department. Councilman Patton moved to approve the budget amendments. Councilman Ervin seconded. Motion carried unanimously. 8. Consider and Possible Action to Award Bid for Janitorial Services for City Buildings. City Manger indicted there were two bids received, and after reviewing the cost, staff discussed that it might be more beneficial to hire an employee. The memo shows the estimated cost, and there will be an additional amount added to that for workers compensation insurance and unemployment. Mayor asked if the employee would only be needed 30 hours per week. City Manager indicated they would. Councilman Garza asked how soon staff would post the position. City Manager indicated he felt we would go thru this budget year with the current service, and advertise for the next budget year. Councilman Ervin moved to reject all bids. Councilman James seconded. Motion carried unanimously. 9. Consider and Possible Action to Award Bid for Audit Services for Years Ending 2006- 2007-2008. City Manager indicated there was a letter in the packet from the City Attorney stating that this service did not have to be bid out. Bill Spore is the current City Auditor and he did not submit a proposal, he did give us a cost that is almost half the cost of the other proposals. We can accept either proposal received or reject them both and appoint Bill Spore as auditor. Councilman Garza indicated that he felt Mr. Spore did an excellent job. He asked if anything had happened to cause the Council to consider other options. Council and staff indicated that nothing had happened. Mayor indicated he felt it was a good idea to check into it a little more. Councilman James indicated he did not see a need to look into it further. He felt there was no need to spend tax payer dollars for no reason. He indicated that Mr. Spore did a good job and he was the lowest price. He felt the Council should re -appoint him. Councilman Patton indicated he felt it was best business practice to consider other auditors from time to time. Discussion continued regarding the auditor. Councilman Ervin asked about the cost of Bill Spore's service. Staff indicated he had been $5,000.00 for the past eleven years, he was $6,000.00 last year and has quoted $7,000.00 for this year. Councilman Ervin asked if we had a contract with Bill Spore. Staff indicated we did not. Councilman Ervin indicated there needed to be a contract. Cauneilman Ervin moved to reject all bids. Councilman Patton seconded. Motion carried unanimously. 10. ConsiderPossible Action on Emergency Siren System on the East Side of Town. Fire Chief, David Pennington, addressed the Council regarding this item. He indicated currently the city has 2 sirens. There is a bid in to move the one at 7`" and Peach streets to another location. They have also taken the old siren down and it is being serviced. The old units were key operated, but the new units are radio operated, the one being serviced will be put on Well #5 on the west side of town. The one that is being moved can go either on Indian Lane or McReynolds for the area east of town. It could also go at FM 455 and Marion Road. He indicated he did not have the bid yet on moving this, but that is the plan. Councilman Ervin indicated he had been told by some citizens that they were unable to hear it. He asked if the school was able to hear it. Chief Pennington indicated the school has the option to purchase a receiver to place at the administration building. They can notify all of the schools if there is an issue. Discussion regarding siren for the school. Councilman Garza asked if the area South of town can hear the sirens. Chief Pennington explained the location of the sirens and effect that the wind has on them. They can be heard depending on the wind. Discussed sirens and distances heard at length. Chief Pennington indicated that one would need to be put at both the Sound and North end of the City Limits in order to be heard in the rural areas. Council indicated this will be addressed in the new budget. No action taken. 11. Discussion on the Resolution Supporting the Texas Main Street Program. Cecile Carson, Economic Development Director, indicated that the Historical Society has been working on a plan to revitalize downtown. The Mains Street Program would be good for Sanger. The application is lengthy and requires an inventory of the downtown area. It also requires the support and interest of the Council and citizens. The Downtown Area Committee has worked hard, there are about 80 questions on the application and they have divided them up among the members for data collection. Only five cities are chosen per year to participate in this program. There is assistance provided to merchants and the City will have the opportunity for the first lady of Texas to visit, which will add recognition by the State. This will require a commitment from the City to fund a position for three years, the Chamber will provide office space for this individual. The application is due July 31s'. Councilman James asked if the city had to be selected to participate. Ms. Carson indicated that you did, and that there was a very stringent process. The applications are voted on, only five are selected, and there is currently intent from 25 cities in the state. Councilman James asked if two cities could pay one individual and split the cost of this Main Street representative. Ms. Carson indicated that could not be done, but indicated that the Texas Capital Fund Grant was available to Main Street cities. Councilman James indicated theat the City of Sanger has a very small downtown, it is essentially only three blocks, is it possible that we would qualify? Ms. Carson indicated that there were other cities with very small downtowns applying