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06 - City Council MinutesItem No. 6 MINUTES OF THE REGULAR CITY COUNCIL MEETING OF THE CITY OF PARIS, TEXAS July 12, 2021 The City Council of the City of Paris met for a regular session at 5:30 p.m. on Monday, July 12, 2021, at the City Council Chamber, 107 E. Kaufinan, Paris, Texas. Present: Mayor: Mayor Pro -Tem: Council Members: City Staff: Absent: Council Member: Paula Portugal Reginald Hughes Gary Savage; Mihir Pankaj; Linda Knox; and Clayton Pilgrim Grayson Path, City Manager; Stephanie Harris, City Attorney; Janice Ellis, City Clerk;-GeneAnderson; Finance 'Director; Richard Salters Police Chiu; Russells Thrasher, EMS Director; M.A Smith, Public Works Director; and Andrew Mach, Director of Planning=,& Community Services " Renae Stone + Opening Agenda', 1. Call meeting to order. f 9 Mayor Portugal called the meeting to order at 5:30 p.m. 2. Invocation. Finance Director Gene Anderson gave the invocation. 3. Pledge of Allegiance. Mayor Pro -Tem Hughes led the pledge. 4. A. Citizens' forum. Taisley Scoggins, W. Houston Street — she said that on July 1st Coco Carico was shot by an officer and there had yet to be a public statement. Bradley McKinnen, 530 Shiloh — he asked that something be done about cleanup of the Westgate Apartments and complained about parallel parking in downtown. B. Recognition of Don Yarbrough and the Weald Workers of Lamar County for their countless volunteer hours in helping to make Paris beautiful. Regular Council Meeting July 12, 2021 Page 2 A Motion to remove this item from the table was made by Council Member Pilgrim and seconded by Council Member Pankaj. Motion carried, 6 ayes — 0 nays. Mayor Pro -Tem Hughes and Mayor Portugal presented Don Yarbrough and his team a certificate of appreciation. C. Presentation of Mayor's Yard of the Month Awards. Mayor Portugal said staff would assist with these awards, as well as Julia Trigg Crawford from Keep Paris Beautiful. She asked City Council Members whose constituents were receiving an award, to please join them down front. Mayor Portugal announced the Mayor's Yard of the Month Awards as follows: Huhtamaki, Inc. = Industry Award " Scott & Kristi Hearn; Road Rurmer Service & Tire — Commercial Award Paul Lipscomb, Jr. Northeast Quadrant Miranda Dawn Lester — Northwest Quadrant Malisia Lynn Broades — Southwest Quadrant Charles Reedy — Southeast'Quadrant Rocky Dority — Best Rehabilitation Mayor Portugal pesented''winners who were present with a Certificate of Appreciation, as well as a gift card from a local business. Mayor Portugal reminded everyone that they could nominate a yard of the month by going onto the City website and completing the form. Consent Agenda Mayor Portugal inquired of Council Members if they wished to pull any items from the consent agenda for discussion. There being none, a Motion to approve the consent agenda was made by Council Member Pankaj and seconded by Council Member Pilgrim. Motion carried, 6 ayes — 0 nays. 5. Approve minutes from the meeting on June 28, 2021. 6. Receive reports and/or minutes from the following boards and commissions: a. Paris Visitors & Convention Council Board of Directors (5-17-2021) b. Paris Public Library Advisory Board (6-30-2021) c. Planning & Zoning Commission (6-7-2021) Regular Council Meeting July 12, 2021 Page 3 Rylalar Agenda 7. Receive presentation regarding the Charter Review Process, discuss and act on an agreement with Don Edmonds as the Consultant for the Charter Review Project; and authorize the City Manager to sign the agreement. City Manager Grayson Path said Mr. Don Edmonds was at the meeting to give them a short presentation. He also said it was recommended that the City needed an expert to walk them through this very important process. Mr. Path gave City Council Mr. Edmonds' background information and then introduced him. Mr. Edmonds explained the process he would use if selected as the Charter Review Consultant. Council Member Pankaj inquired the length of the process. Mr. Edmonds said it routinely took about three months, with the committee meeting every two weeks. Council Member Pilgrim asked if this process would have an effect on the redistricting process. Mr. Edmonds said'it would not. Mayor Portugal asked if he would be meeting with City Council and he said he would, and that an ordinance would be 'drafted setting out the committee's charge.' 1 i A Motion to authorize the City Managef to sign an agreement with Don Edmonds as the Consultant for the Charter Review Project was' made',by Council Member Pankaj and seconded byCouncil Member Savage. Motion carried, 6' ayes —'0 nays.' 8. Discuss and consider a proposal from Dr. Richard Lewis, Jr. to serve as a City Council/Senior Staff Retreat Facilitator. y. Mr. Path said at the June 28 meeting, Mayor Portugal proposed the City pursue seeking out a qualified, consultant to serve as a facilitator for a.City Council/Senior Staff retreat and asked ..that a- proposal be brought to this I meeting. Dr. Richard Lewis, Jr. was introduced via Zoom, and then gave City Council his background information. He proposed two team building sessions, one on October 8 for Senior Staff and one on October 9 for City Council. Council Member Pankaj asked if surveys would be done in advance to determine the needs, and Dr. Lewis answered in the affirmative. Council Member Savage asked as he started the evaluation process was it common to find that City Council and City Staff were going in different directions. Dr. Lewis said it does happen. Mayor Portugal inquired if Dr. Lewis would be working alone. He said his associate would be working with him and her name was Siri Bledsoe, she was a Marriage and Family Therpasist and his wife. Dr. Lewis also said that the Meyers Briggs Personality Inventory would be given in advance of the retreat, and the surveys would be sent in early September. He said that everyone would see the surveys so that the team will know each other's responses. A Motion to approve the proposal from Dr. Richard Lewis, Jr. to serve as a City Council/Senior Staff Retreat Facilitator was made by Council Member Savage and seconded by Council Member Hughes. Motion carried, 6 ayes — 0 nays. Regular Council Meeting July 12, 2021 Page 4 9. Discuss and act on Amendment Number One to the Professional Services Contract with WRA Architects, Inc. for