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05 - City Council MinutesItem No. 5 MINUTES OF THE JOINT CITY COUNCIL AND PLANNING & ZONING COMMISSION SPECIAL MEETING OF THE CITY OF PARIS, TEXAS July 11, 2024 The City Council and Planning and Zoning Commission of the City of Paris met for a special session at 5:00 p.m. on Thursday, July 11, 2024, at the City Council Chamber, 107 E. Kaufman Street, in Paris, Texas. Present: Absent: Mayor: Mihir Pankaj Council Members: Shatara Moore, Mickey Ellis, Alix Putnam and Rudy Kessel City Staff: Rob Vine, Interim City Manager; Doug Harris, Assistant City Manager; Gene Anderson, Finance Director; Osei Amo-Mensah, Planning Director; Clyde Crews, Fire Marshal; Skylar Unger, Deputy City Clerk; and Triniti Frazier, Community Development Coordinator Mayor Pro -Tem: Council Member: Gary Savage Rebecca Norment Planning & Zoning Larry Walker, Chad Lindsey, Clifton Fendley, Tylesha Mosely, and Adam Bolton 1. Call meeting to order. Mayor Pankaj and Board Chairman Fendley called the meeting to order at 5:02 p.m. 2. Citizens' Forum. No one spoke during citizens' forum. 3. Receive presentation from SAMCO Capital Markets, the City's financial advisory and P- 3 Works, the City's PID administrator regarding Public Improvement District (PID) financing and other matters related thereto. Mark McLiney with SAMCO explained the utilization of a public improvement district, how a PID works, how it is created, and the different types of public improvement districts. Mr. McLiney also reviewed City obligations for PIDs, financial implications for the City, benefits, and potential challenges. Mr. McLiney answered questions from City Council and Planning and Zoning Commissioners. 4. Review information contained in the Paris Housing Market Analysis with Catalyst (Housing Consultant). Special Joint Meeting July 11, 2024 Page 2 Interim City Manager introduced Chris and Dawn from Catalyst who presented the housing study and made recommendations. Included in their presentation was the process and the status now, which consisted of lack of housing, blight and code violations, lack of growth, rental concentration and new construction in the county. They said they established eight smaller analysis areas and did a driving tour of neighborhoods while taking a physical inventory of neighborhood health factors. They presented demographics, the labor market, housing economics, history of development activity which included eight neighborhood units reflecting a demographic snapshot of each unit. They recommended better neighborhood health, long-term rental registration program and a short-term rental program. Mayor Pankaj inquired where people could find the results. Mr. Vine said the results were on the City's website. Clifton Fendley said this was good information. Mayor Pankaj said it was great to have this project completed. 5. Adjournment. There being no further business, Mayor Pankaj adjourned the City Council at 6:26 p.m. and Chairman Fendley adjourned the Planning and Zoning Commission at 6:26 p.m. MIHIR PANKAJ SKYLAR UNGER, DEPUTY CITY CLERK MINUTES OF THE REGULAR CITY COUNCIL MEETING OF THE CITY OF PARIS, TEXAS July 22, 2024 The City Council of the City of Paris met for a regular session at 5:30 p.m. on Monday, July 22, 2024, at the City Council Chamber, 107 E. Kaufman, Paris, Texas. Present: Mayor: Mihir Pankaj Mayor Pro -Tem: Gary Savage Council Members: Mickey Ellis, Shatara Moore, Alix Putnam and Rudy Kessel City Staff: Rob Vine, Interim City Manager; Doug Harris, Assistant City Manager; Stephanie Harris, City Attorney; Janice Ellis, City Clerk; Gene Anderson, Finance Director; Randy Tuttle, Assistant Police Chief; M.A. Smith, Public Works Director; Osei Amo-Mensah, City Planner; and Clyde Crews, Fire Marshal Absent: Council Member: Rebecca Norment O ening A enda 1. Call meeting to order. Mayor 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. City Council led the United States Pledge of Allegiance and the Texas Pledge of Allegiance. 