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Home My WebLink AboutCC Minutes 1996-07-08 Special 935 STATE OF TEXAS ) � CITY OF FRIENDSWOOD ) ( COUNTIES OF GALVESTON/HARRIS ) ( JULY 8, 1996 MINUTES. OF A SPECIAL MEETING OF THE FRIENDSWOOD CI'I`Y COUNCIL THAT WAS HELD ON MONDAY, JULY (3, 1996 AT 6:30 P.M. AT FRIF:.NDSWOOD CITY HALL, SECOND FLOOR CONFERENCE ROOM, 910 S. FRIENDSWOOD DRIVE, FRIENDSWOOD, TEXAS WITH THE FOLLOWING PRESENT CONSTITUTING A QUORUM: ' MAYOR EVELXN B. NEWMAN MAYOR PRO TEM JANIS LOWE COUNCILMEMBER KITTEN HAJECATE COUNCILMEMBER JERRX ERICSSON COUNCILMEMBER TOM MANISON COUNCILMEMBER MEL AUSTIN COUNCILMEMBER ALINE DICKEY CITY MANAGER RON COX CITY SECRETARY DELORIS MCKENZIE MAYOR NEWMAN CALLED THE MEETING TO ORDER. DISCU5SION WAS H:ELD WITH THE PARKS AND RECREATTON COMMITTEE REGARDING THE PRELIMINARY CONCE;PTUAI, CENTENNIAL PARK MASTER PLAN WITH DENNIS SIMS OF J.T. DUNKIN AND COMMUNITY SERVICES DIRECTOR JON BRANSON. MR. SIMS PRESENTED THE ARCHITECTURAL DRAWINGS WITH COUNCILMEMBER AUSTIN'S PLAN5 INCORPQRAT�,D. DISCUSSION WAS HELD REGARDING THE PLANS AND THE COST ESTIMATE WITH DEVELOPMENT IN PHASES. DISCUSSIO�t WAS HELD REGARDING PHASE ONE TO INCLUDE THE PASSIVE AREA AND THE REI,OCATION OF BATHROOMS CLOSER TO THE PARKING AREA, THE PARKTNG AREA AND THE TOT.AL PARKING SPACES WHICH IS PLANNED FOR 1,010, THE NATURAL AREA DEVELOPED WITH PHASE ONE, POSSIBLE LIGHTING FOR INGk2ES5 AND EGRESS AND THE ENTRY WAY WIDTH AT 28 FEET, WATER FOUNTAINS WHICH WILL BE ATTACHED TO THE BATHROOM FACILITIES, INCLUDING A BATTING CAGE IN PHASE ONE, LOOKING AT THE COMPLEX ON FM 528, U5ING CRUSHED GRANITE ON TRAILS IN THE PASSIVE AFtEA, LIGHT.ING FOR SECURI�Y, POSSIBLY MOVE � LIGHTING TO PHASE ONE, LOOKING AT STORAGE, THE BRIDGE OVER THE LOW WATER AREA, AND THE GRADING PLAN WHICH WILL BE FOR THE WHOLE PARK. COUNCIL CONCURRED WITH THE PROPOSED PLANS WITH CHANG�S DISCUSSED AND STATED THEY .WOULD LIKE STAFF TO PROCEED WITH THE DRAINAGE PLAN AND WITH THE COMPLETION OF THE GRADING PLAN, AND HAVE A CONTRACTOR BEGIN THE DIRT WORK. DISCUSSION WAS HELD REGARDING ADMINISTRATIVE SERVICES AND TI-iE REPORT TO MANAGEMENT FOR FYE 5EPTEMBER 30, 1995 PR�PARED nY NULL AND ASSOCIATES WITH CHUCK YAPLE AND DON YERBY' AND ADMINISTRATIVE SERVICES DIRECTOR ROGER ROECKER. MR. YAPLE REVIEWED SEVERAL MATTERS FOR STRENGTHENING INTERNAL CONTROLS AND OPERATING EFFECTIVENESS WHICH INCLUDED