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Home My WebLink About012312 CC Min0EN 0 The City of West University Place A Neighborhood City CITY COUNCIL Bob Fry, Mayor Susan Sample, Mayor Pro Tem Ed Heathcott, Councilmember Joan Johnson, Councilmember Dick Yehle, Councilmember STAFF Michael Ross, City Manager Alan Petrov, City Attorney Thelma Lenz, City Secretary CITY COUNCIL MEETING MINUTES The City Council of the City of West University Place, Texas, met in special and regular sessions on Monday, January 23, 2012, in the Municipal Building, 3800 University, West University Place, Texas beginning at 6:00 p.m. SPECIAL WORKSHOP (BEGINNING AT 6:00 IN THE CONFERENCE ROOM) CALL TO ORDER Mayor Fry called the meeting to order at 6:00 p.m. Council and staff in attendance were: Mayor Pro Tern Sample, Councilmembers Heathcott, Johnson, and Yehle, City Manager Ross, City Secretary Lenz, City Attorney Petrov (arrived at 6:09 p.m.), Assistant City Manager/Public Works Director Peifer, Parks and Recreation Director O'Connor, and Police Captain Oliver. Workshop agenda item was as follows: Alcohol Ordinance Matters related to the City's alcohol ordinance. Discuss and consider allowing the serving of alcohol in the City's recreational facilities for special events. City Manager Ross and Parks and Recreation Director O'Connor presented this item. Mr. Ross said staff is approaching Council with this issue to gauge interest, if any, regarding special permits to allow for consumption and possible sale of alcoholic beverages at Colonial Park, the Community Building, the Recreation Center, and maybe City Hall for events such as Concerts in the Parks, the July 4th event, wedding receptions, private parties or other special events. When asked if he has received inquiries to serve and/or consume alcohol in City facilities, Mr. O'Connor replied affirmatively, and said particularly for the Community Center and Colonial Park Pool. Councilmember Johnson asked if staff looked at restrictions regarding alcohol being sold or served near churches and schools. Mr. Ross said these are the kinds of details staff will further review if Council is in agreement with the subject and types of events for staff to move forward on. Mayor Fry asked if the new facilities were sparking more interest in this topic. Mr. O'Connor responded yes and noted that the City loses rentals from its residents, as well as from the Friends of West University Parks, to Southside Place because they allow alcohol at their clubhouse. City Council Minutes, January 23, 2012 Regarding the issue of allowing alcohol to be sold as part of concessions, Mr. Ross pointed out that the concession aspect is separate from the special permits aspect. He said if there is an interest by Council, staff can talk with the concessionaire, but it is not staff's intention to have alcohol as part of the concessions and served during public swim. Mr. Ross confirmed that Council is comfortable with moving forward with the special permits aspect only and said staff will work on a draft ordinance to bring to Council. Councilmember Heathcott said he feels this is a good thing because it will identify the type of permits to be handled at the staff level and minimize the number of requests that would need to come before Council. Councilmember Yehle said staff might want to think about how they will handle glass at Colonial Pool. Mr. O'Connor replied though there is already a prohibition of glass on the premises, it will be made abundantly clear to patrons. At 6:14 p.m., Councilmember Johnson moved to the workshop. Councilmember Yehle seconded the motion. MOTION PASSED. Ayes: Fry, Sample, Heathcott, Johnson, Yehle Noes: None Absent: None REGULAR MEETING (BEGINNING AT 6:30 P.M. IN THE COUNCIL CHAMBERS) Agenda items were as follows: Call to Order: Mayor Fry called the meeting to order at 6:32 p.m. Council and staff in attendance were: Councilmembers Heathcott, Johnson, Sample and Yehle, City Manager Ross, Assistant City Manager/Public Works Director Peifer, City Secretary Lenz, City Attorney Petrov, Police Chief Walker, and Chief Building official Brown. Pledge of Allegiance: Councilmember Yehle led the Pledge of Allegiance. Confirmation of Notice: City Secretary Lenz confirmed that the Notice of the special and regular meetings was duly posted in accordance with the Texas Government Code, Chapter 551. 2. Resolution by State Representative Sara Davis State Representative Sarah Davis, District 134, and resident at 4203 Tennyson Street, presented the mayor and council with a resolution commemorating the City's achievement of being ranked #1 by The Business Journal as a result of its quality of life study of communities across the country. 3. Public Comments This is an opportunity for citizens to speak to Council relating to agenda and non-agenda items. Bob Kelly, 3720 Plumb, spoke regarding the alcohol ordinance and said he thinks the time has come to do something like what is being suggested. He said last year, when he was mayor, Council approved a permit for the Harris County Mayors and Councils dinner at the Recreation Center to see how it would work, to see if caused any problems, and to see if any citizens would complain and, to his knowledge, there were no complaints and it all went very smoothly. Mr. Kelly said West U is a Page 2 of 4 City Council Minutes, January 23, 2012 very progressive City and thinks it is a good idea for special events and, in addition, the ordinance would provide a more formal procedure without Council having to approve a permit for each individual event. 4. Records Manaaement Ordinance Matters related to an ordinance amending Article IV, Chapter 2 of the Code of Ordinances pertaining to Records Management; updating the records management program, revising the procedures manual; repealing Ordinance 1887; and containing findings and provisions relating to the subject. City Secretary Lenz presented and stated that staff is recommending amendments to the ordinance and plan in order to comply with State retention schedules and to correspond with advances in technology. She said revisions to these documents will assist in furthering the City's goals of maintaining a successful records management program. Ms. Lenz pointed out that a major change is the addition of the section on e-mail retention and recommended that City Council adopt on the first of two readings the ordinance revising the records management plan and ordinance. Councilmember Yehle spoke to advise Council that he provided Ms. Lenz with draft changes to both the ordinance and plan prior to the meeting. He said the revisions don't change the essence of what's being proposed, but rather makes the treatment of terms more consistent. Ms. Lenz stated that Councilmember Yehle's changes will be incorporated into the final drafts for second reading at the January 23, 2012 meeting. When asked about his thoughts, City Attorney Petrov stated that he feels that the ordinance and plan address the records retention requirements as promulgated by the State. Councilmember Johnson moved to approve the ordinance on first reading. Councilmember Heathcott seconded the motion. MOTION PASSED. Ayes: Fry, Sample, Heathcott, Johnson, Yehle Noes: None Absent: None 5. Consent Agenda All Consent Agenda items listed are considered to be routine by the City Council and will be enacted by one motion. There will be no separate discussion of these items unless a Council member requests in which event the item will be removed from the Consent Agenda and considered in its normal sequence on the agenda. A. City Council Minutes Approve City Council Minutes of January 9, 2012. B. Debt Policy Matters related to consideration of a Debt Policy relating to the post issuance of bonds. Councilmember Heathcott moved to approve the Consent Agenda as presented. Councilmember Yehle seconded the motion. MOTION PASSED. Ayes: Fry, Sample, Heathcott, Johnson, Yehle Page 3 of 4 City Council Minutes, January 23, 2012 Noes: None Absent: None 6. Reports by Council/Staff No council/staff reports. 7. Adjourn With no other business before the Council, Councilmember Johnson moved to adjourn the meeting at 6:42 p.m. Councilmember Heathcott seconded the motion. MOTION PASSED. Ayes: Fry, Sample, Heathcott, Johnson, Yehle Noes: None Absent: None following the meeting, City Manager Ross provided a tour of the new City facilities for 141i helma A. Lenz, City Secretary Date Appr ed Page 4 of 4