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05 - City Council MinutesItem No. 5 DRAFT CITY COUNCIL MINUTES MINUTES OF THE REGULAR CITY COUNCIL MEETING OF THE CITY OF PARIS, TEXAS March 25, 2024 The City Council of the City of Paris met for a regular session at 5:30 p.m. on Monday, March 25, 2024, at the City Council Chamber, 107 E. Kaufinan, Paris, Texas. Present: Absent: O penin ., A enda Mayor Pro -Tem: Mihir Pankaj Council Members: Shatara Moore, Gary Savage, Rebecca Norment, and Rudy Kessel City Staff: Grayson Path, City Manager; Robert Vine, Deputy City Manager; Doug Harris, Assistant City Manager; Stephanie Harris, City Attorney; Janice Ellis, City Clerk; Gene Anderson; Finance Director; Randy Tuttle, Assistant Police Chief; Todd Mittge, City Engineer; Duke McGee, Building Official; and Clyde Crews, Fire Marshal Mayor: Council Member: Call meeting to order. Reginald B. Hughes Clayton Pilgrim Mayor Pro -Tem Pankaj called the meeting to order at 5:30 p.m. 2. Invocation. Finance Director Gene Anderson gave the invocation. 3. United States Pledge of Allegiance & Texas Pledge of Allegiance. Mayor Pro -Tem Pankaj led the United States Pledge of Allegiance and the Texas Pledge of Allegiance. 4. Citizens' Forum. Carolyn Williams, Paris, Texas — she said she did not think she should have to give her full social security number to the Police when they came to her house. She also said she was assessed a lien against her property by the City for mowing and they did not mow the lot on Van Zandt Street by True Vine Church. She said the City ended up dropping the lien. Nita Sharon Smith, 925 Medalist — she said her neighborhood was made up of senior citizens and they placed their trashcans in the alley. She also said that CARDS was destroying Regular Council Meeting March 25, 2024 Page 2 their grass at the back of their houses, that she had taken photographs and forwarded to Michael Smith. Consent Agenda Mayor Pro -Tem Pankaj 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 Savage and seconded by Council Member Norment Motion carried, 5 ayes — 0 nays. 5. Approve minutes from the meetings of March 6, 2024, March 11, 2024, and March 18, 2024. 6. Receive reports and/or minutes from the following boards and commissions: a. Historic Preservation Commission (2-6-2024) b. Main Street Advisory Board (2-13-2024) c. Paris Economic Development Corporation (2-20-2024 & 3-6-2024) d. Tax Increment Reinvestment Zone (2-8-2024) e. Building & Standards Commission (2-19-2024) f. Paris Public Library Advisory Board (2-21-2024) 7. Receive February monthly financial report. 8. Receive February drainage report. 9. Receive demolition and code enforcement activity reports. 10. Accept bids and award bids for the purchase of roadway materials to the lowest responsible bidder(s) for the twelve-month period beginning April 1, 2024; and authorize the City Manager to execute all necessary documents. 11. Approve the Final Plat of the Forestbrook Estates Subdivision, Block A Lots 1-15; Block C Lots 1-14; Block D Lots 1-28; Block E Lots 1-10; Block F Lots 1-10; Block G Lots 1- 10; LCAD 22769, located in the 3300 Block of Jefferson Road. Rg alar A Benda 12. Discuss, conduct a public hearing and act on ORDINANCE NO. 2024-2012: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, AMENDING ZONING ORDINANCE NO. 1710 OF THE CITY OF PARIS, TEXAS, AS HERETOFORE AMENDED, SO AS TO ALLOW A SPECIFIC USE PERMIT (SUP) FOR TATTOO SHOP IN THE CENTRAL AREA DISTRICT (CA) FOR CITY OF PARIS BLOCK 11, LOT 7, LCAD NO. 13685, LOCATED AT 130 N. MAIN STREET, Regular Council Meeting March 25, 2024 Page 3 Building Official Duke McGee explained that the applicant wanted to expand their existing hair salon and permanent make-up business to include tattooing. He said that the Planning and Zoning Commission, as well as Staff recommended approval. Mayor Pro -Tem Pankaj opened the public hearing and asked for anyone wishing to speak about this item, to please come forward. With no one speaking, Mayor Pankaj closed the public hearing. A Motion to approve this item was made by Council Member Moore and seconded by Council Member Kessel. Motion carried, 5 ayes — 0 nays. 13. Discuss, conduct a public hearing and act on ORDINANCE NO. 2024-013: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, AMENDING ZONING ORDINANCE NO. 1710 OF THE CITY OF PARIS, TEXAS, AS HERETOFORE AMENDED, SO AS TO ALLOW A SPECIFIC USE PERMIT (SUP) FOR A CHILD CARE CENTER IN A MULTI -FAMILY DWELLING DISTRICT NO.2 (MF -2) FOR CITY OF PARIS BLOCK 220-A, LOTS 9A AND 6, LOCATED AT 1905 E. PRICE STREET, LCAD NO. 22040. Building Official Duke McGee explained the applicant proposed to relocate her current out of town day care operations to 1905 E. Price. He said the site had previously been a day care center but was recently rezoned and remodeled for student