4. A. Recognize Reginald B. Hughes for his service to the City of Paris. Mayor Pankaj read a proclamation honoring Reginald B. Hughes, which was awarded to Mr. Hughes by the City Council. B. Citizens' Forum. Larry Schenk, 3765 Dawn Drive — he spoke in support of a COLA for retirees citing the narrow window provided by new law to do so. Regular Council Meeting July 22, 2024 Page 2 Carolyn Williams, 44th Street — thanked council members who went to her court hearing at municipal court. Glee Emmite, 2065 Aspen- she said she currently was on the Main Street Advisory Board and had applied to be the Main Street liaison for the Historic Preservation Commission. Pam Norwood, Blossom, Texas — she said she would like to serve on TIRZ and owned a downtown business. Pamela Lewis, 138 W. Provine — she complained of the increase in her water bill and said water meters across the street were checked but not on her side of the street. Tommy Haynes, 3095 Abbott — thanked the City Council for putting item 11 on the agenda dealing with a COLA for retirees. Kelsey Turk, 2745 Simpson — he said he was a designer and asked for consideration of an appointment to the Historic Preservation Commission. Consent Agenda Mayor 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 Kessel and seconded by Council Member Putnam. Motion carried, 6 ayes — 0 nays. 5. Approve minutes from the meetings of July 2, 2024 and July 8, 2024. 6. Receive reports and/or minutes from the following boards and commissions: a. Love Civic Center Quarterly Reports b. VC&C Quarterly Reports c. Traffic Commission (8-1-2023) d. Paris Public Library Advisory Board (4-17-2024 & 5-15-2024) e. Tax Increment Reinvestment Zone (TIRZ) Board (6-13-2024) f. Building & Standards Commission (7-17-2024) g. Main Street Advisory Board (6-11-2024) h. Planning & Zoning Commission (5-6-2024) 7. Receive approved 2024-2025 Program of Works & Budgets for Love Civic Center and Paris Visitors & Convention Council. Receive May drainage report. 9. Award water and wastewater chemical bids. Regular Council Meeting July 22, 2024 Page 3 10. Approve the Final Plat of the Celebration Paris Addition CB 315, Lots 1 and 2 of Block A, Lot 1 of Block B, Lot 1 of Block C, LCAD 40949, 50931 and 100545, located in the 4300 Block of Lamar Ave. Regular Agenda 11. Receive presentation about a COLA for City of Paris retirees. Finance Director Gene Anderson said in 2004 the City Council adopted an ordinance which repealed the automatic granting of retiree COLAs and employee Updated Service Credits, because they wanted to vote on these items each year. He also said COLAs and employee USCs were granted on an annual basis in 2005, 2006, 2007 and 2008, but neither had been granted since that time. Mr. Anderson reported the primary obstacle to granting a COLA had been the cost. He said if Council wanted to effect a change, they would need to adopt an ordinance specifying the desired change and forward that ordinance to TMRS in advance of the coming new year. Mr. Anderson stated that the State Law that governs TMRS states that any COLA for retirees could not be given unless current employees also receive a USC; however, the reverse was not true. He said that current employees could receive a USC without having to grant retirees a COLA. Mr. Anderson explained the percentages for the City's contribution and stated that rate would increase 5.77% which would increase the City's gross payroll a cost of $1,162,922. He said the City would need to generate reoccurring revenue to equal this reoccurring expense, or cut expenses, or a combination of the two. Mr. Anderson answered questions from City Council. 12. Receive presentations from Strategic Government Resources and Baker Tilly regarding available services for a city manager search. Interim City Manager Rob Vine introduced Ron Hollifield from SGR. Mr. Vine said he had received a proposal from Baker Tilly and had forwarded that to Council last week. Council Member Putnam inquired about the average tenure of a city manager and Mr. Hollifield said it use to be 4 1/2 years but it was all over the place now. Mayor Pankaj asked if the City would get a guarantee. Mr. Hollifield said if a city manager did not work out within the first 12 months, they would go back out for applicants. Council Member Kessel asked about the timeline and Mr. Hollifield explained the process of three tiers with step one being sitting down with he Council and then hitting the street. 