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05 Approval of Official Record of CouncilCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: 04/20/09 Council Date: 04/27/09 Originating Department: City Clerk Presented By: Janice Ellis Agenda Item No.: 5. RECOMMENDED MOTION: Motion to approve as presented. POLICY ISSUE(S): Approval of Official Record of Council. BACKGROUND: Council Minutes from the meeting of April 13, 2009. BOARD/COMMISSION RECOMMENDATION: EXHIBITS: The attached minutes from the meeting of April 13, 2009 ACTION: BUDGET INFO: ❑ Financial Report ~ Minute Order Expense $ ❑ Department Report ❑ Resolution Budgeted Amt. $ ❑ Presentation ❑ Ordinance y'I'D Actual $ ❑ Public Hearing ❑ Other Acct. Name Acct. Number FiscAr.. NoTES: REVIEWED AND APPROVED BY: Z Administration Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire ❑ Municipal Court ❑ Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities City of Paris .0110001 Revised 2/04/08 REGULAR MEETING OF THE CITY COUNCIL, CITY OF PARIS April 13, 2009 The City Council of the City of Paris met for a regular session at 5:30 P.M. on Monday, April 13, 2009, at the City Council Chamber, 107 E. Kaufinan, Paris, Texas. Present: Mayor: Jesse James Freelen Council Members: Joe McCarthy; Kevin Kear; Stephen Brown; Will Biard; Edwin Pickle; and Rhonda Rogers City Staff: Kevin Carruth, City Manager; Kent McIlyar, City Attorney; Janice Ellis, City Clerk; Shawn Napier, City Engineer; Ronnie Grooms; Fire Chief; Doug Harris, Director of Utilities; Priscilla McAnally, Library Director; and Bob Hundley, Interim Police Chief Opening Agenda 1. Call meeting to order. Mayor Freelen called the meeting to order at 5:34 p.m. 2. lnvocation. Gene Anderson gave the invocation. 3. Pledge of Allegiance. Council Member Rogers led the pledge. 4. Citizens' forum. Don Holladay, 3935 Oleander Street - he said there were problems on his property with drainage from Petco. John House, ] 446 Clarksville - he said his experience with Bureau Veritas had been a positive one. He inquired about who was monitoring the new citizens support system, because he had submitted a claim in December 2008, and he had not received a response with the exception that it had been assigned to the appropriate department. Connie Fitzgerald, 635 12" N.E. - she complimented the City Council on the Trails de Paris Project, Casa Bonita being demolished and the appearance of downtown. 0 lIUV[1::, Regular City Council Meeting April 13, 2009 Page 2 Consent Agenda 5. Deliberate and act on the approval of minutes from the meeting on March 23, 2009. 6. Receive and deliberate on reports and/or minutes from the following boards, commissions, and committees: a. Board of Adjustment (2-23-09) b. Lake Pat Mayse Study Committee (2-19-09) 7. Deliberate on drainage ditch maintenance report. Mayor Freelen said it was his understanding that material was to be brought in to eliminate the problem on Sherman Street. Shawn Napier said he would have someone look at it and would give Council an update. Council Member Pickle asked that Petco be added to the report. Kevin Carruth said the issues with Petco were between two private entities. Mayor Freelen inquired if there was anything that could be done. Shawn Napier said TCEQ could be contacted. Mayor Freelen asked Mr. Napier to contact TCEQ and advise them of the issues. Deliberate on Casa Bonita demolition project. Council Member Kear wanted to know if the separation fence was going to be torn down. Kevin Carruth said he would get the information and get back with Council. 