housing. Mr. McGee also said that the Planning and Zoning Commission and Staff recommended approval. Mayor Pro -Tem Pankaj opened the public hearing and asked for anyone wishing to speak about this item, to please come forward. With no one speaking, Mayor Pankaj closed the public hearing. A Motion to approve this item was made by Council Member Savage and seconded by Council Member Moore. Motion carried, 5 ayes — 0 nays. 14. Discuss and consider an ORDINANCE NO. 2024-014: AN ORDINANCE APPROVING THE ISSUANCE AND SALE OF CITY OF PARIS, TEXAS, COMBINATION TAX AND SURPLUS REVENUE CERTIFICATES OF OBLIGATION, SERIES 2024 AND APPROVING VARIOUS DOCUMENTS RELATED TO SUCH CERTIFICATES OF OBLIGATION. Finance Director Gene Anderson said City Council approved a Notice of Intention Resolution to issue certificates of obligation to pay for the final construction phase of the new wastewater treatment plant at their meeting of January 22, 2024. He explained this was the next step needed in order to issue the certificates of obligations. Andrew Friedman with SAMCO said this went to the market earlier in the day and the interest came in about 4.1 % instead of 5%, which would save the City money. A Motion to adopt the ordinance authorizing the issuance and sale of City of Paris, Texas Combination Tax and Surplus Revenue Certificates of Obligation, Series 2024 and all matters Regular Council Meeting March 25, 2024 Page 4 related thereto was made by Council Member Norment and seconded by Council Member Kessel. Motion carried, 5 ayes — 0 nays. 15. Discuss and consider authorization for the Building Department to issue an RFP for third party administrator services to pursue grant funding for BCEGS rating improvement. Building Official Duke McGee explained that the BCEGS was a program administered by ISO which evaluated building departments pertaining to their building code adoption and enforcement. He said on a scale of 1 to 10 with 1 being the best, and the City of Paris was currently rated as a 6. Mr. McGee also said if the Building Department could improve its rating, the community's insurance rates for commercial and residential would improve. He said with an improved rating was the ability for the community to receive Federal relief funding in the case of natural or declared disasters. He informed the Council that the goal was to become accredited based on the IAS Accreditation Criteria, which aligned with the International Building Code and related industry standards. Mr. McGee informed the Council that at this time, there were only four cities in the State that were accredited. Mr. McGee answered questions from City Council. City Manager Grayson Path added that the City wanted to hire third party grant administrator services which would also do reporting, and those services would be paid out of grant monies received by the City. A Motion to approve this item as presented was made by Council Member Kessel and seconded by Council Member Savage. Motion carried, 5 ayes — 0 nays. 16. Receive a presentation on the status of the Paris Development Code (PDC). Mr. McGee presented information about the formation of the Paris Development Code (PDC) Committee in February of 2023. He said the purpose of the Committee was to consolidate, simplify and unify the City's development regulations. He also provided the Council with a summary of the status of the project which outlined chapters of the Paris Development Code. He also said there were several steps remaining that would take some time, and that Staff would bring another update to the Council. 17. Discuss and consider changing the April 8, 2024 City Council meeting to April 9, 2024. City Clerk Janice Ellis said at the Council meeting of March 11, 2024, several Council Members discussed the possibility of moving the April 8 meeting to April 9. Ms. Ellis explained that in looking forward to future agendas, Staff recommended staying with the April 8 meeting dates. Council Member Savage said he thought they should stay on schedule. A Motion to remain with the April 8 meeting date was made by Council Member Savage and seconded by Council Member Moore. Motion carried, 5 ayes — 0 nays. 18. Discuss and act on RESOLUTION NO. 2024-020: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS APPROVING AND AUTHORIZING AN ECONOMIC DEVELOPMENT AGREEMENT AND TAX ABATEMENT Regular Council Meeting March 25, 2024 Page 5 AGREEMENT WITH PW INVESTMENTS, LLC PURSUANT TO THE 5 IN 5 HOUSING INFILL DEVELOPMENT PROGRAM. City Attorney Stephanie Harris said PW Investments, LLC had applied for an Economic Development and Residential Tax Abatement Agreement under the 5 in 5 Housing Infill Development Program to build a multifamily structure comprising of seven dwelling units on property located at 1610 Bonham Street. She also said that the applicants owned this property. Council Member Savage inquired if this was one of the applications received prior to placing a hold on the program. Ms. Harris answered in the affirmative. A Motion to approve this item was made by Council Member Norment and seconded by Council Member Kessel. Motion carried, 5 ayes — 0 nays. 19. Consider and approve future events for City Council and/or City Staff pursuant to Resolution No. 2004-081. Council Member Savage asked that Staff follow up with Carolyn Williams. Mr. Path said he had already texted Staff. 