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Minutes February 1, 199423 CITY OF DENTON CITY COUNCIL MINUTES February 1, 1994 The Council convened into the Work Session on Tuesday, February 1, 1994 at 5:15 p.m. in the Civil Defense Room. PRESENT: Mayor Castleberry; Mayor Pro Tem smith; Council Members Brock, Chew, Cott, Perry, and Miller. ABSENT: None 1. The Council did not convene into the Executive Session during the Work Session. 2. The Council received a report and held a discussion regarding community development activities and the 1994 Program Year Priority Questionnaire. Barbara Ross, Community Development Administrator, detailed the Community Development Block Grant eligible activities. Any activity under CDBG must meet one of the three national objectives which included benefiting low and moderate income persons, aiding in the prevention or elimination of slums or blight, or meeting community development needs having a particular urgency because existing conditions posed a serious and immediate threat to the health or welfare of the community and other financial resources were not available. CDBG eligible activities included (1) acquisition of real property which the City was trying to do in the acquisition of property in the Owsley Addition for a park facility; (2) disposition which dealt with the costs associated with the disposal of real property acquired with CDBG funds; (3) public facilities and improvements such as homeless shelters, water and sewer facilities, drainage improvements, streets, curbs, gutters and parks and playgrounds; (4) privately owned utilities in which the costs would be paid for placing underground new or existing power lines and telephone lines provided they were assisting low and moderate income persons; (5) demolition and clearance; (6) public services such as human services; (7) interim assistance for either a deteriorating area as a prelude to permanent improvements or to alleviate an emergency condition; (8) relocation which would provide payments and assistance to displaced persons, families, businesses, farms and nonprofit organizations; (9) loss of rental income which would pay housing owners for losses of rental income incurred in holding, for temporary periods, housing units to be used for the relocation of individuals and families displaced by CDBG-assisted activities. Mayor Castleberry asked for examples of public services. Ross replied that the funds which Council provided to human service agencies such as TWU Cares were public services. This funding for public services fell under a 15% cap on the CDBG program. City of Denton City Council Minutes February 1, 1994 Page 2 Council Member Cott stated that he would like a percentage of dollars to spend in each category. Ross replied that last fall the Council requested a change in the Community Development budgeting process. Staff proposed changes that included Council prioritization of CDBG activities and then gave that information to the Community Development Advisory Committee to allocate the funding. The Committee's recommendations were then brought to Council for consideration. Ross continued with eligible CDBG activities (10) removal of architectural barriers which restricted the mobility and accessibility of elderly and handicapped persons to publicly or privately-owned buildings; (11) housing rehabilitation; (12) new housing construction which was limited to activities carried out by local nonprofit agencies; (13) code enforcement for use in deteriorating or deteriorated areas where such enforcement together with public improvements might arrest the decline of the area; (14) historic preservation; (15) commercial or industrial rehabilitation which was limited to exterior improvements and the correction of code violations; (16) special economic development; (17) home ownership assistance; (18) planning & capacity building; and (19) program administration costs. HOME eligible activities included (1) acquisition, (2) new construction, (3) reconstruction, (4) rehabilitation, (5) tenant- based rental assistance, (6) operating expenses for community housing development organizations and (7) administration and planning expenses. City Manager Harrell stated that the Community Development Block Grant program received an automatic amount of money for the City. That amount of money had been growing over the years and it was felt that due to the sizeable amount of money, rather than have a citizen committee make decisions on where to spend money, Council should have more of a direct input on where to spend the money. Council Member Brock stated that under the category of public facilities and improvements, there was an area on West Prairie where the businesses could not make any improvements as they were located in the flood plain. To redevelop that area would require expensive drainage improvements and wondered if there was a way such a project could be included in the program. Ross replied that the City had done projects in phases in the past and that it might be possible to do so with that project. City Manager Harrell stated that the City was beginning to have flexibility to take on such a project. In past the projects had always been centered on housing rehabilitation. 