9. Report on demolition of dilapidated houses. Mayor Freelen wanted to know if the new procedures regarding utilities had been implemented and Kevin Carruth answered in the affirmative. Council Member Kear made a Motion to approve the Consent Agenda and Council Member McCarthy seconded the Motion. The Council voted seven (7) for and none (0) opposed to approve and adopt Consent Agenda Items 5, 6, 7, 8 and 9. Regular Agenda 10. Deliberate and act on the Freliminary Plat and Final Plat of Lots 1 and 2, Block A, William deG Hayden 312 Addition, being number 930 Cardinal Lane. Shawn Napier explained that Dr. Hayden wanted to plat the property dividing it into two individual lots, so that he could separate the museum from his home. w 0 0 k1 Regular City Council Meeting April 13, 2009 Page 3 A Motion to approve this item was made by Council Member Kear and seconded by Council Member Brown. Motion carried, 7 ayes - 0 nays. 11. Deliberate and act on a curb and gutter variance, and the Preliminary Plat of Lot l, Block A, The Temple of Deliverance Church Addition-CB53, being located in the 500 Block of Graham. A Motion to approve this item was made by Council Member McCarthy and seconded by Council Member Kear. Motion carried, 7 ayes - 0 nays. 12. Deliberate and act on the Preliminary Plat of Lots 14 and 17, Stone Ridge Phase 6. A Motion to approve this item was made by Council Member Pickle and seconded by Council Member Rogers. Motion carried, 7 ayes - 0 nays. 13. RESOLUTION NO. 2009-029: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, ACCEPTING THE DONATION BY STATE FARM INSURANCE, SCOTT KENNEDY, AGENT, OF A CONCRETE PAD FOR EXISTING BLEACHERS, CONSTRUCT A SHADE STRUCTURE OVER THE BLEACHERS AND SEED A SOCCER FIELD AT DRAGON PARK; AND AUTHORIZING THE CITY MANAGER TO NEGOTIATE ALL NECESSARY DOCUMENTS. Council Member Rogers inyuired about the possibility of the City purchasing the material with the tax exemption and then Scott Kennedy reimbursing the City. It was a consensus of Council to do so. A Motion to approve this item was made by Council Member Piekle and seconded by Council Member Rogers. Motion carried, 7 ayes - 0 nays. 14. Deliberate and possibly act on a plan review and inspection services performed by Bureau Veritas. Council Member Kear said he attended the meeting between the contractors, the City and Bureau Veritas. Council Member Kear stated that the contractors were pleased with the professionalism exhibited by Bureau Veritas and their assistance through the process. City Council and staff discussed assessing fees that other cities charge for services. Shawn N apier said staff needed several more months to collect and align cost with the budget process. It was a consensus of the City Council to continue the services performed by Bureau Veritas on a month to month basis and review the item again at the second meeting in June. 15. RESOLUTION NO. 2009-030: A RESOLUTION OF THE CITY COUNCIL OF THE CITY - 0001lj C 't Regular City Council Meeting April 13, 2009 Page 4 OF PAR1S, TEXAS, APPROVING AND AUTHORIZING THE CITY MANAGER AND OTHER CITY OFFICIALS TO EXECUTE THE APPLICATION AND ALL OTHER NECESSARY DOCUMENTS iNCIDENT TO SEEKING A GRANT FROM THE U.S. DEPARTMENT OF JUSTICE, OFFICE OF COMMUNITY ORIENTED POLICING SERVICES, FOR FUNDING FOR COPS UNIVERSAL HIRING PROGRAM GRANTS; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. Council Member Pickle stated they had two options and that was to hire three officers or either six officers. Interim Chief Hundley explained that the positions would be 100% funded, but any increases in salary or benefits would have to be paid by the City. He also explained that the grant would require an agreement from the City to fully fund any position created or retained by the grant for a period of 12 months following the end of the 36 month gant period. Council Member Rogers wanted to know what would happen if at the end of the fourth year the City could not afford the additional positions. Interim Chief Hundley said at the end of the fourth year the positions could be eliminated by attrition. City Council discussed the two options and the opportunity to lower crime rate. Kevin Carruth said he was more coinfortable with applying for three additional officers. He said one officer would be assigned to Paris Independent School District, one to Paris Housing Authority as a community policing position, and one would be assigned to the Downtown Patrol Section 7. Mr. Carruth also said that PISD would pay for one position and Paris Housing Authority would pay approximately 30% of their officer's salary. A Motion to approve this item was made by Council Member Rogers and seconded by Council Member Pickle. Motion carried, 7 ayes - 0 nays. 16. RESOLUTION NO. 