13. Discuss, conduct a public hearing and act on ORDINANCE NO. 2024-019: AN ORDINANCE APPROVING AND ADOPTING AMENDMENTS TO THE COMPREHENSIVE PLAN AND FUTURE LAND USE MAP FOR THE CITY OF PARIS FROM MEDIUM DENSITY RESIDENTIAL (MDR) TO HIGH DENSITY RESIDENTIAL (HDR) FOR PART OF TRACT 28, A208 E CROW SURVEY, LOCATED IN THE 4300 BLOCK OF PINE MILL ROAD. Regular Council Meeting July 22, 2024 Page 4 City Planner Osei Amo-Mensah explained this was a 6.3 8 acre tract of land that was currently vacant, and would require a minor amendment to High Density Residential. He also said that staff, as well as the Planning and Zoning Commission recommended approval. Mayor Pro -Tem Savage inquired if there had been any citizen complaints. Mr. Amo- Mensah said one person expressed concern about too much traffic. He also said that Todd Mittge recommended some type of traffic study. Mayor Pro -Tem Savage asked what could be built if the amendment was approved. Mr. Amo-Mensah said duplexes and townhomes. Mayor 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 Ellis and seconded by Council Member Kessel. Motion carried, 6 ayes — 0 nays. 14. Discuss, conduct a public hearing and act on ORDINANCE NO 2024-020: AN ORDINANCE AMENDING ORDINANCE NO. 1710 OF THE CITY OF PARIS, TEXAS, SO AS TO REZONE PART OF TRACT 28, IN THE A208 E. CROW SURVEY, LOCATED IN THE 4300 BLOCK OF PINE MILL ROAD, FROM AN AGRICULTURE DISTRICT (A) TO A MULTIPLE FAMILY DWELLING DISTRICT NO. 2 (MF2); DIRECTING A CHANGE ACCORDINGLY IN THE OFFICIAL ZONING MAP OF THE CITY. Mr. Amo-Mensah said this item was tied to the preceding item. Mayor 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 Putnam and seconded by Mayor Pro -Tem Savage. Motion carried, 6 ayes — 0 nays. 15. Discuss, conduct a public hearing and act on ORDINANCE NO. 2024-021: AN ORDINANCE AMENDING A PLANNED DEVELOPMENT SITE PLAN IN THE PSHIGODA SOUTH ADDITION, BLOCK A, LOT 2, LOCATED IN THE 3500 BLOCK OF CLARKSVILLE STREET IN THE CITY OF PARIS, TEXAS, TO ALLOW CONSTRUCTION OF CARPORTS. Mr. Amo-Mensah explained that the planned development was created in 1991 and did not address carports. He said the owner and tenants were seeking approval to install carports to help protect vehicles. Mayor Pro -Tem Savage inquired if there were any complaints and Mr. Amo-Mensah said there were not. Regular Council Meeting July 22, 2024 Page 5 Mayor Pankaj opened the public hearing and asked for anyone wishing to speak about this item, to please come forward. Property tenant Susan Bishop spoke in support of this item, With no one else speaking, Mayor Pankaj closed the public hearing. A Motion to approve this item was made by Mayor Pro -Tem Savage and seconded by Council Member Ellis. Motion carried, 6 ayes — 0 nays. 16. Discuss, conduct a public hearing and act on ORDINANCE NO. 2024-022: AN ORDINANCE AMENDING ZONING ORDINANCE NO. 1710 OF THE CITY OF PARIS, TEXAS, AS HERETOFORE AMENDED, SEC. 8, "USE OF LAND AND BUILDINGS," TO PROVIDE A DEFINITION FOR "COMMUNITY GARDEN" AND TO DESIGNATE ZONING DISTRICTS IN WHICH SAME MAY BE LOCATED. Mr. Amo-Mensah said the City's current ordinances did not address agricultural operations as defined by Legislature passed HB 1750 and this amendment adds a definition for community garden. Mayor 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 Kessel and seconded by Council Member Putnam. Motion carried, 6 ayes — 0 nays. 17. Discuss, conduct a public hearing and act on ORDINANCE NO. 2024-023: AN ORDINANCE AMENDING ZONING ORDINANCE NO. 1710 OF THE CITY OF PARIS, TEXAS, AS HERETOFORE AMENDED, SEC. 10-111, "USE OF PARKING AREAS," RELATING TO PARKING ON VACANT LOTS. Mr. Amo-Mensah said the issue the City was having was with people parking on vacant lots. He also said this amendment would prohibit parking on vacant residential lots, unimproved and unsurfaced vacant non-residential lots. Mr. Amo-Mensah said this amendment would also prohibit semi -trucks from being parked in residential areas in all districts. Mayor Pro -Tem Savage inquired about the penalty, such as towing. City Attorney Stephanie Harris said the ordinance did not allow for towing, but did allow for up to a $500.00 fine per day. Mayor Pankaj asked if a warning of some type would be given since this was new. Ms. Harris said it was not in the ordinance but staff could certainly give warnings for the first six months. Mr. Vine said staff could walk up to the doors where this was occurring and give them a copy of the ordinance. Mayor 