TFiE NNNICIPAL COURT REVIEW OF CONTROLS OVER TTrKETS, VOLUNTEER FIRE DEPART.MENT ACCOUNTING, ADMINISTRATION OF THE ACCOUNTING FUNCTIONS, AND ARBITRAGE REBATE COMPLIANCE REQUIREMENTS. DISCUSSION WAS HELD REGI�RDING THE RECOMMENDATION IN THE REPORT ABOUT THE ACCOUNTING FOR 7'ICKET BOOKS AND HAVING INTERNAL ACCOUNTING LOOK AT THE I ,_._.._, �` 5 936 ACCOUNTING FOR TICKET BOOKS POSSTF3LY ON A QUARTERLY BASIS. DISCUSSION WAS HELD THAT THE MUNICIPAL COURT CLERK DISTRIBUTES A QUANTITY OF TICKET BOOKS TO THE POLICE DEPARTMENT FOR DISBIJRSEMENT. COUNCILMEMBER LOWE STATED THAT THE ACCOUNTABILITY 5HOULD BE THE FUNCTTON OF THE COURT CLERf: AND DOES NOT SEE THE NEED FOR AN INTERNAL ACCOUNTING AUDIT. MR. YAPLE 5TATED THAT THIS WOULD BE A QUARTERLY AUDIT CHECK `.�O $E SURE THE CONTROL SYSTEM IS IN PLACE. DISCUSSION WAS HELD REGARDING THAT THE P�UNICIPAL COURT BELONGS WITH THE MUNICIPAL CLERK, ACCEPTING THE REPOR.T FROM THE A.UDITORS AS CONTRACTED AND THE ADVANTAGE OF THIS INTERNAL ACCQUNTING AUDIT WITH MR. YAPLE STATING THE CONTROL �S OVER THE DISTRIBUTION AND SEQUENCE NUMBERS. DISCU��SION CONTINUED REGARDING TF THIS WTLL SHOW UP IN NEXT YEAR'S AUDIT, WITH MR. YAPLE STATING THAT THERE WILL BE A SAMPLE CHECK, AND THAT THIS PROCESS WOUI,D NOT PRECLUDE , THE MUNICIPAL COURT CLERK'S SUPERVI:iOR FROM REVIEWING PROCEI�URES IN PLACE ' FOR DISPENSING TICKET BOOKS. " '' DISCUSSION WAS HELD REGARDING THE FIRE DEPARTMENT'S OWN INTERNAL BOOKKEEPING SYSTEM WITH NO EXTERNAL OR INTERNAL AUDIT, THE CITY SHOULD BE COPIED ON REGULATORY FILINGS, AND AMENDING THE FRIENDSWOOD VOLUNTEER FIRE DEPARTMENT CONTRACT TO INCLUDE REQt7IREMENTS FOR AUDITING ALL TRANSACTIONS. DISCUSSION WAS HELD REGARDING THE Al2BITRAGE REBATE COMPLTANC:E REQUIREMENTS AND STAFF WTLL BE CHECKING WITH THE CITY'S FINANCIAL �DVISOR, FRANK ILDEBRANDO REGARDING FRIENDSWOOD'S COMPLIANCE. MR. YAPLE STATED TT3E MANAGEME;NT REPORT RFFLECTS AN UNQUALIFIED CLEAN AUDIT STATEMENT, NOTING N0 DEFICIENCIES, NOTE�i F� LOT OF PROGRESSIVE MEASURES, AND REPORTED DON YERBY WOULD BE WORKING WITH THE FIXED ASSETS PROJECT FOR THE CITY. DISCUSSION WAS HELD REGARDING THE FINANCIAL INVESTMENT' POLICY WITH ADMINISTRATTVE SERVICES DIRECTOR ROGEk2 ROECKER AND CITY MANAGER RON COX PRESENTING THE PROPOSED POLICY WI�ICH HAS BEEN REVIEWED BY THE AUDITOR AND THE GITY ATTORNEY JOHN OLSON. EACH SECTION OF THE POLICY WAS REVIEWED BY COUNCIL. MR. ROECKER