1990-07-03 CITY OF SOUTHLAKE
667 N. Carroll Avenue
REGULAR CITY COUNCIL MEETING
July 3, 1990 7:30 p.m.
COUNCILMEMBERS PRESENT: Mayor, Gary Fickes; Mayor Pro Tem, Betty
Springer. Members: Jerry Farrier, Ralph Evans, and, Rick Wilhelm
COUNCILMEMBER ABSENT: Councilmember Sally Hall
CITY STAFF PRESENT: Curtis E. Hawk, City Manager; Michael Barnes,
Director of Public Works; Billy Campbell, Police Chief; Eddie
Cheatham, City Engineer; E. Allen Taylor Jr., City Attorney; and,
Sandra L. LeGrand, City Secretary.
INVOCATION: Councilmember Ralph Evans.
A work session was held tonight, beginning at 6:30 p.m. for the
purpose of allowing City Council time to review the agenda items.
The Regular City Council meeting was called to order at 7:30 p.m.
by Mayor Gary Fickes.
Agenda Item ~2, Approval of Minutes
A quorum of Council members present during the June 19, 1990 City
Council meeting, were not present tonight, therefore, the Minutes
of the June 19, 1990, City Council meeting will be considered for
approval on July 17, 1990.
Agenda Item #3, Mayor's Report
Mayor Fickes announced that from June 28, thru July 1,
Councilmembers Farrier and Wilhelm, as well as himself, attended
the 1990 TML Institute for Mayor's, Councilmembers and
Commissioners in Lubbock, Texas. He added, that the seminar was
very educational and most beneficial for all of them.
Councilmember wilhelm commented that the most beneficial aspect was
the interaction with other City Councilmembers. He looks forward
to again sharing with the area cities.
Mayor Fickes announced that Budget Work Sessions for Fiscal Year
1990-91, have been scheduled on July 24, 25, 26 to begin at 7:00
p.m.
Fickes noted that he and the City Manager had seen Gib Lewis a few
days ago at an appreciation meeting in Saginew, and Lewis stated
he hoped to have a meeting scheduled in the near future in regards
to the issue of curb and gutter on FM 1709.
City Council Minutes
July 3, 1990
page two
Agenda Item #4, City Manager's Report
The City Manager, Curtis E. Hawk, noted that the Town of Trophy
Club has indicated that they would like to have a permanent roadway
built on the dirt road which comes out on T.W. King Road, in the
City of Southlake. He noted that in a four (4) minute time frame,
six cars and a motorcycle came across the dirt path onto T.W. King
Road.
Mr. Hawk also noted that the city received a letter from the Upper
Trinity River Regional Water District, inviting the City to join
the district, while it is in the process of being established.
Hawk stated he feels the City should keep our options open.
Agenda Item ~5, Consent Agenda
The consent agenda consists of the following:
Resolution 90-51, authorizing the Staff to
advertise for bids for the expansion of City
Hall facilities.
Motion was made to approve agenda item #5,
Motion: Wilhelm
Second: Evans
Ayes: wilhelm, Evans, Farrier, Springer
Nays: None
Approved: 4-0 vote.
as described above.
Agenda Item #6, Public Forum
No comments were received during the public forum.
Agenda Item ~7, Accepting Bids for CPE Sewer System Project
The City Manager, Curtis Hawk reviewed the actions taken to date on
the Continental Park Estates, sewer system project. A copy of the
memorandum from DPW, Michael Barnes, is hereby incorporated into
the minutes of the meeting.
Councilmember Wilhelm stated he is real excited that the City is
going to be able to not only put in sewer but reconstruct the roads
in Continental Park Estates.
Curtis Hawk stated he will have a letter out to the property
owners in that addition, by Friday, July 6, in regards to
the project.
City Council Minutes
July 3, 1990
page three
Agenda Item #7, Continued
Motion was made to accept the base bid for Wright Construction
Company, for the Continental Park Estates Sewer System Project.
Motion: Wilhelm
Second: Springer
Ayes: Wilhelm, Springer, Evans, Farrier
Nays: None
Approved: 4-0 vote.
Agenda Item #8, Accepting recommendation for "Court of Record"
The City Manager explained for the audience that during the last
City Council meeting, the Committee selected to review the
advantages and disadvantages of Southlake going "Court of Record"
made their recommendation to the City Council. They recommended
that Southlake proceed with the steps necessary in becoming a
"Court of Record".