20. Adjournment. A Motion to adjourn was made by Council Member Savage and seconded by Council Member Kessel. Motion carried, 5 ayes — 0 nays. Mayor Pro -Tem Pankaj adjourned the meeting at 6:08 p.m. MIHIR PANKAJ, MAYOR PRO -TEM JANICE ELLIS, CITY CLERK MINUTES OF THE REGULAR CITY COUNCIL MEETING OF THE CITY OF PARIS, TEXAS April 8, 2024 The City Council of the City of Paris met for a regular session at 5:30 p.m. on Monday, April 8, 2024, at the City Council Chamber, 107 E. Kaufman, Paris, Texas. Present: Mayor: Reginald B. Hughes Mayor Pro -Tem: Mihir Pankaj Council Members: Gary Savage and Clayton Pilgrim City Staff: Grayson Path, City Manager; Doug Harris, Assistant City Manager; Stephanie Harris, City Attorney; Janice Ellis, City Clerk; Gene Anderson; Finance Director; Rich Salter, Police Chief; Todd Mittge, City Engineer; M.A. Smith, Public Works Director; Thomas McMonigle, Fire Chief; and Clyde Crews, Fire Marshal Absent: Council Members: Shatara Moore, Rebecca Norment, and Rudy Kessel O enin . Agenda 1. Call meeting to order. Mayor Hughes called the meeting to order at 5:30 p.m. 2. Invocation. Finance Director Gene Anderson gave the invocation. 3. United States Pledge of Allegiance & Texas Pledge of Allegiance. Mayor Pro -Tem Pankaj led the United States Pledge of Allegiance and the Texas Pledge of Allegiance. 4. Citizens' Forum. Kim Walker, 100 S.E. 20a' — she complimented the City on planning for the eclipse event. She also asked for help with a drainage problem on her son's property located at 530 26a' S.E. Consent Agenda Mayor Hughes 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 Regular Council Meeting April 8, 2024 Page 2 made by Mayor Pro -Tem Pankaj and seconded by Council Member Savage. Motion carried, 4 ayes — 0 nays. 5. Receive reports and/or minutes from the following boards and commissions: a. Paris -Lamar County Board of Health (11-20-2023) b. Love Civic Center Board (1-11-2024) c. Paris Visitors & Convention Council (2-20-2024) d. Tax Increment Reinvestment Zone Board (3-14-2024) e. Planning & Zoning Commission (3-4-2024) 6. Approve the appointment of Cody Head to serve as the TIRZ Chairperson. 7. Approve a Professional Services Contract with Jason Hart Engineering, PLLC in the amount of $34,250.00, to perform a structural analysis of the City owned Santa Fe Depot Building; and authorize the City Manager to execute the Contract. Regular Agenda Mayor Hughes said they needed to move items 13 and 14 up on the agenda, and asked for a Motion. A Motion to move items 13 and 14 forward was made by Council Member Savage and Mayor Pro -Tem Pankaj and seconded by Council Member Pilgrim. Motion carried, 4 ayes — 0 nays. 13. Convene into Executive Session pursuant to Section 551.071 of the Texas Government Code, Consultation with Attorney, to receive legal advice from the City Attorney about (1) pending or contemplated litigation and/or (2) on matters in which the duty of an attorney to her client under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflict with this chapter. Mayor Hughes convened City Council into executive session at 5:35 p.m. 14. Reconvene into open session and possibly take action on those matters discussed in executive session. Mayor Hughes reconvened City Council into open session at 5:55 p.m. and said there was no action to be taken. 8. Discuss and act on ORDINANCE NO. 2024-015: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS DISANNEXING A 7.04 ACRE TRACT OF LAND BEING PART OF THE JAMES KING SURVEY, ABSTRACT 511, TRACT 2-B, LOCATED AT 3197 FM 1497 (LOAD PARCEL NO. 103,154), IN THE CITY OF PARIS, LAMAR COUNTY, TEXAS; ADJUSTING CITY BOUNDARIES TO REFLECT NEW CITY LIMITS; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; PROVIDING A REPEALER CLAUSE, A Regular Council Meeting April 8, 2024 Page 3 SEVERABILITY CLAUSE AND A SAVINGS CLAUSE; AND DECLARING AN EFFECTIVE DATE. City Attorney Stephanie Harris gave the timeline for this disannexation, which included the application, publication, two public hearings and now the final step of approving an ordinance. A Motion to approve this item was made by Mayor Pro -Tem Pankaj and seconded by Council Member Pilgrim. Motion carried, 4 ayes — 0 nays. 9. Discuss and award the Wastewater Treatment Plant Phase 2 construction bid to Heritage Constructors, LLC in the amount of $39,988,500.00; and authorize the City Manager to execute the Notice of Award, Agreement and Notice to Proceed with Heritage Constructors, LLC. Assistant City Manager Doug Harris introduced Justin Rackley (Garver), Lance Klement (Garver), Austin Visconti (Great Plains Consulting), Jeff Reynolds (Heritage Constructors, and Alfredo Solano (Thalle). Mr. Harris explained that this item and item 10 went together. He walked Council through the process of funding the wastewater treatment plant project which was divided into two construction phases. He said the amount of $44 million was to cover any contingencies with phase 2 construction, as well as $461,250.00 to upgrade the SCADA system at the water treatment plant. Mr. Harris said there were multiple factors associated with the need for upgrade which included the age of the software and age of the hardware. He also said Phase 2 construction was scheduled for substantial completion in approximately 17 months. Justin Rackley with Garver reported that in January 2024 they provided a revised construction cost of $53.3 million of phase 2 construction. He said on February 21, 2024, they received three bids and Heritage Constructors, LLC submitted the low bid in the amount of $39,9888,500.00 which was favorable for the City. Mr. Rackley said this was approximately $13.3 million below the estimated construction cost, that Garver had worked with Heritage in the past, and based on their references, Garver was recommending Heritage Constructors, LLC be awarded the bid. A Motion to approve this item was made by Mayor Pro -Tem Pankaj and seconded by Council Member Savage. Motion carried, 4 ayes — 0 nays. 10. Discuss and approve a Professional Services Agreement with RLC Controls, Inc., in the amount of $461,250.00 to upgrade the SCADA system at the Water Treatment Plant; and authorize the City Manager to execute the Agreement. A Motion to approve this item was made by Council Member Savage and seconded by Council Member Pilgrim. Motion carried, 4 ayes — 0 nays. 11. Discuss and act on a Resolution of the City Council of the City of Paris, Texas, approving Amendments to the Bylaws of the Paris Economic Development Corporation removing T I NAMM April 8, 2024 Page 4 to limits for Members of the Board of Directors; making other findings and provisions related to the subject; and declaring an effective date. 12. Discuss and act on a Professional Services Agreement with Charlesworth Consulting, LLC in the amount of $8,525.00 to perform an analysis of the City's Employee Group Program with consideration of potential future insurance procurement; and authorize the City Manager to execute all necessary documents. City Manager Grayson Path said the City of Paris offerd a group insurance plan to its employees, including health, dental and life. He also said the focus was on health insurance and that the City contributed a set amount toward the employee premium. Mr. Path said the City saw a variety of premium increases for 2024 and with the upcoming budget process, the City must estimate an increase in the premium no later than August. He also said the City does not ever learn the actual increase until around October. Mr. Path explained in late 2023 he made an adjustment to the planned City contribution. Mr. Path also explained that to market the City's group insurance was a considerable undertaking, was complex and difficult to understand. He suggested that they hire the services of a knowledgeable consultant to examine the City's situation and advise them prior to considering marketing the City's insurance. Mr. Path said he had identified Charlesworth ConsultinAl because he had worked with them in the references. Mr. Path also said that he had worked with Finance, HR and Council Member Kessel who had experience with group insurance as part of his profession. He said Council Member Kessel was not there tonight but that he was fine with Mr. Path telling the Council that he recommended this step. Mr. Path said the request tonight was to seek approval to enter into an agreement with Charlesworth Consulting, to perform Phase I which involved studying the City's benefit program and helping identify goals and objectives, and whether or not marketing the City's insurance was a worthwhile effort. A Motion to approve this item was made by Council Member Pilgrim and seconded by 111['11! iiivil��� 13° Consider and approve future events for City Council and/or City Staff pursuant to Resolution No. 2004-081. No future events were referenced, 14. Adjournment. There being no further business, a Motion to adjourn was made by Council Member Savage and seconded by Council Member Pilgrim. Motion carried, 4 ayes - 0 nays. Mayor Hughes adjourned the meeting at 6:09 p.m. Regular Council Meeting April 8, 2024 Page 5 REGINALD B. HUGHES, MAYOR JANICE ELLIS, CITY CLERK