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HomeMy WebLinkAbout2010-04-13 Workshop & Regular Meeting PacketCITY OF ANNA AGENDA NOTICE -CITY COUNCIL WORKSHOP April 13, 2010 6:30 p.m. -Anna City Hall Administration Building The City Council of the City of Anna will meet in Workshop Session at 6:30 p.m., April 13, 2010, at the Anna City Hall Administration Building, located at 111 North Powell Parkway (Hwy 5), regarding the following items. 1. Call to Order 2. Roll Call and Establishment of Quorum. 3. Discussion of Street Paving Projects. (Philip Sanders) 4. Discussion regarding improvements to Natural Springs Park. (Philip Sanders) 5. CLOSED SESSION (EXCEPTIONS): Under Tex. Gov't Code Chapter 551, the City Council may enter into closed session to discuss any items listed or referenced on this agenda under the following exceptions: a. consult with legal counsel regarding pending or contemplated litigation and/or on matters in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551 of the Government Code (Tex. Gov't Code §551.071). The council further reserves the right to enter into executive session at any time throughout any duly noticed meeting under any applicable exception to the Open Meetings Act. 6. Discussion regarding any item on the City Council's April 13, 2010 Regular Meeting Agenda Notice, which was posted at the same date, time and place of this Workshop Agenda Notice. 7. Adjourn. 1. The Council may vote and/or ad upon each ofthe items listed in this agenda 2. The Council reserves the right to retire into executive session concerning any ofthe items listed on this agenda, whenever it is considered necessary and legally justified under the Open Meeting Act. 3. Persons with a disability who want to attend this meeting who may need assistance should contact the City Secretary at 972 924­ 3325 two working days prior to the meeting so that appropriate arrangements can be made. Q4.13-10 CC Regular Meeting Agenda.doc Posted Q4.9-10 This is to certify that I, Natha Wilkison, City Secretary, posted this agenda at a place readily accessible to the public at the Anna City Hall and on the City Hall bulletin board at or before 5:00 p.m., April 9, 2010. N I. The Council may vote and/or act upon each ofthe items listed in this agenda. 2. The Council reserves the right to retire into executive session concerning any ofthe items listed on this agenda, whenever it is considered necessary and legally justified under the Open Meeting Act. 3. Persons with a disability who want to attend this meeting who may need assistance should contact the City Secretary at 972 924­ 3325 two working days prior to the meeting so that appropriate arrangements can be made. 04-13-10 CC Regular Meeting Agenda.doc 2 Posted 04-9-10 CITY OF ANNA AGENDA NOTICE -CITY COUNCIL REGULAR MEETING April 13, 2010 7:30 p.m. -Anna City Hall Administration Building The City Council of the City of Anna will meet in Regular Session at 7:30 p.m., April 13, 2010, at the Anna City Hall Administration Building, located at 111 North Powell Parkway (Hwy 5), to consider the following items. Welcome to the City Council Meeting. Please sign the Sign-In-Sheet as a record of attendance. If you wish to speak on an open-session agenda item please fill out the Opinion/Speaker Registration Form and tum it in to the City Secretary before the meeting starts. 1. Call to Order. 2. Invocation and Pledge of Allegiance. 3. Citizen comments. Citizens are allowed 3 minutes, to speak. The Council is unable to respond to or discuss any issues that are brought up during this section that are not on the agenda, other than to make statements of specific factual information in response to a citizen's inquiry or to recite existing policy in response to the inquiry. 4. Receive reports from Staff or the City Council about items of community interest. Items of community interest include: expressions of thanks, congratulations, or condolence; information regarding holiday schedules; an honorary or salutary recognition of a public official, public employee, or other citizen (but not including a change in status of a person's public office or public employment); a reminder about an upcoming event organized or sponsored by the goveming body; information regarding a social, ceremonial, or community event organized or sponsored by an entity other than the goveming body that was attended or is scheduled to be attended by a member of the goveming body or an official or employee of the municipality; and announcements involving an imminent threat to the public health and safety of people in the municipality that has arisen after the posting of the agenda. 5. Consent Items. These items consist of non-controversial or "housekeeping" items required by law. Items may be considered individually by any Council member making such request prior to a motion and vote on the Consent Items. a. Approve City Council Regular minutes for March 23, 2010. b. Approve City Council Special minutes for March 27,2010. 1. The Council may vote and/or act upon each of the items listed in this agenda. 