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HomeMy WebLinkAbout1987/07/28-Agenda-Pre-Council AGENDA I PRE-COUNCIL MEETING TUESDAYJULY 28 1987 A / 8:30 A.M. o PRE-COUNCIL CHAMBER FOR DISCUSSION ONLY 1 ) Status Report on Draft Procedures for Receipt of Facilities Gifts to the City - Ramon Guajard o, Assistant City Manager ( 15 Min.) 2) Review of Proposed Budget Schedule - Charles Boswell , Director, Office of Management Services (10 Min.) FOR ACTION TODAY 3) Proposed Change Order No. 2 - Multi Purpose Equestrian and Livestock Facility (M&C C-10432) and Proposed Change Order No. 1 for Will Rogers Equestrian and Livestock Center Material Testing (M&C C-10433) - Ruth Ann McKinney, Assistant City Manager (20 Min.) 4) Amendment to Front Yard Parking Ordinance (M&C G-7161) - Tan Davis , Acting City Services Director ( 5 Min.) 5) Water Conservation Plan (I.R. No. 7207 and Resolution) - Richard Sawey, Water Di rector ( 5 Min.) 6) City Code Amendments Regarding Contract Execution Authority and the Purchasing Division (M&C G-7158) - A. Judson Bailiff, Finance Director ( 15 Min.) 7) Questions/Answers Concerning Current Agenda Items - Douglas Harman, City Manager (10 Min.) nVAL RECORD -7y SECKTARY The Meeting ends at 9:55 a.m. , _, a'`ORTB, TEX. To add or make revisions , please call the City Manager's Office,-- 870-6140, before 3:00 P.M., Monday, July 27, 1987 The purpose of the Pre-Council Conference held prior to a regular City Council Meeting is to allow the Mayor and Councilmembers to discuss infor- mally items on the agenda and to secure information from the City Manager and the staff. Although the meeting is open to the public, citizens are requested to reserve comments and questions for the subsequent Council meeting so they will be a part of the public record. r PRE-COUNCIL MEETING TUESDAY, JULY 28, 1987 PRE-COUNCIL CHAMBER At �7 r� ABSENT:. Councilman Steve Murrin, Jr. ITEMS 1. STATUS REPORT ON DRAFT PROCEDURES FOR RECEIPT OF FACILITIES GIFTS TO THE CITY - RAMON GUAJARDO, ASSISTANT CITY MANAGER Douglas Harman, City Manager, stated that the city has no formal procedure for a private entity to donate a facility to the city. He indicated that city staff is developing a two step procedure in which: a) the private entity presents the idea to Council and city staff conducts a review of the proposed donation; and b) the actual gift is made to Council, providing the staff evaluation is favorable. Councilman Zapata expressed concern over the possibility that the language in the M&C and the actual contract may not be the same. Ramon Guajardo, Assistant City Manager, reassured Councilman Zapata that the purpose of developing a standard policy on gift receipt is to provide the policies to which M&C's may refer. Mr. Guajardo suggested that a policy concerning change orders will also be established. Councilman Williams expressed concern that the proposed policy may be too restrictive and therefore discourage private gifts to the city. Mr. Guajardo indicated that any policy which staff develops on gift receipt will be presented to Council for approval. He also indicated that when considering any proposed gift, Council and staff should be aware of any costs of operation which may be result from acceptance of the gift. Mr. Harman emphasized the need for a policy on change orders. Councilman Zapata reiterated his concern that Council be informed at every stage of a project's development to assure compliance with the contract. 2. REVIEW OF PROPOSED BUDGET SCHEDULE - CHARLES BOSWELL, DIRECTOR, OFFICE OF MANAGEMENT SERVICES Charles Boswell, Director, Office of Management Services, highlighted two important dates for Council: Tuesday, August 11 - Presentation of Proposed Budget Tuesday, September 8 - Budget Adoption In scheduling budget workshops, Council members attempted to avoid Saturday workshops. Several of the Council members suggested that fewer workshops may be possible this year because Council has already established broad guidelines for the budget. PROPOSED CHANGE ORDER NO. 2 - MULTI PURPOSE EQUESTRIAN AND LIVESTOCK FACILITY M&C C-10432) AND PROPOSED CHANGE ORDER NO. 1 FOR WILL ROGERS EQUESTRIAN AND LIVESTOCK CENTER MATERIAL TESTING (M&C C-10433) - RUTH ANN MCKINNEY, ASSISTANT CITY MANAGER Ruth Ann McKinney, Assistant City Manager, presented Council with a list of changes necessary in the construction at the Equestrian Center. Councilman Gilley expressed concern over the number of changes and asked why staff and Council did not know about some of them in the beginning. Ms. McKinney indicated that it would have been impossible to foresee all of the changes when the initial plans were developed. She stated that the proposed change orders total approximately $400,000 and that additional changes of approximately $100,000 are anticipated. Given a total cost for the project of $19 million, she stated that the proposed changes are well within the acceptable range of change orders for a project of this size. Councilman Lancaster asked for an update on the status of fundraising for the project. Mayor Bolen indicated that according to the organization coordinating the fundraising, the remaining effort will be difficult but achievable. The organization has asked that the city hold off on drawing money from the accounts until the last minute so that the maximum amount of interest can be earned. Mayor Bolen also stated his belief that most of proposed changes to the Equestrian Center are judgemental rather than necessary, but will contribute to the success of the facility. 