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. Regular Council Meeting July 22, 2024 Page 6 A Motion to approve this item was made by Mayor Pro -Tem Savage and seconded by Council Member Ellis. Motion carried, 6 ayes — 0 nays. 18. Discuss and act on ORDINANCE NO. 2024-024: AN ORDINANCE ESTABLISHING SCHOOL ZONE SPEED LIMITS ON CERTAIN PORTIONS OF CERTAIN STREETS AND HIGHWAYS AND PUBLIC PLACES IN THE CITY OF PARIS, AMENDING TRAFFIC SCHOOL ZONE SPEEDS IN CHAPTER 11.02.005; ESTABLISHING DAYS AND TIMES WHEN SCHOOL ZONE SPEED LIMITS WILL BE IN EFFECT. Assistant Police Chief Tuttle reported that prior to the end of the 2023-24 school year, Paris, North Lamar and Chisum Independent School Districts voted to change their instructional schedule to four days a week. He said this ordinance was to amend the Traffic Control Map changing the time of school speed zones in each district and establishing a new school speed zone on North Lamar Parkway. A Motion to approve this item was made by Council Member Moore, and seconded by Council Member Putnam. Motion carried, 6 ayes — 0 nays. Mayor Pankaj asked for a Motion to move item number 24 up on the agenda. A Motion to move item 24 up was made by Council Member Kessel and seconded by Council Member Ellis. Motion carried, 6 ayes — 0 nays. 24. Receive a presentation from Nathan Spaulding about creating a Public Improvement District "PID" for the Forestbrook Estates Subdivision. Interim City Manager Rob Vine said at the July 2nd Special City Council meeting, City Council heard from SAMCO and P3 about Public Improvement Districts. He also said tonight developer Nathan Spaulding was going to tell them about his development and how a PID could benefit the City. Mr. Vine said Mr. Spaulding had submitted a PID Petition which would be the topic of a future agenda. Mr. Spaulding with Lone Star Planned Development, reviewed the Forestbrook Project, and said it would help growth objectives for Paris and help development to become successful. He said they normally started with single family homes first, and Phase I was planned for 254 home lots off Jefferson Road. Mr. Spaulding explained the First Phase originally was not to have a PID on that 59 acres but have it on the remainder of the acreage. He explained they got push back from home builders and lenders because it was a sizeable development and should have a PID. Mr. Spaulding said as they looked back, they realized it was a mistake not to plan for a PID at the beginning. He further explained the idea was for Phase II to have a PID because it was more expensive. Mr. Spaulding said this was not the best way to do it because Phase I would not have an assessment but Phase II would, and they were all part of the same community. He fast forwarded to today and said prices had skyrocketed and they really needed to do a PID on Phase I, and could spread out the assessment for the whole neighborhood. Mr. Spaulding said the entire project consisted of almost over 200 acres. He this would be economically viable for home buyers with more amenities, such as a walking track or pocket park. Mr. Spaulding briefly touched on different types of bonds and said they were proposing a reimbursement bond. Regular Council Meeting July 22, 2024 Page 7 Mr. Spaulding said the City would not take on any risk. He also said creating a FID would help developers to compete with existing house inventory. He reported that lots would be sold to home builders in bundles. Mr. Spaulding said the next step was to bring to a PID petition forward and they planned to present that on August 12. Mayor Pro -Tem Savage inquired about the risk to the City if they created a PID. Mr. Vine said there was no risk to the City, and they wanted to go slow with this process because it was new. Council Member Putnam asked the average price of the 293 homes. Mr. Spaulding said they would have to develop infrastructure and sell lots first to home builders and he did not know where the builder would land with prices. Mr. Vine said Council would want to form a team of the Mayor, Mayor Pro -Tem and one other Council Member. Council Member Moore volunteered to serve on the team for this project. 