as well. The committee has actually chosen about ten blocks to be considered for this program. Discussion continued, Ms. Carson indicated she had visited with other cities and looked at what they have done with the program. Councilman James asked about funding the position. He indicated the City is currently giving the Chamber half of the hotel/motel tax, would it be possible to withdraw those funds and use them toward funding this position. Cecile Carson indicated the position wouldn't need to be funded until January 2007. Kim Green, downtown committee representative, indicated this position can also be a city employee and do other duties as well, but their main hat has to be Main Street. She indicated the bank has agreed to work with merchants on the loans needed to fund the improvements. Lengthy Discussion regarding the project and funding a new position. Barbara Martin, Chamber Administrator, indicated she felt this was Sanger's last chance to save the downtown area, and she felt they should get behind something and see it through. She indicated the Chamber had a set of goals at the beginning of the year and one of them was to get something started in the downtown area. Ms. Carson indicated even if the City was not selected, this would put a plan in place for future action. Councilman Patton indicated he felt the resolution should be whole heartedly supported, they were not talking about money at this time, that could be discussed down the road. John Springer indicated he had been asking for a master plan for the City for some timeI and there is no way to plan the future for Sanger without a plan. Frisco is having to build a replica of their downtown because they let their's perish. He hoped we did not do the same. We have bank support, and a group of individuals willing to meet and do this. Ms. Carson provided the leadership and she is willing to take on this extra project. There are so many things working for us at this time, let's not let another opportunity slip away. Discussed committee filing for 5013-C status to be able to accept donations. Discussed committee members, the City did not form this committee, it is a community effort. Discussion followed, and no action was taken. 12. Consider and Possible Action on Statement of Intent from Atmos Energy. Staff indicated that Atmos Energy requested that we deny the rate increase. City Secretary indicated when all of the cities deny the rate change, they have to go to the Railroad commission and fight for the rate increase. This helps them speed up the process if all the cities go ahead and deny it. Regardless, they will get a rate increase, if it does go to litigation the additional cost will be passed on to the cities. Councilman Ervin asked if the City Attorney had looked a this. Staff indicated he had not. City Manager indicated he recommended denial. Councilman Ervin indicated he would like the City Attorney to give direction on this. Tabled for next agenda, no action taken. 13. Consider and Possible Action on the Adoption of Resolution #06-10-06 Authorizing and Approving Publication of Notice of Intention to Issue Certificates of Obligations. City Manger indicated this is for Phase III of the CIP. Joe Henderson, Government Capital Funding, addressed the council and gave a presentation . He discussed the company, where they were located and what they had to offer. He indicated they were trying to get the best deal for the City. They have two companies, and have worked with e City in the past, they have done business in 48 states. They would like to act as financial advisor fro the city on this project. He explained that there are two ways that long term debt is issued. It can be either private placement or public sale. There is normally a higher rate associated with private placement. His company looks at it both ways and determines the best option for the City. On public Sale the fees are lower and they can insure and get a lower rate. Mr. Henderson discussed the two options for this issue. There is a 15 year option and a 20 year option. He went over the two options. He also discussed the possibility of raising taxes, went over the time line, and discussed the fees. Councilman James moved to accept the resolution. Councilman Patton seconded. Motion carried unanimously. 14. Consider and Possible Action on Financial Advisory Agreement with Government Capital Securities Corporation. Joe Henderson gave Council copies of the agreement and indicated either party can terminate it within 30 days. Councilman James moved to approve the agreement. Councilman Patton seconded. Motion carried unanimously. 15. Consider and Possible Action on Forwarding the Zoning Map Review to the Planning and Zoning Commission. Cecile Carson addressed the Council. She indicated that at the last meeting they discussed proposed changes to the zoning map and ordinances. Staff is requesting approval to forward this to the Planning and Zoning Commission for review. Councilman Patton moved to forward this to the Planning and Zoning Commission fro review. Councilman James seconded. Motion carried unanimously. 16. Consider and Possible Action on Setting Date and Time for Workshop for Tomlin Investments. Councilman James indicated would like to have a workshop some time next week. Discussed dates. Council agree on June 29te. Councilman James moved to schedule a workshop for Thursday June 29"' at 6:00 p.m. Councilman Patton seconded. Motion carried unanimously. 17. Possible List of Future Agenda Items. A) Councilman James asked for appointment of the City Auditor, B) Councilman Garza asked if we could look at the award to Carter and Burgess for Engineering Services for new Sewer Plant, 18. Meeting Adjourned. ATTEST: e Higgs, Mayor Rosalie Chavez