Motion was made to accept the recommendation of the
"Court of Record" and that staff come back with the
election and related information.
Motion: Wilhelm
Second: Farrier
Ayes: Wilhelm, Farrier, Springer, Evans
Nays: None
Approved: 4-0 vote.
Committee for
date for the
Councilmember Jerry Farrier stepped down for Agenda Item
#9, Developers Agreement for Robert Lemke, as he is
employed by Lemke Construction Company.
Agenda Item #9, Developers Agreement for Lemke Construction Co.
Director of Public Works, Michael Barnes reviewed the conditions of
the Developers Agreement for Council.
No comments from the audience were received in regards to the
developers agreement.
Motion was made to approve the
Construction Company.
Motion: Evans
Second: Springer
Ayes: Evans, Springer, wilhelm
Nays: None
Abstention: Farrier
Approved: 3-0-1
Developers Agreement for Lemke
City Council Minutes
July 3, 1990
page four
Agenda Item #10, Executive Session
Mayor Fickes announced that there would be no executive session
this evening.
Agenda Item #12, Action necessary/litigation
No action was taken on this item tonight.
Agenda Item #13, Action necessary/personnel (including Boards and
Commissions.
No action was taken on this item tonight.
Agenda Item #14, Meeting Adjourned.
The meeting was adjourned at 8:10
Motion: Evans
Second: Farrier
Ayes: Evans, Farrier, Wilhelm,
Nays: None
Approved: 4-0 vote.
.,,,~., ~ ~ L
S~ndra L. ~oGrand
C~t7 Secretar7
Springer
MayOr Ga-fy yickes
THE STATE OF TEXAS
COUNTY OF �iAUt/
I, 3 erfcZ-c, ` e - ? as a member of the C,Ti
make thisl affidavit and hereby on oath state the oliowing: I,
and /or a person or persons related to me, have a substantial
interest in a business entity that would be peculiarly affected by
a vote or decision of the as
those terms are defined in Chapter 171, Texas Local Government Code.
The business entity is t erillI ps,�c �'C3TLY' GtiSi �=�� t7c :�
(name and address)
I have a substantial interest in this business entity for the
following reasons: (Check all which are applicable)
Ownership of 10% or more of the voting stock or
shares of the business entity.
Ownership of 10% or more or $5,000 or more of the
fair market value of the business entity.
Funds received from the business entity exceed 10%
(:: of gross income for the previous year.
Real property is involved and
have an equitable or legal ownership with a fair
market value of at least $2,500.
A relative of mine has a substantial interest in the
business entity or property that would be affected
by a decision of the public body of which I am a
member.
Upon filing of this affidavit with the City Secretary, I affirm
that I will abstain from voting on any decision involving this
business entity and from any further participation on this matter
whatsoever.
r/l
Signed this day of 4 , 19 CiU
1 4 am
S'gnatu - of official
Title
BEFORE M the u4dersigned authority, this day personally appeared
A and on oath stated that the
facts her' inab ve stated are true to the best of
knowledge or b lief.
Sworn o and subscribed to before me on this 3 day of
1996
r
� v Ntk �. yet 1;t?:: ry . � an�
� P�ctary PaRiic No . Pub is in d f
STATE Or TEXAS the State of Texas
My Comm. Exp. 02/04/93
My Commission Expires:
6 i\66
Type /Print Notary's Name
*111
4
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City of Southlake, Texas
•
•
M E M O R A N D U M rim=
June 29, 1990
TO: Curtis E. Hawk, City Manager
FROM: Michael H. Barnes, Director of Public Works
SUBJECT: Award Bids For Continental Park Estates
(CPE) Sewer Project
On June 26, 1990 at 10:00 A.M., bids for the CPE Sewer
Project were opened and read aloud at City Hall. Attached
is the bid tabulation from the bids received and a
recommendation from Cheatham & Associates to award the bid
to Wright Construction who was the low bid on both the Base
Bid and Alternative Bid.
The Base Bid included providing sanitary sewer service to
the remainder of lots in CPE plus the reconstruction of
the streets in CPE. The Alternate Bid included providing
sanitary sewer service to the remainder of lots in CPE plus
the repair of streets in CPE.
The City Council has determined that this project cannot
be awarded until such time that property owners in CPE
has paid their share of the total project which was
determined to be $145,500. The bid specs were prepared with
that caveat in mind and the contractors submitted their bids
with a 90 day bid bond.