19. Receive presentation from the City Attorney about the role and authority of the Governing Body (whole and individually) as written in the City Code and Charter. City Attorney Stephanie Harris said Mayor Pro -Tem Savage had requested this item. She began her presentation with explaining the Council Manager form of government and referenced the City Charter. Ms. Harris said Council was responsible for making policy, and the City Manager was responsible for carrying out that policy through the operations of the City. Next, Ms. Harris reviewed Article III and Section 19 of the Charter. She also covered Section 2, and referenced Section 21. Ms. Harris reviewed Section 15, municipal judge consideration, officers of the Council, duties of the Mayor, and Code of Ordinances Sec. 2.02.001/Article 2.02 which sets out the Council had the right to set out its own rules of procedure. Mayor Pro -Tem Savage expressed appreciation for the presentation and said it was helpful to City Council. 20. Discuss and possibly act on ORDINANCE NO. 2024-025: AN ORDINANCE AMENDING ORDINANCE NO. 2019-045 TO ENLARGE THE BOARD OF DIRECTORS OF TAX INCREMENT REINVESTMENT ZONE NO. 1 FROM FIVE TO SEVEN DIRECTORS. Mr. Amo-Mensah said that the TIRZ Board thought it would be better to increase their board by two members. He said they recommended having seven board members. Council Member Moore asked why they thought it would be better. City Attorney Stephanie Harris replied to increase the talent pool in order to make important money making decisions. Mayor Pankaj said this was a fantastic opportunity to increase the talent pool. Mayor Pro -Tem Savage said he was against increasing to seven. He said this was a hot item and when it was not a hot item, there did not seem to be so many interested. Council Member Putnam said she agreed with the increase based on Ms. Harris' comments. Following additional discussion, a Motion to increase the board by two members was made by Council Member Putnam and seconded by Council Member Kessel. Motion carried, 5 ayes —1 nay, with Mayor Pro -Tem Savage casting the dissenting vote. Regular Council Meeting July 22, 2024 Page 8 21. Discuss and possibly act on RESOLUTION NO. 2024-032: A RESOLUTION APPROVING A CHANGE IN THE BYLAWS OF TAX INCREMENT REINVESTMENT ZONE NO. 1 TO PROVIDE FOR THE ENLARGEMENT OF THE BOARD OF DIRECTORS FROM FIVE TO SEVEN AND TO REMOVE THE REQUIREMENT THAT THE BOARD INCLUDE TWO STAFF DIRECTORS. Mr. Amo-Mensah explained this change was to amend the Bylaws to expand the Board of Directors from five to seven members and remove the requirement that the board include two staff directors. Council Member Moore inquired about the reasoning for removing the requirement that the board include two staff directors. Mayor Pankaj said there were a lot of questions as to why staff was on the board. Ms. Harris said this was the first TIRZ Board the City had and the consultant recommended it. A Motion to approve this item was made by Mayor Pro -Tem Savage and seconded by Council Member Moore. Motion carried, 6 ayes — 0 nays. 22. Discuss and make appointments to the various Boards and Commissions. Mayor Pankaj reminded everyone that they give the applicant they wanted as first choice, the highest number of points. City Clerk Janice Ellis reported that the morning after the appointments were made, staff was reviewing all board appointments and there were two items that needed to be revisited from that meeting. With regard to the Planning and Zoning Commission, she said she announced that Larry Walker and Stacy Ladell were the applicants receiving the most points; however, Larry Walker and Adam Bolton were the two applicants who received the most points. Ms. Ellis reported that she immediately notified City Council, Mr. Ladell and Mr. Bolton. A Motion to rescind the appointment of Stacy Ladell to Planning and Zoning, and to appoint Adam Bolton to Planning and Zoning was made by Council Member Ellis and seconded by Council Member Kessel. Motion carried, 6 ayes — 0 nays. Next, Ms. Ellis said Plug Clem was appointed to two boards, Traffic Commission and Board of Adjustment. She said his preference was the Board of Adjustment. A Motion to rescind the appointment of Plug Clem to the Traffic Commission was made by Mayor Pro -Tem Savage and seconded by Council Member Kessel. Motion carried, 6 ayes — 0 nays. City Council considered applicants for one vacancy on the Band Commission as follows: Byron Myrick