25 City of Denton City Council Minutes February 1, 1994 Page 3 Council Member Brock asked about funding for the renovation of the Southern Hotel. Ross replied that the Denton Housing Authority had obtained a grant through the Federal Home Loan Bank in the amount of $900,000 which would do the new construction. They had received a grant of HOME funds from the State for $811,000 to help with the rehabilitation and the City Council, in 1990, had approved $100,000 of CDBG funds for that project. Council Member Perry stated that these funds were to be used for low income individuals. Ross replied that there was a requirement that at least 70% of all Block Funds be spent to benefit low and moderate income individuals. 1991-92 community development activities included housing rehabilitation home buyer assistance program, MLK After School Program, HOPE transitional housing program, the pre-natal clinic, Wilson Street sidewalks, and demolition and clearance. 1992-93 projects included housing rehabilitation, Evers Park playground, MLK After School program, transitional housing, HOPE, pre-natal clinic, community sidewalk repair, demolition and clearance, TWU Cares, and Alexander Street drainage. Council Member Chew asked if the American Legion Hall could be considered under the housing rehabilitation program. Ross replied that the funds were only for housing rehabilitation. The 1993-94 development activities included housing rehabilitation, homebuyers assistance program, MLK After School Action Site program, and the Fred Moore playground. Mayor Castleberry asked if with the acquisition of the park, would there be funds available for a building at the park. Ross replied that there were be $35,000 for the acquisition of the property and the balance for equipment but not for a building. She reviewed the questionnaire which the Council needed to complete and return. 3. The Council received a report and held a discussion regarding the Capital Improvement Program budgeting process and distribution of Budget Priority Questionnaire. Kathy DuBose, Acting Director for Finance, reviewed the budget process for the CIP. The CIP capital plan was worked on from February through June with the major budget issues report presented in June. The proposed operating budget was submitted to Council in City of Denton City Council Minutes February 1, 1994 Page 4 late July and Council adopted the operating budget and the first year of the CIP in mid-September. The CIP was updated on an annual basis for the five year plan. CIP had three phases of input, consolidation and management review, and consideration/adoption. Public hearings were held to receive public input on the plan. In mid-February staff handed out the results of the Council's budget questionnaire to staff at the staff capital budget kickoff. The questionnaire supplied direction to staff regarding the CIP. Ranking considerations included funding ability, public safety, legal mandates, legal requirements, quality of current service, economic development and growth, cultural, recreational and aesthetic value of each project. The Public Utilities Board would be working through the utility portion of the CIP at the same time. In late May, the Planning and Zoning Commission would have a second public hearing on the program and Council would adopt the program in mid-September. Council Member Brock suggested that the "no opinion" category might be removed as it was not used. city Manager Harrell stated that in the past, if that category were marked, it was not included in the average. DuBose stated that staff would provide Council the cumulative results when the questionnaires were completed. This was an opportunity to give direction regarding policy issues. City Manager Harrell stated that if there were an opinion of the entire Council on an issue, staff would proceed on that issue. If there were only one opinion from a Council Member, staff would use it as input regarding the issue. 4. The Council received a report and held a discussion regarding enhancements to Customer Service. Harlan Jefferson, Director for Treasury Operations, stated that the Customer Service staff had started an aggressive program to improve the quality of service it provided. The primary areas targeted for imDrovement were quality of service and customer satisfaction, environmental awareness, and cash flow and collection. Improved customer service and satisfaction included (1) grocery store payment centers which would provide increased convenience for the public, quicker receipt of revenues, reduced work load in Cashiering with reduced 30, 60 and 90 day accounts receivable and a decrease in the amount of over the counter and mail transactions. Piggly Wiggly had indicated some interest in accepting payments. 