2. The Council reserves the right to retire into executive session concerning any ofthe items listed on this agenda, whenever it is considered necessary and legally justified under the Open Meeting Act. 3. Persons with a disability who want to attend this meeting who may need assistance should contact the City Secretary at 972 924­ 3325 two working days prior to the meeting so that appropriate arrangements can be made. 04-13-10 CC Regular Meeting Agenda.doc 3 Posted 04-9--10 c. Approve City Council Joint minutes for March 27, 2010. 6. Presentation and approval of the FY 2009 Audit. (Philip Sanders) 7. Presentation of the Fire Department 2009 Financial Statements. (Philip Sanders) 8. Discussion regarding creating a City of Anna Fire Department. (Philip Sanders) 9. (a) Public Hearing For City Council to hear public comment regarding the City of Anna Comprehensive Plan 2010-2030. (Maurice Schwanke) (b) Consider/Discuss/Action regarding approving an Ordinance adopting the City of Anna Comprehensive Plan 2010-2030. (Maurice Schwanke) 10. Consider/DiscusS/Action regarding adopting a Resolution authorizing advertising bids for the Riggins Street Rehabilitation Project. (Philip Sanders) 11. Consider/Discuss/Action regarding adopting a Resolution authorizing the City Manager to negotiate a Commercial Trash contract. (Philip Sanders) 12. Consider/Discuss/Action regarding adopting a Resolution approving an amendment to the 2009-2010 Fiscal Year Anna Economic Development Budget. (Jessica Perkins) 13. Consider/Discuss/Action regarding adopting a Resolution approving an amendment to the 2009-2010 Fiscal Year Anna Community Development Budget. (Jessica Perkins) 14. Consider/Discuss/Action regarding a Resolution to cancel an Agreement for fire protection plan review services with Reed Fire Protection Engineering LLC. (Philip Sanders) 15. Consider/Discuss/Action regarding a Resolution approving a Contract for plan review and inspection services with Bureau Veritas North America Inc. (Philip Sanders) 16. Consider/Discuss/Action regarding an Ordinance amending Part IV. Article 2, Section 3.03 of the Anna City Code of Ordinances; providing a fee schedule for fire code plan review services and fire code inspection services for fire alarm and sprinkler systems. (Maurice Schwanke) 17. CLOSED SESSION (EXCEPTIONS): Under Tex. Gov't Code Chapter 551, the City Council may enter into closed session to discuss any items listed or referenced on this agenda under the following exceptions: a. consult with legal counsel regarding pending or contemplated litigation and/or on matters in which the duty of the attorney to the governmental 1. The Council may vote and/or act upon each oCthe items listed in this agenda. 2. The Council reserves the right to retire into executive session concerning any ofthe items listed on this agenda, whenever it is considered necessary and legally justified under the Open Meeting Act. 3. Persons with a disability who want to attend this meeting who may need assistance should contact the City Secretary at 972 924­ 3325 two working days prior to the meeting so that appropriate arrangements can be made. 04-13-10 CC Regular Meeting Agenda.doc 4 Posted Q4..9-10 body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551 of the Government Code (Tex. Gov't Code §551.071) The council further reserves the right to enter into executive session at any time throughout any duly noticed meeting under any applicable exception to the Open Meetings Act. 18. Consider/Discuss/Action on any items listed on posted agenda for April 13, 2010 City of Anna Workshop Session or any closed session occurring during this Regular Meeting, as necessary. 19. Adjourn. This is to certify that I, Natha Wilkison, City Secretary, posted this agenda at a place readily accessible to the public at the Anna City Hall and on the City Hall bulletin board at or before 5:00 p.m., April 9, 2010. I. The Council may vote and/or act upon each ofthe items listed in this agenda 2. The Council reserves the right to retire into executive session concerning any ofthe items listed on this agenda, whenever it is considered necessary and legally justified under the Open Meeting Act. 3. Persons with a disability who want to attend this meeting who may need assistance should contact the City Secretary at 972 924­ 3325 two working days prior to the meeting so that appropriate arrangements can be made. 04-13-10 CC Regular Meeting Agenda.doc 5 Posted 04-9-10 Item No=.5__ City Secretary's use only Y{OUB} BOIIBTOWN City of Anna City Council Agenda Staff Report Council Meeting: April 13, 2010 Staff Contact: Philip Sanders Account Code #:_----'N~/A..:.....-______ Date Prepared: 4/8/10 Budgeted Amount:.