Based on the above, the staff recommends that the
contract be awarded to Wright Construction based on the
low Base Bid of $249,356.62 contingent upon the City
receiving enough moneys from the property owners (amount to
be determined by the City Council) to fund the project.
Of the $249,356.62, $230,000 would be the amount to be
funded by the City and CPE (see attached exhibit "A ") and
the remaining $19,356.62 would be funded from the Street
Road and Maintenance Fund for the reconstruction of the
streets in CPE.
Please place this item on the City Council's next agenda for
consideration.
AO
MHB /ew
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Exhibit ' „
Page 1 of 2
Continental Park Sewer Cost
*CPE Pro Rata Cost - Scenic Drive $ 14,000
Remainder of CPE Pro Rata Cost 180,000
CPE Total Cost 194,000
X.75%
$145,500
CPE Incentive Cost Based on 75% of Actual Cost = $145,500 = $2,078
70
CPE Assessment Cost = $194,000 = $2,771/lot X .90% = $2,494/lot
70
*CPE = Continental Park Estates
2 -3
City of Southlake, Texas
Page 2 of 2
Construction Cost for Remainder of CPE
Total Sewer Construction Cost $230,000
Funding
City of Southlake $ 33,500
Sewer Fund 51,000
CPE 145,500
$230,000
*CPE = Continental Park Estates
7-e/
CHEATHAM
AND
ASSOCIATES
June 28, 1990
Mr. Mike Barnes, P.E.
Director of Public Works
City of Southlake
667 N. Carroll Ave.
Southlake, Texas 76092
Re: Recommendation of Contract for Sanitary Sewer
for Continental Park Estates
Enclosed herewith for your use is a copy of the Bid Tabulation
for the subject project.
We recommend that the contract be awarded for Sections I and II
to the law bidder, Wright Construction of Grapevine. The city can
decide, based upon the availability of funds, whether to award
the contract for the Base Bid or the Alternate Bid. The Base Bid
is based upon a full pavement overlay rather than a strip repair,
which was the alternate. Considering the existing condition of
the streets, after the sewer line is constructed the streets will
be in very bad shape. We recommend that the contract be awarded
for the Base Bid, if funds are available.
We will schedule a pre- construction conference as soon as
everyone is available.
If you have any questions or comments please give us a call.
Respectful ly,
Eddie Cheatham, P.E.
enc.
ENGINEERS • PLANNERS • SURVEYORS
A Subsidiary Firm of Southwest Planning and Design, Inc.
1170 Corporate Drive West • Suite 207 • Arlington, Texas 76006
817/633 -1023 • Metro 640 -4329
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City of Southlake, Texas
M E M O R A N D U M
June 29, 1990
TO: HONORABLE MAYOR FICKES AND CITY COUNCIL MEMBERS
FROM: COUNCILMEMBER SALLY HALL
SUBJECT: Absence from July 3, 1990 City Council Meeting
I will not be able to attend the Regular City Council of
July 3, 1990, as my family and I will be out of the area for
the 4th of July Holiday.
Please excuse my absence.
LL /sl 9
City of Southlake, Texas
MEMORANDUM Inero29algrA;
June 29, 1990
TO: Curtis E. Hawk, City Manager
FROM: Michael H. Barnes, Director of Public Works
SUBJECT: Advertise For Bids For City Hall Addition
The Space Utilization consultants have studied the space
needs of the staff and have made a preliminary report to the
Council at the June 15, 1990 Council retreat. Included in
the report was a recommendation of adding a modular building
(36' x 60') to the back of the existing city hall building.
At the retreat, the Council suggested that the consultants
prepare bid specifications for the modular building for
bidding purposes. The consultants are in the process of
preparing these specifications and are ready to advertise
for bids for the City Hall Addition.
Please place on the City Council next agenda by resolution
permission to advertise for bids for the City Hall Addition
to be received by the City Secretary on Thursday, August 2,
1990 at 10:00. If there are any questions, please contact
me.
MHB /ew
I r
June 29, 1990
TO: Honorable Mayor and Members of City Council
FROM: Curtis E. Hawk, City Manager
SUBJECT: July 3, City Council Agenda Item and Other Items
of Interest
1. Concerning the Agenda, I believe this is one of the
shortest we have had in terms of items since I have
been here. I wish I could take credit.