and Linda Vandiver. Regular Council Meeting July 22, 2024 Page 9 After staff tallied the points, Ms. Ellis reported that the two applicants tied. A Motion to appoint Byron Myrick was made by Mayor Pro -Tem Savage and seconded by Council Member Ellis. Motion carried, 6 ayes — 0 nays. City Council considered applicants for two vacancies on the Building & Standards Commission as follows: Sequoia Bruce, Christopher Dux, Roxann Hadley, Alexander Moore, and Jeremy Wilson. After staff tallied the points, Ms. Ellis reported that the two applicants receiving the highest number of points was Christopher Dux and Alexander Moore. A Motion to make these two appointments was made by Council Member Putnam and seconded by Council Member Ellis. Motion carried, 6 ayes — 0 nays. Next, City Council considered applicants for six vacancies on the Historic Preservation Commission, one being an alternate position with an unexpired term and one being an unexpired regular position, as follows: Angie Briscoe, Matthew Coyle, Glee Emmite, Roxann Hadley, Linda Su Knox, Ryan Matthews, and Kesley Turk. After staff tallied the points, Ms. Ellis reported that the following results: Matthew Coyle, Glee Emmite (Main Street Representative), Roxann Hadley (unexpired alternate position), Linda Su Knox, Ryan Matthews (unexpired regular position), and Kelsey Turk, A Motion to make these appointments was made by Mayor Pro -Tem Savage and seconded by Council Member Moore. Motion carried, 6 ayes — 0 nays. City Council considered applicants for one vacancy on the Main Street Advisory Board, as follows: Sequoia Bruce, Millicent Kee, Kevin Moore, and Jeremy Wilson. After staff tallied the points, Ms. Ellis reported that Kevin Moore received the highest number of points. A Motion to appoint Kevin Moore was made by Council Member Kessel and seconded by Council Member Ellis. Motion carried, 6 ayes — 0 nays. Next, City Council considered applicants for the TIRZ Board. Ms. Ellis reminded everyone that Interim City Manager Rob Vine had submitted his resignation from the board earlier and a copy of his resignation was in their agenda packets. Ms. Ellis said with the increase of two board members and Mr. Vine's resignation, there were three vacancies. She recommended that two of the new board members each have a term that expired June 30, 2026 giving them a full term. Ms. Ellis said the applicants were Dillon Cecil, Josh Craig, Miles Mathieu, and Pam Norwood. After staff tallied the points, Ms. Ellis reported that Dillon Cecil, Miles Mathieu, and Pam Norwood received the highest number of points. She also reported that the terms of Mr. Regular Council Meeting July 22, 2024 Page 10 Cecil and Mr. Mathieu would end June 30, 2026 and Ms. Norwood would fill the unexpired term of Rob Vine, with a term ending June 30, 2025. A Motion to make these appointments were made by Council Member Putnam and seconded by Council Member Moore. Motion carried, 6 ayes — 0 nays. With regard to the Traffic Commission, Ms. Ellis said there were four vacancies and only one remaining applicant. She said if Council was ok with doing so, they could appoint Jeremy Wilson and staff could continue trying to recruit for this board. A Motion to appoint Jeremy Wilson was made by Council Member Kessel and seconded by Council Member Moore. Motion carried, 6 ayes — 0 nays. 23. Discuss and act on a Resolution appointing members to the Board of Adjustment. Ms. Ellis said there were two alternate positions remaining but applicants had been appointed to other boards. She also said staff would continue recruiting for this board. 25. Consider and approve future events for City Council and/or City Staff pursuant to Resolution No. 2004-081. Mayor Pro -Tem Savage referenced corner lots with high grass and weeds when pulling out to cross the streets. Mr. Vine recommended they continue to forward these to code enforcement. 