27 City of Denton City Council Minutes February 1, 1994 Page 5 Council Member Brock asked about compensation to the stores for handling the transactions. Jefferson replied that the estimated cost of the project would be $.20 per payment for approximately 4,750 customers. Council Member Brock asked how that compared to the present system. Jefferson replied that the City could probably collect the payments at half the cost. There would be no budget increases for these proposals. Mayor Pro Tem smith asked about a projection of individuals who would use this service. Jefferson replied approximately 5,000 individuals. Council Member Perry asked if there were any disadvantages to this project. Jefferson replied that those payments collected in the stores would tend to otherwise be mail payments. It was an easy procedure to open the mail payments which could potentially produce an extra cost if processed through the grocery store. (2) Grocery store sales of City trash bags. This project would increase the efficiency of trash bag distribution, increase convenience for the public, increase the sales of trash bags, and would adjust the work load of the City staff. (3) Automated phone attendant on metro lines would have the benefits of improved responsiveness to customers, adjust the work load in Cashiering, and reduce the number of transfers. (4) Discover Card addition for payment to the City would reduce the cost for the customer, allow direct handling of the transactions by Discover and increased credit card usage for payments. Discover was willing to offer a flat rate fee for transactions between $0-200 or a 1.7% charge of the transaction. (5) Confidentiality request forms would provide customers with assurance of their privacy and would comply with the State law. (6) A Customer Service Policy and Procedure Update would improve communication with customers, document proper processes and provide consistency in customer service with standards of performance. (7) Proration of the energy cost adjustment would be a more equitable application of the rate, and would be a quicker response to the natural gas market. (8) Customer Service Inquiry Forms would increase monitoring of service and reduce customer complaints. (9) Other customer service relations Drojects to be reviewed for effectiveness and feasibility included making credit extensions by phone, providing service forms in Spanish, printing holiday greetings on customer bills, customer appreciation day, providing 28 City of Denton City Council Minutes February 1, 1994 Page 6 quick energy efficient recipes, and developing a display to promote the environment and recycling projects. (10) System enhancements were also proposed such as an expanded message line, co-signer notification, landlord automatic re-connection and second customer I.D. Cash Flow Improvement projects included (1) Credit access through TRW would be a more appropriate application of the deposit policy, provide collection of additional data which could be used for collection purposes, and placement of outstanding balances on the credit report of customers. (2) Zip plus four would improve cash flow and reduce postage costs. (3) Personal disconnection notification system would improve the level of service, provide a savings through a decrease in paper production and postage, provide a savings through a decrease in staff and an increase in revenue from customer response. (4) Extended credit follow-up letter would increase timeliness of payments and reduce the 30, 60 and 90 day accounts receivables. Environmental Awareness projects would include the use of recycled paper for utility bills and envelopes. The Council convened into the Regular Meeting on Tuesday, February 1, 1994 at 7:00 p.m. in the Council Chambers. PRESENT: Mayor Castleberry; Mayor Pro Tem Smith; Council Members Brock, Chew, Cott, Perry, and Miller. ABSENT: None 1. Pledge of Allegiance The Council and members of the audience recited the Pledge of Allegiance. 2. The Council considered approval of the minutes of the Regular Session of January 4, 1994, the Special Call Session of January 11, 1994, the Joint Session of January 12, 1994, and the Regular Session of January 18, 1994. Perry motioned, Brock seconded to approve the minutes as presented. On roll vote, Brock "aye", Cott, "aye", Miller "aye", Smith "aye", Chew "aye", Pe~y "aye", and Mayor Castleberry "ayeII. Motion carried unanimously. 3. Citizen Requests A. The Council considered approval of a resolution temporarily closing Mounts Street, from Anderson to Congress, on Saturday, March 19, 1994. 