ADVISED THAT HE WOU.LD BE REGOMMENDING A THIRD POOL FOR COUNCIL TO AUTHORIZE INVES�INCi INTO. C�UNCIL DISCUSSED THE .L()CAL GOVERNMENT INVESTMENT POOL WITH A 'NOT TO EXCEED 75� CT,AUSE' AND SUGGESTED THIS AMOUNT BE REDUCED TO 50 %, DISCUSSED THE APPOINTMENT OF AN INVESTMENT OFFICER, AND SUGGESTED THE MAYOR ALSU BE AP�?OINTED AND THAT COUNCIL BE 1'NCLUDE� IN ° ' SNVESTMENT DECISIONS, DISCUSSED .A CITIZENS ADVISORY COMMITTEE BE AP�'OINTED WITH THE MAYOR TO SERVE ON THE COI�+II�IITTEE, DISCUSSED LONG-TERM I�IVES�MENTS AT THIS TIME AT 18 MONTHS WITH MOST Ir1VESTMENTS LESS THAN A YEAR, SUGGESTED I,OOKING AT THE INVESTMENT POLICY ANNUAT�LY' AND DISCUSSED THE CITY POT,ICY ON INVESTMENTS HAS BEEN CONSERVATIVE. DISCUSSION WAS HELD REGARDTNG THE PROCEDURE FOR APPOINTMEI�TS TO BOARDS, CONII�IISSIONS, AND COMMITTEES. CITY MANAGER RON COX PRESEbiTED THE DRAFT POLICY WHICH WAS PREPARED FOR A UNIFORM SET OF PROCEDURES FOI.2 APPOINTMENTS. MR. COX REVIEWED THE PROCEDURI�S WITH COUNCIL WTTH COMh'IENTS FRqM MAYOR NEWMAN AND COUNCILMEMBER LOWE ADDRESSED TN THE POLIG`Y. DISCUSSION WAS HELD REGARDING UNTFORM APPOINTI�NT DATrS TWO TIMES A YF:AR WTTH JLiLY ANB JANUARY SUGGESTED, DISCUSSED TERM LIMITATION AND DETERMINED THAT COMMITTEES SHOULD NOT HAVE TERM LIMITATTON5, AI)DED THE APPOINTMENT OF COUNCIL LIAISONS TQ BE ACTED ON BY COUNCTL AT THE SECOND REGULAR COUNCIL MEETING IN MAY, DISCUSSED ADMINISTERING OATH OF OFFICE WITH A STATE OATH OF OFFIC� AND A CI'I'Y OATH, ' . { 937 ALL COMMITTEES FOLLOWING THE OPEN MEETI:NGS ACT, DISCUSSED ATTENDANCE REQUIREMENTS, I]VFORMATIONAL PACKETS TO N]'sW APPOINTEES, ADVERTISING FOR VOLUNTEERS, APPLICATTON PROCESS WITH APPLICATIOIVS FORWARDED TO COUNCIL AND AVAILABLE FOR C0�'iMITTEES, APPLICATIONS TO HAVE A PLACE FOR 'RECOMMENDED BY' , CHAIRMAN MAKING RECOMMENDATIONS, RECOGNITION FOR COMMITTEE SERVICE, REMOVING DRUG ADVISORY F'ROM STANDING BOARDS, AND DISCUSSED THE ZONING BOARD OF ADJUSTMENT NOT HAVING A COUNCIL LIAISON. DISCUSSION WAS HELD REGARDING THE APPROPRIATED $75,000 IN THE 95/96 BUDGET , --_ FOR THE CONSTRUCTION OF A TRAFFIC SIGNAL A`.0 THE: TNTERSECTION OF SUNSET AND WEST CASTLEWOOD, AND THE REALIGNING OF THE INTERSECTION IS CALCULATED AT ABOUT $30,000. COUNCIL HAD DETERMINED THE F'RIORITY TO BE THE .TRAFFIC SIGNAL. AT THE JUNE RETREAT, IT WAS DISCUSSED AND DETERMINED THIS WOULD BE DISCUSSED AT A WORK SESSION. THE