26. Adjournment. There being no further business, a Motion to adjourn was made by Mayor Pro -Tem Savage and seconded by Council Member Putnam. Motion carried, 6 ayes - 0 nays. Mayor Pankaj adjourned the meeting at 8:27 p.m. MIHIR PANKAJ, MAYOR JANICE ELLIS, CITY CLERK MINUTES OF THE SPECIAL CITY COUNCIL MEETING OF THE CITY OF PARIS, TEXAS July 29, 2024 The City Council of the City of Paris met for a special session at 5:30 p.m. on Monday, July 29, 2024, at the City Council Chamber, 107 E. Kaufman, Paris, Texas. Present: Mayor: Mihir Pankaj Mayor Pro -Tem: Gary Savage Council Members: Mickey Ellis, Rebecca Norment, and Rudy Kessel City Staff: Rob Vine, Interim City Manager; Stephanie Harris, City Attorney; Janice Ellis, City Clerk; Gene Anderson, Finance Director; Osei Amo-Mensah, City Planner; Sandy Collar, HR Director; and Clyde Crews, Fire Marshal Absent: Council Members: Shatara Moore and Alix Putnam Call meeting to order. Mayor Pankaj called the meeting to order at 5:30 p.m. 2. Citizens' Forum. No one spoke during Citizens' Forum. 3. Receive a presentation from Baker Tilly Advisory Group, LP regarding executive search services. Interim City Manager Rob Vine introduced Director Patty Heminover of Baker Tilly. Ms. Heminover gave a presentation about the company, which included an introduction of the team and their services. She said that Edward Williams would be the lead. Next, Ms. Heminover went over the approach, the process overview, search process, launching of a marketing campaign and the recruitment process. She said they would advertise for about a month and provided a weekly update to the City Council. She said one additional add-on was a survey of citizens. Ms. Heminover also reviewed prospective candidate sources, diversity recruitment and explained their support continued through negotiation to closing. Mayor Pro -Tem Savage inquired the duration of the process. Ms. Heminover said it usually took four months from start to finish. Mayor Pro -Tem Savage asked how long the advertisement would remain open. Ms. Heminover said for thirty days unless the City wished to move quicker and in that case it would be for three weeks. She asked them to keep in mind they might not get as many quality candidates if the advertisement was left out for only three weeks. Council Member Kessel inquired about the community survey and said he was in favor of doing that. Ms. Heminover said they could begin building that right away and keep it out Special Council Meeting July 29, 2024 Page 2 there and in addition, it could be placed at city hall, police department, library and other public places. Council Member Kessel asked about the number of responses typically received. Ms. Heminover said 200 to 300. Council Member Kessel asked if the City decided to hire them to find a finance director would there be an additional charge. She said it would depend on what services they wanted but normally there would be a 10% discount. Mayor Pro -Tem Savage said the City was in a unique situation and then asked if it would be better to first get a city manager in place. Ms. Heminover said top notch finance directors were difficult to find and if they found one first, they should hire him or her. Mayor Pro -Tem Savage said the City had a top notch finance director but he may retire and went on to say he thought it would be best for the City if that person could work under Mr. Anderson for a bit. Ms. Heminover said if Mr. Anderson was willing to stay a little longer then it would make sense to hire a city manager first. Mayor Pro - Tem Savage asked HR Director Sandy Collard what was the process she used to hire employees compared to Baker Tilly. Ms. Collard said she advertised with TML and did background checks through a third party company. 4. Discuss and select an executive search firm to assist in the selection of a new City Manager. Council Member Norment said the City had a good track record with Baker Tilly, citing they brought Grayson to Paris. Other Council Members concurred with Council Member Norment. A Motion to hire Baker Tilly to assist the City in the selection of a new city manager, and to include the citizen survey in those services, was made by Mayor Pro -Tem Savage and seconded by Council Member Norment. Motion carried, 5 ayes — 0 nays. 5. Discuss and provide direction to staff regarding the possible appointment of an Assistant City Manager, Director of Utilities, and Finance Director. Mayor Pro -Tem Savage said he wanted this to be broad so they could discuss all positions but since the time of his request, Mr. Vine had e-mailed the Council and explained the finance director position. Mayor Pro -Tem Savage inquired of Mr. Anderson how long it would take to catch someone up to fill his