Phase II Services for the Love Civic Center Restoration Project. Mr. Path explained that WRA had completed Phase I and it was determined that there was more work than could be afforded, specifically with HVAC. He said he had been working with Mary O'Brien of WRA Architects and Laura Caffey of Caffey Architects. He also said they had been able to narrow the focus down to restroom renovations, roof repairs, lighting upgrades, flooring finish upgrades, ceiling tile replacement, security upgrades, fire alarm upgrades, door and window upgrades, ADA accessibility upgrades and painting. Mr. Path also said specific work would still need to be identified within each of the categories. He said the City wished to engage WRW with the designing and bidding phases. Mr. Path explained in order to accomplish this, an Amendment to the Professional Services Contract would need to be approved. Ms. O'Brien gave a presentation to City Council that included site & aerial _views of the Love. Civic Center, proposed site & floor plans,. repair of roof leaks, paint, sidewalk & store frorits of the exterior, painting, floor &ceiling, exhibition hall, restrooms of`the interiorand HVAC improvements. Council Member Pankaj said, asya business owner that collects :HOT Tax, that he was very,excited about this and the attraction of new events. Mayor Portugal asked about thel'length of time the Civic Center would have.to be shut down: Ms. O'Brien said the project would be done in i sections and at different times, and the details could be worked out around planned events. 1VIr. Path said they had a lot of goals and''a finite amount of money but once the bids were opened, they could determine the goals. Couricil'Member Pilgrim said they might want to consider getting donors for certain sections of.the project, such as meeting rooms or the ballroom. r A�Motion to approve this item was'made by Council Member Pankaj and seconded by Council Member Pilgrim. Motion carried,.6_ayes — 0 nays.'•_ 10. Discuss expanding the PACE (Property Assessed Clean Energy) Act program to projects throughout the City. City Attorney Stephanie Harris said in February and March of this year, Council adopted a PACE Program. She said the program was for all properties inside the city limits but was set up for a single pilot project involving Paris Lakes. Ms. Harris reported that the City had received a request from Harrison Walker and Harper to expand the program to projects throughout the City so that HWH could take advantage of the program for energy efficient upgrades to several of its properties. Ms. Harris answered questions from City Council regarding the program. It was a consensus of City Council to move forward with expanding the program and for staff to bring the documents back to Council for consideration. 11. Discuss and act on Termination of Agreement for Airport Management; Termination and Buyout of Fixed Base Operator Management Lease Agreement; and approve Bill of Sale in the total amount of $89,000.00. Regular Council Meeting July 12, 2021 Page 5 Ms. Harris said at a previous meeting, City Council approved in principle a separation agreement between the City and Jerry Richey regarding his contracts as airport manager and FBO manager. She explained the three documents that were in their agenda packets. Ms. Harris said Mr. Richey would stay on as a consultant 40 hours per week, until City hired, and Mr. Richey trained, a new employee to manage these duties. Ms. Harris said the weekly rate was $1,200.00. She also said once the employee was trained, Mr. Richey would be available for consultations at the hourly rate of $30.00 with a $30.00 call out fee, and for telephone consultations at no charge. A Motion to approve this item was made by Council Member Pilgrim and seconded by Council Member Knox. Motion carried, 6 ayes — 0 nays. 12. Receive report of results from the Committee for employee evaluations, the dates and processes. Mayor Portugal reported that the Committee consisting of herself, Mayor Pro -Tem Hughes and Council Member Pankaj, had met and decided on the dates for employee evaluations as follows: Municipal Judge on September 27, City Attorney on October 11 and City Manager on October 25. 13. Discuss and provide direction to staff with regard to amending the smoking regulations (Ordinance Nos. 2017-003 & 2020-029) and consider building into the ordinance an application process for waiver. Council Member Pilgrim said they had recently received a petition from employees of a commercial business asking them to allow smoking in open air facilities. He said they should consider giving a variance in these type of facilities where people were working in open spaces, such as shops. Mr. Path said variances were normally granted by City Council but they would want to establish criteria for granting variances. Council Member Pankaj said he was not opposed to a variance process. Council Member Pilgrim suggested they put it in the company's court to bring the request to the City Council. Ms. Harris said they might want to mirror the variance after the 2017 ordinance which did allow smoking in open air spaces, such as at Turner and Body Guard. Mayor Portugal suggested the criteria include a requirement of a certain number or percentage of employees must request the variance. She said she agreed with freedoms but when it impeded on someone else's freedoms, that was a problem. Council Member Savage said it looked like they were just creating an option. Council Member Knox said she had given a lot of thought to do this. She suggested they give consideration to industry that had open air space but that the request should go from the employees to the manager or owner of the industry, that the manager of owner then apply for the variance which would then go to City Council. 14. Consider and approve future events for City Council and/or City Staff pursuant to Resolution No. 2004-081. Council Member Pankaj said he would like to put an item on the next agenda to discuss further details about putting on a builders' forum. Regular Council Meeting July 12, 2021 Page 6 15. Adjournment. There being no further business, a Motion to adjourn was made by Council Member Pankaj and was seconded by Mayor Portugal. Motion carried, 6 ayes — 0 nays. The meeting was adjourned at 6:45 p.m. PAULA PORTUGAL, MAYOR JANICE ELLIS, CITY CLERK 6