4. AMENDMENT TO FRONT YARD PARKING ORDINANCE (M&C G-7161) - TOM DAVIS, ACTING CITY SERVICES DIRECTOR No discussion. 5. WATER CONSERVATION PLAN (I.R. NO. 7207 AND RESOLUTION) - RICHARD SAWEY, WATER DIRECTOR Richard Sawey, Water Director, spoke to Council about the Water Conservation Plan. He stated that we are experiencing no problems currently, but that the Conservation Plan is an effort at long-term planning. Because the success of any water conservation plan relies on the public, the emphasis of the proposed plan is on public awareness of water-related problems. Mr. Sawey indicated that most of the water conservation elements recommended by the state are already in place and that approval of the Water Conservation Plan would not require funding. He also indicated that a proposed revision of the plumbing code has not yet been submitted to all agencies concerned. 6. CITY CODE AMENDMENTS REGARDING CONTRACT EXECUTION AUTHORITY AND THE PURCHASING DIVISION (M&C G-7158) - A. JUDSON BAILIFF, FINANCE DIRECTOR A. Judson Bailiff, Finance Director, presented Council with information regarding amendments to the city code regarding contract execution authority and the purchasing division. He summarized the three substantive changes as follows: a) the city manager has authority to approve change orders to public works projects involving plus or minus ten percent of the total project or $3000, whichever is the lowest amount; b) the city manager, through administrative regulation, has established the following levels of responsibility: $250 5 below $251 - $2500 S2501 - $5000 c) the city manager writes the policy for spending below $5000. Councilwoman Webber asked who adopts the administrative regulations and if they come before Council. Mr. Bailiff indicated that administrative regulations do not come before Council for approval, but rather are signed by the City Manager and become part of the body of administrative regulations. 7. QUESTIONS/ANSWERS CONCERNING CURRENT AGENDA ITEMS - DOUGLAS HARMAN, CITY MANAGER 9-1-1 Update City Manager Harman asked Rod Bremby, Assistant to the City Manager, to give Council an update of the 9-1-1 situation. Mr. Bremby indicated that by a vote of three to one the Tarrant County Board of Managers refused to delay the "cut over" date to allow the City of Fort Worth more time to test the interface between the 9-1-1 system and the city's computer aided dispatch system. He stated that the city's data processing department has developed an interface which does work and that the interface which the city received from The Black Box Company does not work. Mr. Bremby indicated that the interface will be paid for by the 9-1-1 District. Magic Moments Day Care Center Bob Terrell, Assistant City Manager, provided Council with some background information on the Magic Moments Day Care Center because the owner of the center, Mr. Huey P. Mitchell, was scheduled to make a citizen presentation during the Council meeting. Mr. Terrell indicated that Mr. Mitchell is upset because Magic Moments is no longer receiving direct referrals from the City of Fort Worth to provide day care for JTPA participants. Mr. Terrell stated that the city sent out RFP's to all area day care centers to submit bids to provide day care service for JTPA participants, and only three proposals were received. Of the three proposals, two were from actual centers, and the other was from the Day Care Association acting as a broker for a number of other centers. Magic Moments did riot submit a bid. The city offered Magic Moments an opportunity to participate in the brokerage ,00► A^ service provided by the Day Care Association. Because he considered this offer unacceptable, Mr. Mitchell appealed to the state of Texas. The state asked him to seek a solution through the local government. Mr. Terrell summarized Mr. Mitchell's options as such: a) continue through the appeals process; b) participate in the program with the Day Care Association acting as a broker; c) wait until January 1988, when new RFP's will be sent out, and submit a bid to be a direct participant. Councilman Williams asked if the Day Care Association had monopoly in terms of the selection of facilities. Mr. Richard Sapp, Director of Employment and Training, stated that the Day Care Association could not favor one center over another because DTPA participants are referred to the center nearest their home. Councilwoman Webber expressed concern over the apparent lack of minority contracts in JTPA. Mr. Sapp indicated that over 50 minority business were given a half-day of training in how JTPA'a bid process works. No minority businesses, however, submitted bids. Councilwoman Webber suggested that the businesses be given more than a half-day of training. She stated that she believes that minorities are being systematically eliminated from the process. 8. ADDITIONAL COMMENTS/QUESTIONS Mr. Harman indicated that November may not be a good time for the City Charter Election. There was brief discussion of the Southwest Freeway. The Texas Turnpike, at the request of the city, will conduct a study to determine if the proposed Southwest Freewav can be constructed as a toll road. If the freeway is built as a toll road, it can be built much sooner than would be possible waiting for state funding. Mayor Bolen indicated that the proposed route of the toll road would be the same as the route recommended by Freese and Nichols several years ago for the Southwest Freeway. The toll road concept is merely a funding alternative.