POLIC� DEPARTMENT CONTINUES TO RECOMMEND THE TRAFFTC SIGNAL SHOULD REMAIN THE NiJMB1,R ONE PRIORITY. AFTER WORKING WITH COUNCILMEMBER DICKEY AND CONSULTING ENGINEERS IN TRAFFIC SIGNAL DESIGN, IT WAS DETERMINF?D TO BRING BACK FOR COUNCIL TO DETERMINE THE PRIORITY FOR WHAT SHOULD B}� CONSTRUCTED FIRST, THE SIGNAL OR THE INTERSECTION REALIGNMENT. AT THE COUNCIL RETREAT, IT WAS DISCUSSED THAT IF THE INTERSECTION COU:LD BE STARTED NOW, THE ADDITIONAL FUNDS FOR THE SIGNAL COULD BE BUDGETED FOR THE NEXT FISCAL YEAR AND BECAUSE OF THE TIMING OF THE PROJECT, ALL COUT�D BE ACCOMPLISHED. COUNCIL DISCUSSED DELAYING ' THE TRAFFIC SIGNAL UNTIL THE COMPLETION OF THE REALIGNMENT OF THE INTERSECTION WITH ADDITIONAL FUNDS TO BE BUDGETED IN THE 1996/97 BUDGET. ' DISCUSSION WAS FlELD REGARDING THE PRESENTATION BY HAL TAYLOR, CHAIR OF' THE ZONING BOARD OF ADJU5TMENT AND APPEALS, REQUESTING THE DEFINITION OF A "YARD" WHICH MR. TAYLOR CONTENDS IS INSUFFICIENT TO ALLOW THEM TO RULE AN ACCESSORY BUILDING OR SWIMMING POOL .SHOULD BE LOCATED IN THE FRONT OR SIDE YARD OF A RESIDENTIAL LOT. CITY ATTORNEY JOHN OLSON PREPARED WORDING TO AMEND THE ZONING ORDINANCE THAT WOULD CLARIF'Y THE SITUATION. COMMUNITY DEVELOPMENT DIRI�CTOR DOUG KNEUPPER PREPARED A MEMO THAT PROPOSED THAT �- SECTION 8,C "ACCES50RY BUILDINGS" OF THE 'LONING ORDINANCE BE MODIFIED TO READ "EXCEPT A� SPECIFICA2,LY PERMITTED BY THIS ORDINANCE, NO ACCESSORY � BUILDING SHALL BE ERECTED IN ANY REQUIREll YARD, NO ACCESSORY BUILDING SHALL BE ERECTED IN THE AREA EXTENDING ACROSS THE FULL WIDTH OF THE LOT, THE DEPTH OF WHICH IS THE HORIZONTAL DISTANCE BETWEEN THE FRONT LOT LINE AND THE FRONT OF THE MAIN BUILDING, AND NO ACCESSORY BUILDING SHALL BE ERECTED WITHIN FIVE FEET OF ANY OTHER BUILDINGS"—SWIMMING POOLS ARE CONSIDERED ACCESSORY STRUCTURES—AND WOULD BE RESTRICTED FROM 7.'HE AREA IN FRONT OF THE MAIN BUILDTNG ALSO. COUNCIL REVIEWED THE MEMORANDUM FROM DTRECTOR KNEUPPER REGARDING THE i DEFINITION OF YARD AND DISCUSSED THE MEANING OF BACK OF THE MAIN 5TRUCTURE, FENCING BEING OPAQUE, DISCUSSED APPLICATION OF ACREAGE LOTS, AND DISCUSSED THE INTENT IS ]?OR STRUCTURES NOT TO BE SEEN FROM THE STREET. COUNCIL CONCURRED AND DIRECTED THE PROPOSAL BE SENT `PO THE PL�INNING AND ZONING CONII�ISSION. a ....r�.. 938 A MOTTON WAS MADE AND PASSED T� ADJ'OURN AT 10:45 P.M. �� MAYOR E ELYN . NEWMIIN ATTEST: DELORIS MCKENZ E, C CITY SECRETARY �