position. Mr. Anderson said about six weeks and that every city operated a little differently. Mayor Pro -Tem Savage confirmed with Ms. Collard that she did not have available services to her for recruitment as did Baker Tilly. Ms. Collard said that was correct and answered that Baker Tilly had a data base and did 70% of recruitment for city executives throughout the Nation. Mayor Pro -Tem Savage inquired if Baker Tilly could have everything in place to hire a finance director once a city manager was hired, and Ms. Heminover answered in the affirmative. Mayor Pro -Tem Savage said a finance director was a huge decision. He asked Ms. Collard how long she had been recruiting for the finance director position and she said since February. She said they had one qualified candidate, and there was an interview to take place the next week. Mayor Pro -Tem Savage said if Mr. Anderson did not think so he was a good candidate, they Special Council Meeti July 29, 20 Pagel should not just try to hire someone. Mr. Anderson said this finance director candidate was worth checking out and if his interview went well, then maybe Baker Tilly could vet him. Mayor Pro - Tem Savage and Council Member Ellis liked Mr. Anderson's idea. It was a consensus of City Council for Baker Tilly to vet the finance director applicant if his interview went well. 6. Adjourn into executive session pursuant to Section 551.074 of the Texas Government Code, (1) to deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employees, to -wit: City Manager, Interim City Manager, and Department Heads. Mayor Pankaj convened City Council into executive session at 6:3 1p.m. 7. Reconvene into open session and possibly act on matters discussed in executive session. Mayor Pankaj reconvened City Council into open session at 7:52 p.m. and announced there was no action to be taken. There being no further business, a Motion to adjourn was made • Mayor Pro -Tem Savage and seconded • • Member Norment. • carried, 5 ayes - 0 nays. Mayor Pankaj adjourned the meeting at 7:53 • JANICE ELLIS, CITY CLERK MINUTES OF THE SPECIAL CITY COUNCIL MEETING OF THE CITY OF PARIS, TEXAS August 5, 2024 The City Council of the City of Paris met for a special session at 5:30 p.m. on Monday, August 5, 2024, in the Third Floor Meeting Room at City Hall, 107 E. Kaufman, Paris, Texas. Present: Mayor: Mihir Pankaj Mayor Pro -Tem: Gary Savage Council Members: Mickey Ellis, Rebecca Norment, Alix Putnam, and Rudy Kessel City Staff: Rob Vine, Interim City Manager; Stephanie Harris, City Attorney; Skylar Unger, Deputy City Clerk; and Gene Anderson, Finance Director Absent: Council Member: Shatara Moore 1. Call meeting to order.. Mayor Pankaj called the meeting to order at 5:30 p.m. Council Member Ellis gave an invocation. 2. Citizens' Forum. No one spoke during Citizens' Forum. 3. Conduct the first public hearing on a request for disannexation for property located on or around CR 22500, south and west of the Kimberly-Clark plant (LCAD parcels 71112, 71113, 70422, and 70423) within the City limits of the City of Paris. City Attorney Stephanie Harris gave an update on the disannexation process and said this was the first of two required public hearings. She also said there was no action to be taken at this time. Mayor 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. 4. Discuss and act on a Professional Services Agreement with Baker Tilly regarding services for a City Manager search. Ms. Harris stated there was a discrepancy between the original proposal and the contract that was forwarded to the City. She explained that the original proposal amount was $26,950.00 with an additional cost of $1,650.00 for the community survey, for a total of $28,600.00 She said the contract Baker Tilly sent had a total of $29,947.00 but that was not correct. 0 - August5,2024 Page 2 Subject to the contract being corrected to reflect a total of $28,600.00, a Motion t*-,, approve this item was made by Council Member Kessel and seconded by Mayor Pro -Tern Savage. Motion carried, 5 ayes — I nay, with Council Member Norment casting the dissentin,,N vote. There being no further business, a Motion to adjourn was made by Mayor Pro -Tem Savage and seconded by Mayor Pankaj. Motion carried, 6 ayes - 0 nays. Mayor Pankaj adjourned the meeting at 5:36 p.m. SKYLAR UNGER, DEPUTY CITY CLERK