29 City of Denton City Council Minutes February 1, 1994 Page 7 Catherine Tuck, Administrative Assistant, stated that this request would close Mounts Street from Anderson to Congress for the Boy Scout Soap Box Derby race. Attempts had been made to contact all the property owners and tenants in the area who would be affected by the closure. A flyer had also been sent out regarding the closure and no negative responses had been received. The Police Department and Fire Department had no safety concerns regarding the closure. The following resolution was considered: NO. R94-004 A RESOLUTION TEMPORARILY CLOSING MOUNTS STREET BETWEEN ANDERSON STREET AND CONGRESS STREET ON SATURDAY, MARCH 19, 1994; AND PROVIDING FOR AN EFFECTIVE DATE. Brock motioned, Cott seconded to approve the resolution. On roll vote, Brock "aye", Cott, "aye", Miller "aye", Smith "aye", Chew "aye", Perry "aye", and Mayor Castleberry "aye". Motion carried unanimously. 4. Public Hearings A. The Council held a public hearing and considered adoption of an ordinance rezoning a 9.242 acre tract from "C" Commercial District to "MF-i" Multifamily Dwelling District-1. The property was located at 1710 Sam Bass Drive and was known as the Westwind Apartments. (The Planning and Zoning Commission recommended approval at its meeting of January 12, 1994, 6-0.) Z-93-031 Frank Robbins, Executive Director for Planning and Development, stated that this was a rezoning from commercial to multifamily for an existing apartment complex. The complex was built when multifamily or apartment complexes were allowed to be built in a commercial district. In 1986, Council passed an ordinance which changed the cumulative use provisions of the zoning ordinance and made multifamily a use that was not allowed in the commercial district. In 1989 that ordinance became effective and the ordinance indicated that any changes such as this proposal would not be charged a fee. This was a zoning to the existing use and the Planning and Zoning Commission recommended approval. The Mayor opened the public hearing. Kim Lawrence stated that current zoning would not allow the owners to rebuild the property if there were a natural disaster in the area. The owners were applying for refinancing and the commercial City of Denton City Council Minutes February 1, 1994 Page 8 lenders felt that the property should be rezoned prior to loan approval. Council Member Cott asked about the length of the refinancing. Lawrence stated that this would be a long term financing and commitment on the property. It was intended that the owner would remain the owner and not just sell the property. No one spoke in opposition. The Mayor closed the public hearing. The following ordinance was considered: NO. 94-017 AN ORDINANCE OF THE CITY OF DENTON, TEXAS, PROVIDING FOR A CHANGE FROM COMMERCIAL (C) TO MULTIFAMILY DWELLING -1 (MF-1) ZONING DISTRICT CLASSIFICATION AND USE DESIGNATION FOR 9.242 ACRES OF LAND LOCATED AT 1710 SAM BASS ROAD; PROVIDING FOR A PENALTY IN THE MAXIMUM AMOUNT OF $2,000 FOR VIOLATIONS THEREOF; AND PROVIDING FOR AN EFFECTIVE DATE. Chew motioned, Smith seconded to adopt the ordinance. On roll vote, Brock "aye", Cott, "aye", Miller "aye", Smith "aye", Chew "aye", Perry "aye", and Mayor Castleberry "aye". Motion carried unanimously. B. The Council held a public hearing and considered approving an amendment to Specific Use Permit 194 for Liberty Christian School at 1500 South Bonnie Brae. (The Planning and Zoning Commission recommended approval at its meeting of January 12, 1994, 6-0.) Frank Robbins, Executive Director for Planning and Development, stated that this was an amendment for a specific use permit for Liberty Christian School. There would be phased improvements for the exDansion of the school and were a number of criteria to b~ m~t regarding the usage. The Planning and Zoning Commission found that all of the conditions had been met. One of the most important provisions in the specific use permits was that the infrastructure had to be in place to support the proposed improvements. There was a significant amount of public improvement which needed to be done such as underground drainage, perimeter ~treet paving, and sidewalks. The preliminary plat for the development was on the Consent Agenda. If Council felt that the preliminary plat should not be approved, it would need to be pulled from the Consent Agenda 31 City of Denton City Council Minutes February 1, 1994 Page 9 and discussed with this request. The Mayor opened the public hearing. No one spoke in favor. No one spoke in opposition. The Mayor closed the public hearing. Council Member Brock indicated that part of the area was in a flood plain. Robbins replied that part was in the flood plain and part was in the flood way. Before the improvements could take place in that area, there would be the need for additional study to define where the flood plain/way was. Before that improvement could take place, there was a condition of the specific use permit that the study would have to be approved by FEMA. ~The conceptual plan for the improvement was acceptable. The actual engineering plans would be taken care of during the final plat process. Council Member Perry questioned whether Liberty christian understood all the conditions and agreed with them. Robbins replied yes. Perry motioned, Brock seconded to approve the amendment. On roll vote, Brock "aye", Cott, "aye", Miller "aye", smith "aye", Chew "aye", Perry "aye", and Mayor Castleberry "aye". Motion carried unanimously. 