2. Agenda Item No. 5. Authorizing staff to advertise for
bids for City Hall addition. This item is to allow us
to fix the cost for the modular building proposed to be
added to the back of the existing facility. The
specifications will state that we reserve the right to
reject all bids if the cost is too high. Once bids are
received, we will bring them to you for consideration
(anticipated date of August 7th).
We have planned to place the amount in the budget for
FY90 -91. It will be that long before we can go through
the process.
3. Agenda Item No. 7. Bids for Continental Park Sewer.
The bids received for the CPE sewer project were very
favorable. As you recall, the cost for the sewer was
originally estimated to be $285,600 before we reduced
the Scenic Drive costs ($55,600) and the Oakwood Trail
costs ($88,000) to a pro rata share for CPE.
To recapitulate, after the pro rata reductions, we
estimated the cost to be as follows:
Continental Park Sewer Cost
*CPE Pro Rata Cost - Scenic Drive $ 14,000
Remainder of CPE Pro Rata Cost 180,000
CPE Total Cost 194,000
X.75%
$145,500
CPE Incentive Cost Based on 75% of Actual Cost =
-) $145,500 = $2,078
70
ATTEST: CITY OF SOUTHLAKE
Honorable Mayor and Members of City Council
Agenda Item Comments and Other Items of Interest
June 29, 1990
Page 2
CPE Assmnt Cost = $194,000= $2,771/lot X .90% =
70
$2,494/lot
*CPE = Continental Park Estates
The estimated cost of $230,000 included engineering.
The bids received are for construction only. The
estimated cost also only included the repair of the
street area where the sewer line is to be placed, i.e.,
did not include cost of street reconstruction.
The bid specs had a base bid option that included
street reconstruction, and as an alternate, only the
cost of street repair. The low bidder on each option,
Wright Construction, had a bid of approximately
$249,000 to reconstruct the streets.
Staff recommends that we accept the bid to reconstruct
the streets. The cost to the benefitted property
owners would not change from what we previously
1
estimated ($145,500). The City could pay the
additional $19,000 out of the remainder in our Street
and Road Improvement Fund, which has approximately
$22,000 remaining after paying for Kimball and Shady
Oaks this year. This would be an appropriate
expenditure of the funds, it is a very favorable bid
that we might not otherwise subsequently receive, and
we would be completing the work as one project.
4. Agenda Item No. 8. Court of Record Recommendation.
On June 19, the City Council received the report and
recommendation of the Court of Record Study Committee.
The Committee recommended you consider setting up a
Court of Record for Southlake. Should you choose to do
so, the enabling statute requires the City to hold an
election to determine whether the judge will be elected
or appointed by Council.
Given the time frame, the date to hold an election
would be either in November or January. August is too
soon. The statute requires that, once the municipal
court of record has been initially created, there must
be an election on the question of electing or
appointing judges "...on the first succeding uniform
election date for which sufficient time elapes for the
holding of an election."
L •
M E M O R A N D U M raj em1kiam
June 29, 1990
TO: Curtis E. Hawk, City Manager
FROM: Michael H. Barnes, Director of Public Works
SUBJECT: Award Bids For Continental Park Estates
(CPE) Sewer Project
On June 26, 1990 at 10:00 A.M., bids for the CPE Sewer
Project were opened and read aloud at City Hall. Attached
is the bid tabulation from the bids received and a
recommendation from Cheatham & Associates to award the bid
to Wright Construction who was the low bid on both the Base
Bid and Alternative Bid.
The Base Bid included providing sanitary sewer service to
the remainder of lots in CPE plus the reconstruction of
the streets in CPE. The Alternate Bid included providing
sanitary sewer service to the remainder of lots in CPE plus
the repair of streets in CPE.
The City Council has determined that this project cannot
be awarded until such time that property owners in CPE
has paid their share of the total project which was
determined to be $145,500. The bid specs were prepared with
that caveat in mind and the contractors submitted their bids
with a 90 day bid bond.
Based on the above, the staff recommends that the
contract be awarded to Wright Construction based on the
low Base Bid of $249,356.62 contingent upon the City
receiving enough moneys from the property owners (amount to
be determined by the City Council) to fund the project.
Of the $249,356.62, $230,000 would be the amount to be
funded by the City and CPE (see attached exhibit "A ") and
the remaining $19,356.62 would be funded from the Street
Road and Maintenance Fund for the reconstruction of the
streets in CPE.
Please place this item on the City Council's next agenda for
consideration.
I' II
MHB /ew