___----=-N=IA'-"--___ Exhibits: DYes DNo AGENDA SUBJECT: Consent Items. These items consist ofnon-controversial or "housekeeping" items required by law. Items may be considered individually by any Council member making such request prior to a motion and vote on the Consent Items. a. Approve City Council Regular minutes for March 23, 2010. b. Approve City Council Special minutes for March 27, 2010. c. Approve City Council Joint minutes for March 27,2010. SUMMARY: RECOMMENDATION: A motion to approve consent items. Item No. 6 __ City Secretary's use only City of Anna City Council Agenda Staff Report Council Meeting: April 13, 2010 Staff Contact: Philip Sanders Account Code #:_________ Budgeted Amount: ________ Exhibits: 0 Yes DNo AGENDA SUBJECT: Presentation and approval of the FY 2009 Audit. SUMMARY: Last fall the City Council authorized the firm of V ail Warren & Knauth, LLP to perform the City's annual audit. Representatives of the finn will present the FY 2009 Audit Report and will be available to answer questions. RECOMMENDATION: Staff recommends that the City Council approve the FY 2009 Audit Report. ----------- Item No._7__ City Secretary's use only City of Anna City Council Agenda Staff Report Council Meeting: April!3, 2010 Staff Contact: Philip Sanders Account Code #: Budgeted Amount: ____~____ Exhibits: 0 Yes DNo AGENDA SUBJECT: Presentation ofthe Fire Department 2009 Financial Statements. SUMMARY: Last fall the City Council asked the Staff to provide an audit of the volunteer Fire Department's ftnances. While Anna Fire and Rescue, Inc. is not currently a City department, about 2/3 of their operating revenue is provided by the City. In cooperation with the Fire Department, the fum of Vail Warren & Knauth, LLP performed an audit of the Department's 2009 ftnancial statements. Their report is attached for your review. Representatives of Vail Warren & Knauth will present their report and will be available to answer questions. Item No=.8~_ City Secretary's use only City of Anna City Council Agenda Staff Report Council Meeting: April 13, 2010 Staff Contact: Philip Sanders Account Code Date Prepared: 4/811 0 Budgeted Amount: ___-=-N=IA~___ Exhibits: 0 Yes No AGENDA SUBJECT: Discussion regarding creating a City of Anna Fire Department. SUMMARY: RECOMMENDATION: Item No. 9 (a & b) city Secretary use only City of Anna City Council Agenda Staff Renort Council Meeting: --"-o4-"'...... ...... Staff Contact: Maurice Schwanke 1=31-"-o ____ Prepared by: Maurice Schwanke Account Code #:_----!N~/..::..A:..-_____ Date Prepared: ___0~4!.'_/0=6~/=1O'"______ Budgeted Amount:..::$'----"N..;.:./.::...:A=--_____ Exhibits: .Yes 0 No AGENDA SUBJECT: (a) Public Hearing -For City Council to hear public comment regarding the City of Anna Comprehensive Plan 2030. (b) ConsiderlDiscussl Action regarding approving an Ordinance adopting the City of Anna Comprehensive Plan 2030. SUMMARY: The Comprehensive Plan is a tangible representation of where a community aspires to be in the future and it establishes the guiding steps on how best to achieve that vision through a framework of Goals, Objectives, and Policies. The plan embodies the community's value and provides guidance regarding development decisions during the planning period. The comprehensive Plan is the "Plan" for the City of Anna. It is the City's guide for decision making regarding physical development and the allocation of resources. It provides local government officials direction in developing programs and strategies, making capital expenditures, and setting annual budgets. Although the Plan focuses on most aspects of city life related to the physical environment, it touches on some important social aspects as welL The Comprehensive Plan encourages residents and business to join together to ensure that the community's vision is achieved. The Comprehensive Plan is comprehensive in nature because of the following three elements: • It is long range, covering a timeline of 20 years. • It addresses the entire geographic area of the city and the extraterritorial jurisdiction. • It addresses 10 planning topics that have an effect on the community's quality of life. The City Council appointed a Citizen Master Plan Update Advisory Committee to ensure community input into the process of Updating the existing Master Plan. This committee was instrumental in bringing forth the Comprehensive Plan Document. The draft Plan was formally introduced at a joint work shop of the Citizen Master Plan Update Advisory Committeel Planning and Zoning Commission/City CounciL The draft Plan has also been posted on the City web site throughout the month of March. A posted pubic hearing and presentation was conducted at the Planning and Zoning Commission. Item No.' (a& b) City Secretary use only PLANNING AND ZONING ACTION: The Planning and Zoning Commission recommend approval of the Comprehensive Plan 2030 at their meeting April 5, 2010. The vote was unammous. RECOMMENDED ACTION: The stafIis recommending approval of the Comprehensive Plan 2030 document. Item No. 10_ City Secretary's use only City of Anna City Council Agenda Staff Report y{oum HOMETOWN Council Meeting: April 13, 2010 Staff Contact: Philip Sanders Account Code #:__________ Budgeted Amount: _________ Exhibits: DYes DNo AGENDA SUBJECT: A Resolution authorizing advertising bids for the Riggins Street Rehabilitation Project. SUMMARY: In the FY 2010 Budget the City allocated $100,000 for a street improvement project. Earlier this year, Staff presented to the Council a list of street