5. Consent Agenda Council Member Cott asked that Bid #1572 be pulled for an explanation of the project. Eva Poole, Library Director, stated that the new branch was scheduled for completion in December of 1994 if construction were started this month. It would be a 10,000 square foot building and would house approximately 15,000 volumes with a program room which would seat 100 children. Perry motioned, Smith seconded to approve the Consent Agenda as presented. On roll vote, ,Brock "aye", Cott, "aye", Miller "aye", Smith "aye", Chew "aye", Perry "aye", and Mayor Castleberry "aye". Motion carried unanimously. 32 City of Denton City Council Minutes February 1, 1994 Page 10 Bids and Purchase Orders: 1. Bid #1572 - Denton Branch Library 2. Bid #1574 - PVC Conduit and Accessories 3. Bid #1575 - Transformers B. Plats and Replats Preliminary replat of 8.272 acres comprised of Lot 1, Block A, Stoneleigh Addition, located at 1500 South Bonnie Brae. (The Planning and Zoning Commission recommended approval at its meeting of January 12, 1994, 6-0.) Preliminary plat of Lots i and 2, Block B of the Denton Bible Church Addition. The 4.62 acre site was located on the northeast corner of Mingo Road and Nottingham Drive. (The Planning and Zoning Commission recommended approval at its meeting of January 12, 1994, 6-0.) C. Tax Refunds Fidelity National Title Co. for Doyle W. Henderson - $672.02. Safeco Land Title of Denton County for Elliott D. Cole - $793.76. 6. Ordinances A. The Council considered adoption of an ordinance accepting competitive bids and providing for the award of contracts for public works or improvements. (6.A.1. - Bid #1572) The following ordinance was considered: NO. 94-018 AN ORDINANCE ACCEPTING COMPETITIVE BIDSAND PROVIDING FOR THE AWARD OF CONTRACTS FOR PUBLIC WORKS OR IMPROVEMENTS; PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFOR; AND PROVIDING FOR AN EFFECTIVE DATE. Chew motioned, Smith seconded to adopt the ordinance. On roll vote, Brock "aye"~ Cott, "aye", Miller "aye"f Smith "aye"~ Chew "aye", Perry "aye", and Mayor Castleberry "aye". Motion carried unanimously. City of Denton city Council Minutes February 1, 1994 Page 11 B. The Council considered adoption of an ordinance accepting competitive bids and awarding a contract for purchase of materials, equipment, supplies or services. (6.A.2. - Bid #1574, 6.A.3. - Bid #1575) The following ordinance was considered: NO. 94-019 AN ORDINANCE ACCEPTING COMPETITIVE BIDS AND AWARDING A CONTRACT FOR THE PURCHASE OF MATERIALS, EQUIPMENT, SUPPLIES OR SERVICES; PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFORE; AND PROVIDING FOR AN EFFECTIVE DATE. Smith motioned, Perry seconded to adopt the ordinance. On roll vote, Brock "aye", Cott, "aye", Miller "aye", smith "aye", Chew "aye", Perry "aye", and Mayor Castleberry "aye". Motion carried unanimously. C. The Council considered adoption of an ordinance authorizing the City Manager to execute an interlocal agreement with County of Denton to authorize participation in various Denton County contracts for the purchase of various goods and services. Tom Shaw, Purchasing Agent, stated that this item was a request to allow the City of Denton to take advantage of some of the contracts which Denton County had put together. There was movement among governmental entities to cooperate with each other to save taxpayer money. This request dealt with the purchase of police sedans. The bid was lower than the State contract and local dealers were given an opportunity to participate in the bidding process. Council Member Cott asked if there were any way the city could go back to dealers which were local. Shaw replied that the city went through this each year. Local suppliers were contacted regarding the bid. Ford and Chevrolet were the only two dealers who had a police package. Decatur continued to be the low bidder in the area. There was nothing which precluded an out-of-town vendor from participating and the City could not show a local preference for a vendor. Council Member Brock noted that the low bid for this purchase came from Wise County and not Denton County. Denton County had gone outside the County for the low bid. 34 City of Denton City Council Minutes February 1, 1994 Page 12 The following ordinance was considered: NO. 94-020 AN ORDINANCE AUTHORIZING THE CITY MANAGER TO EXECUTE AN INTERLOCAL AGREEMENT WITH THE COUNTY OF DENTON TO AUTHORIZE PARTICIPATION IN VARIOUS DENTON COUNTY