2009-031: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, ADOPTING AN IDENTITY THEFT POLICY 1N ACCORDANCE WITH RECENT AMENDMENTS TO THE FAIR AND ACCURATE CREDIT TRANSACTION ACT OF 2003; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; PROVIDING A SEVERABILITY CLAUSE; AND DECLARING AN EFFECTIVE DATE. A Motion to approve this item was made by Council Member Biard and seconded by Council Member Brown. Motion carried, 7 ayes - 0 nays. 17. RESOLUTION NO. 2009-032: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, APPROVING CHANGE ORDER NO. ONE TO THE CONTRACT FOR THE CONSTRUCTION OF THE TRAIL DE PARIS 0.8 MILE EASTERN TRAIL EXTENSION PROJECT; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. - O() ()(1;) Regular City Council Meeting April 13, 2009 Page 5 A Motion to approve this item was made by Council Member Biard and seconded by Council Member McCarthy. Motion carried, 7 ayes - 0 nays. 18. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS CALLING FOR THE DEVELOPMENT OF A STRATEGIC PLAN FOR THE SUCCESS AND GROWTH OF THE CITY OF PARIS, TEXAS AND THE SURROUNDING COMIVIUNITY; DIRECTING THE CITY MANAGER AND CITY STAFF TO WORK WITH OTHER LOCAL GOVERNMENTAL ENTITIES , THE LAMAR COUNTY CHAM:BER OF COMMERCE AND PAR1S ECONOMIC DEVELOPMENT CORPORATION TO SELECT AND CONTRACT WITH A CONSULTANT TO INITIATE AND DEVELOP A STRATEGIC PLAN FOR THE CITY AND ITS CITIZENS; AND AUTHORIZING THE EXPENDITURE OF CITY FUNDS TO PARTICIPATE IN THIS STRATEGIC PLANNING PROCESS; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. Kevin Carruth left the meeting at 7:15 p.m. due to illness. Pete Kampfer gave a presentation outlining his request that the City hire a person to input information into a Geogaphic Information System (GIS). Several Council Members expressed a desire far Mr. Carruth to locate funds in the budget to fund the position. Mr. Kampfer said PEDC would be willing to pick up the cost until the City's budget cycle. Council Member Biard said he liked the ideal, but that Council needed to get Kevin Carruth's input. Council Member Brown suggested that Pete Kampfer get with Kevin Carruth. Council Member Rogers said she was not comfortable with moving forward without Mr. Carruth's input. Mayor Freelen said he would schedule this item for Apri127`h however, it may have to go on the first meeting in May depending on obtaining the information. Council Member Rogers told Mr. Kampfer she wanted the information prior to the meeting. A Motion to table this item was made by Council Member Biard and seconded by Council Member Brown. Motion carried, ? ayes - 0 nays. 19. Deliberate on evaluation process for City Attorney, City Manager, and Municipal Court Judge. Mayor Freelen asked each Council Member to personally meet with Kevin Carruth prior to completing his evaluation. He also said if any Council Member had questions of the city attorney or municipal judge to contact them. Mayor Freelen asked Council Members to provide their evaluations to him at the next meeting. Mayor Freelen said they would use the evaluation forms used last year. Council Member McCarthy said he was not fond of those forms and thought they should look at revising the forms. Mayor Freelen said he thought it was best to use those forms in order to stay on schedule, but they could revise the forms prior to the next annual evaluations. v 1) 0 0 (10 1) Regular City Council Meeting April 13, 2009 Page 6 20. Consider and approve future events for City Council and/or City Staff pursuant to Resolutian. No. 2004-081. A Motion to approve Council Mernber Biard's attendance at the Lamar County Days in Austin, Texas on April 22°d and April 23`d was made by Council Member Kear and seconded by Council Meinber Rogers. Motion carried, 6 ayes - 0 nays, with Council Member Biard abstaining from voting. Council Member McCarthy said he planned to attend the Black Mayor's conference coining up at a later date. 21. Adjournment. There being no further business, a Motion to adjourn was made by Council Member McCarthy and seconded by Council Member Kear. Motion carried, 7 ayes - 0 nays. The meeting was adjourned at 8:00 p.m. JESSE JAMES FREELEN, MAYOR JANIGE ELLIS, CITY CLERK 1 la()UO0"r'