improvement priorities and recommended that this year's budget allocation be used to rehabilitate a portion of Riggins Street from Fourth Street to Hackberry Drive. Construction plans and specification for this project have been prepared by an engineering firm selected by the City. City Council authorization is required before we begin advertising the bid solicitation. RECOMMENDATION: Staff recommends approval of this Resolution to authorize Staff to begin advertising the project. ____ Item No. 11­ City Secretary's use only City of Anna City Council Agenda Staff Report Council Meeting: April 13, 2010 Staff Contact: Philip Sanders Account Code #:__________ Budgeted Amount:. ----­Exhibits: 0 Yes DNo AGENDA SUBJECT: ConsiderlDiscussiAction regarding a Resolution authorizing the City Manager to negotiate a Commercial Trash contract. SUMMARY: In 2005, the City Council approved a Solid Waste Collection and Disposal Contract with Waste Management with an effective date of August 1, 2005. The term of the current Contract expires on August 1,2010. On January 26, 2010 the City Council approved a Resolution exercising its option to not renew the contract for another five year term. In February we issued a Request for Proposals (RFP) for a new commercial trash collection contract to take over service when the current Waste Management contract expires on August 1 S\ The new commercial contract will be for a three year term so that its expiration will coincide with the expiration of the existing residential trash collection contract. The new contract will provide dumpster service to all City facilities and parks at no charge. We received four responses to our RFP including responses from Waste Management, IESI, CWD, and Bradshaw and Son. The proposals submitted by IESI and Bradshaw and Son are very comparable and by far the most competitive. We currently have 51 regular commercial trash customers. The proposal submitted by Bradshaw and Son resulted in the lowest total monthly cost for the aggregate of all current customers. The prices proposed by IESI are the lowest for 65% of our current customers and the prices proposed by Bradshaw and Son are the lowest for the other 35%. The commercial roll-off rental rates proposed by Bradshaw and Son appear to be most favorable. Between the two leading proposals, Bradshaw and Son has proposed the most favorable roll-off rental rate for sludge disposal at the wastewater treatment plant. The vehicles used by Waste Management under the current contract and the vehicles proposed by all other providers are front loading that lift the dumpsters and empty them in the top of the trucks. The vehicles proposed by Bradshaw and Son would attach to the dumpsters at the rear of the truck and load the trash into the back. RECOMMENDATION: After reviewing all of the responses, we are recommending that City Council authorize Staff to negotiate a new three-year commercial trash collection contract with Bradshaw and Son. Our recommendation is based on a comparison of the prices for the various collections services outlined in the RFP, our evaluation of each proposer's ability to provide the services requested, and the likelihood of being able to negotiate the most favorable contract terms with the leading proposers. ItemNo.1L­ City Secretary's use only The proposals and prices were submitted based on the assumption that the City will continue to provide the billing services for the regular commercial accounts. Because we provide billing services, and because the contract grants the provider an exclusive franchise for commercial disposal within the City, the new contract and fee structure will include the collection of a franchise fee by the City that will be equivalent to 10% of the fees paid to the service provider. Even with the franchise fee added, all our current customers would pay less than what they are being charged under the current Waste Management contract. The approval of a new commercial trash collection franchise will save the City at least $12,000 (the annual cost for dumpsters at City facilities & parks) and will earn about $10,000 in additional revenue from the franchise fee. The complete RFP responses submitted by each service provider are available at the City Hall Administration Building. A summary is attached. ItemNo.~ City Secretary's use only CITY OF ANNA. TEXAS City of Anna City Council Agenda Staff Report Council Meeting: April 13,2010 Staff Contact: Jessica Perkins Account Code Budgeted Amount: _______Exhibits: X Yes _____ D No AGENDA SUBJECT: ConsiderlDiscussiAction regarding adopting a Resolution approving amending the 2009-2010 Fiscal Year Anna Economic Development Budget. (Jessica Perkins) SUMMARY: The EDC is ready to print some maps and brochures and needs to move some money into the administrative line item to cover the expense. It was unknown at the time of the budget preparation when, how much, and from what line item the expense would fall under. STAFF RECOMMENDATION: Staff recommends you adopt the resolution. ItemNo.