CONTRACTS FOR THE PURCHASE OF VARIOUS GOODS AND SERVICES; AUTHORIZING THE EXPENDITURE OF FUNDS; AND DECLARING AN EFFECTIVE DATE. Brock motioned, Perry seconded to adopt the ordinance. On roll vote, Brock "aye", Cott, "aye", Miller "aye", Smith "aye", Chew "aye", Perry "aye", and Mayor Castleberry "aye". Motion carried unanimously. D. The Council considered adoption of an ordinance authorizing the City Manager to purchase a track type excavator at a public auction in the amount exceeding the $15,000 bid limits as per State of Texas Procurement Law, Texas Local Government Code, Chapter 252. Tom Shaw, Purchasing Agent, stated that this was a request to participate in a new approach to purchase heavy equipment. Recent Texas legislature allowed municipalities to purchase items at public auctions conducted by a State licensed auctioneer. Council had previously given authorization to replace this equipment. State law indicated that any expenditure in excess of $15,000 must have final approval from the Council. This would not be possible if the equipment were purchased at a public auction. Staff was asking permission to try this procedure. The purchase at a public auction would be limited to those packages which had already been approved by the Council during the budget process and any equipment would be reviewed by the using department, fleet maintenance plus the Purchasing Agent before purchase. It was anticipated that there would be a $25,000 savings on this purchase. Council Member Perry asked if there would be any warranty with this equipment. Shaw replied no that the City would buy the equipment as it was. Mayor Pro Tem Smith felt that both this ordinance and the previous ordinance were commendable in that they were a good effort to save taxpayer dollars. 35 City of Denton City Council Minutes February 1, 1994 Page 13 The following ordinance was considered: NO. 94-021 AN ORDINANCE OF THE CITY OF DENTON,TEXAS, AUTHORIZING THE CITY MANAGER TO PURCHASE A TRACK-TYPE EXCAVATOR AT A PUBLIC AUCTION; AND PROVIDING AN EFFECTIVE DATE. Brock motioned, Smith seconded to adopt the ordinance. On roll vote, Brock "aye", Cott, "aye", Miller "aye", smith "aye", Chew "aye", Perry "aye", and Mayor Castleberry "aye". Motion carried unanimously. E. The Council considered adoption of an ordinance refusing acceptance of the dedication of a 0.1755 and 0.4012 acre tract from Hive, Incorporated and authorizing the Mayor to execute a Quit Claim Deed to said property to Hive, Incorporated. Rick Svehla, Deputy City Manager, stated that this plat was platted in 1982 as a pool site and as a playground site to be owned privately by a homeowners association. In 1989, the owner dedicated those pieces to the City of Denton. The City did not know of that dedication until recently. Staff felt that there was no practical uses for those tracts. The Development Review Committee felt that there were no beneficial city uses of the property. It was recommended that the city deny the dedications to the City and return the property to the tax roll. Mayor Pro Tem Smith asked if it would be possible to recover previous taxes on the property. Svehla stated that they were reviewing that with the Legal Department. City Attorney Drayovitch stated that the city would be able to collect back taxes as the City never accepted the deed so it was not valid. The following ordinance was considered: NO. 94-022 AN ORDINANCE REFUSING ACCEPTANCE OF THE DEDICATION OF A 0.1755 ACRE TRACT DESIGNATED AS "PLAYGROUND" AND A 0.4012 ACRE TRACT DESIGNATED AS "POOL SITE" AS SHOWN ON THE FINAL REPLAT OF WINDSONG AT THE VILLAGE PHASE V, AN ADDITION TO THE CITY OF DENTON, DENTON COUNTY, TEXAS, ACCORDING TO THE PLAT THEREOF RECORDED IN CABINET C, PAGE 23, PLAT RECORDS OF DENTON COUNTY, City of Denton City Council Minutes February 1, 1994 Page 14 TEXAS, AND AS SHOWN IN THE GIFT WARRANTY DEED EXECUTED BY HIVE, INC. ATTACHED HERETO, FOR PARK PURPOSES; AUTHORIZING THE MAYOR TO EXECUTE A QUIT CLAIM DEED TO SAID PROPERTY TO ANY POTENTIAL INTEREST ACQUIRED THEREIN TO THE HIVE, INC., AND DECLARING AN EFFECTIVE DATE. Smith motioned, Perry seconded to adopt the ordinance. On roll vote, Brock "aye", Cott, "aye", Miller "aye", Smith "aye", Chew "aye", Perry "aye", and Mayor Castleberry "aye". Motion carried unanimously. F. The Council considered adoption of an ordinance amending the 1993-94 budget of the City of Denton, Texas by appropriating the sum of $347,000 from the unobligated fund balance of the Motor Pool Account to Account Number for the purchase of the compost grinder and landfill scraper. Bob Nelson, Executive Director for Utilities, stated that this equipment would normally be purchased through certificates of obligation. This year those certificates would be sold in March rather than in January. As the equipment was needed earlier than March, this request was to use $347,000 from available motor pool funds to purchase the equipment. This action required an amendment to the budget and did not add anything to the budget. Council Member Cott asked about the pay out on the funds. Nelson stated that the pay out would be in five years which was the same as the certificates of obligation. The following ordinance was considered: NO. 94-023 AN ORDINANCE AMENDING THE 1993-94 BUDGET OF THE CITY OF DENTON, TEXAS BY APPROPRIATING THE SUM OF THREE HUNDRED FORTY- SEVEN THOUSAND DOLLARS ($357,000.00) FROM THE UNOBLIGATED FUND BALANCE OF THE MOTOR POOL ACCOUNT TO ACCOUNT NUMBER 720-025- 0584-9104; PROVIDING FOR PUBLICATION HEREOF; AND DECLARING AN EFFECTIVE DATE. Perry motioned, Chew seconded to adopt the ordinance. On roll vote, Brock "aye", Cott, "aye", Miller "aye", Smith "aye", Chew "aye", Perry "aye", and Mayor Castleberry "aye". Motion carried unanimously. 7. The Council considered nominations to the Plumbing and ~ Mechanical Code Board and the Keep Denton Beautiful Board. v 37 City of Denton City Council Minutes February 1, 1994 Page 15 Council Member Brock indicated that she did not have a nomination at this time for the Plumbing and Mechanical Code Board. Council Member Perry indicated that he did not have a nomination at this time for the Keep Denton Beautiful Board. 8. Miscellaneous matters from the City Manager. Lloyd Harrell, City Manager, presented the following items: A. Update on Teasley Lane Construction Project Rick Svehla, Deputy City Manager, stated that notices had been sent to the residences and neighborhoods along Teasley Lane which would be affected by the construction. The bid was to be awarded on February 24th. Neighborhood meetings would be held to provide further information regarding the construction timing, detours, etc. regarding the project. The City was trying to alert individuals regarding the project as the project was substantial with limited access. Mayor Castleberry asked when construction would start. Svehla replied that the Highway Department felt that 30 days after the awarding of bid which would be late March or early April to start construction. Mayor Pro Tem Smith asked if there were any kind of overpass close to the school to get children across Teasley from the Southridge area. Svehla replied that none of that was included at this point in time. Council Member Brock asked if the DISD had any special plans during construction period. Svehla replied that part of the notification was to Sam Houston School and to the DISD offices and they were invited to participate in the meetings. Council Member Miller felt it was good on the city's part to provide residents information regarding construction improvements for good communication. B. An item on the Council agenda for the 15th would be an ordinance regarding intent to issue certificates of obligation for the annual purchase of city vehicles. Also included were the 38 City of Denton City Council Minutes February 1, 1994 Page 16 computer systems as discussed for the police department, fire department and library. C. There was no need for a work session on the 8th. D. Council had indicated a desire for a mid-year retreat and a date was needed if Council was still interested in such a meeting. Mayor Castleberry suggested February 22nd as a possible date. After discussion, consensus of the Council was that March Sth would be the date for the mid-year retreat with a start time of 5:15 p.m. Mayor Pro Tem Smith indicated that the Council's Adopt-A-Spot needed cleaning and suggested February 19th as the clean-up date. 9. There was no official action taken on Executive Session items as no Executive Session had been held. 10. New Business The following items of New Business were suggested by Council Members for future agendas: A. Council Member Miller indicated that the low bid for the library branch was $9,000 over budget. The Friends of the Library had donated the additional money to make the bid. He suggested that the City send a letter in appreciation from the Council regarding that donation. B. Council Member Miller asked about the status of the review of the contracts for the hotel/motel recipients. Was a schedule going to be developed on those reviews. City Attorney Drayovitch stated that one or two of the contracts expired in September, others in December and some in March. City Manager Harrell stated that in the past, Council had appointed two Council Members to work with the Finance Director regarding the issue. It would be appropriate to start that process in the near future. Council Member Miller suggested that some type of communication process be started with the recipients and to place the appointment for consideration on the next agenda. City of Denton City Council Minutes February 1, 1994 Page 17 11. There was no Executive Session held during the Regular Session. With no further business, the meeting was adjourned at 7:47 p.m. C~TY SECRETARY CITY OF DENTON, TEXAS ACC00192