~ City Secretary's use only CITY OF ANNA. TEXAS City of Anna City Council Agenda Staff Report Council Meeting: April 13, 2010 Staff Contact: Jessica Perkins Account Code Budgeted f\1I10Um:___________ Exhibits: X Yes 0 No AGENDA SUBJECT: ConsiderlDiscussiAction regarding adopting a Resolution approving amending the 2009-2010 Fiscal Year Anna Community Development Budget. (Jessica Perkins) SUMMARY: The CDC is ready to print some maps and brochures and needs to move some money into the administrative line item to cover the expense. It was unknown at the time of the budget preparation when, how much, and from what line item the expense would fall under. STAFF RECOMMENDATION: Staff recommends you adopt the resolution. ItemNo.~ City SecretaIy's use only City of Anna City Council Agenda Staff Report Council Meeting: April 13, 2010 Staff Contact: Philip Sanders Account Code Budgeted Amount: ____~____ Exhibits: 0 Yes DNo AGENDA SUBJECT: ConsiderlDiscussiAction regarding a Resolution to cancel an Agreement for fire protection plan review services with Reed Fire Protection Engineering LLC. SUMMARY: In December of 2006, the City Council approved an Agreement for fire protection plan review services with Reed Fire Protection Engineering, LLC (RFPE). When the City receives a building permit application that requires the installation of a fire suppression system, the applicant is required to pay RFPE directly for that plan review. Our contract with RFPE requires the City to use their services exclusively for fire code review during the term of the Agreement. The building code plan review is performed separately by Bureau Veritas. The City's Development Director and Fire Marshall have suggested that the City would be better served if these reviews were performed by the same entity rather than two separate third party reviewers. In addition, we believe that the City should monitor charges and payments for plan review services instead of requiring direct payments by the applicant to a third party reviewer. RECOMMENDATION: Since Bureau Veritas currently provides building code plan review services and are capable of providing fire code review services, we are recommending that the Agreement with RFPE be terminated and that the City contract with Bureau Veritas for fire code plan review services. Staff recommends approval of this Resolution. Item No. ..l.S:...­ City Secretary's use only Y{OUB;}HOJlETO'llll"N City of Anna City Council Agenda Staff Report Council Meeting: April 13, 2010 Staff Contact: Philip Sanders Account Code #:__________ Budgeted Amount: _____---_ Exhibits: DYes DNo AGENDA SUBJECT: ConsiderfDiscussl Action regarding a Resolution approving a Contract for plan review and inspection services with Bureau Veritas North America Inc. SUMMARY: A number of years ago, the City contracted with a company known as Graham Marcus for building code plan review and inspection services. Graham Marcus was subsequently purchased by Bureau Veritas. Bureau Veritas has requested that the City update the master agreement to include current name of the company know as Bureau Veritas North America Inc. The terms of the updated agreement have been reviewed by the City Attorney and are largely similar to the previous agreement. The updated agreement also includes the Fire code plan review services that have previously been provided by Reed Fire Protection Engineering LLC. RECOMMENDATION: Staff recommends approval of this Resolution. Item No. -.lL City Secretary use only City of Anna City Council Agenda Staff Renort Council Meeting: 0411311 ° Staff Contact: Maurice Schwanke Prepared by: Maurice Schwanke Account Code Date Prepared: __---'0"-4:..:...;/0"--"6"-11::....::0'----_ Budgeted Amount:...,.$'---"'N...!.:./.=,.,A________ Exhibits: .Yes 0 No AGENDA SUBJECT: ConsiderlDiscuss/ Action regarding amending the Code of Ordinances Fee Schedule. SUMMARY: Since 2006 the City has been using Reed Fire Protection Engineering (RFPE) for fire plan reviews. The fees, reviews, and plans have been going directly to RFPE without being filtered/submitting through the City. When building plans are being reviewed by Bureau Veritas a comment is being made that "Fire Plan Review by Others" which is true. It is our opinion that the City would be better served if these reviews were done by the same entity rather than two separate groups (Coordinated effort). In this manner nothing within the building envelope as far as plan review would fallout of the oversight of a single review agency. It is also our opinion that when builders are charged fees for reviews the City should be able to monitor charges and payments instead of a direct connection between builder and reviewer. As such the fees that have been setup only relate to RFPE and not to another entity. The attached fee schedule as presented reflects the rates currently used by Bureau Veritas. Currently, Inspections are conducted by our Fire Marshall. If for some reason the Fire Marshall is out of town or on vacation we will be able to use Bureau Veritas to carry out inspections. PLANNING AND ZONING ACTION: NA RECOMMENDED ACTION: The staff recommends approval of this ordinance revision.