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06-Minutes from the meeting on June 9; June 13, 2011 and June 21, 2011CITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: 06/22/2011 Council Date: City Clerk Janice Ellis 6. 06/27/2011 KECOMMENDED MOTION: Motion to approve as presented. POLICY ISSUE(S): Approval of Official Record of Council. tSACKGROUND: Council Minutes from the meetings of June 9, 2011; June 13, 2011; and June 21, 2011. tSOARD/t;OMMISSION RECOMMENDATION: r.XHIBITS: The attached minutes from the meetings ACTION: BUDGET INFO: ❑ Financial Report Z Minute Order ❑ D Expense $ epartment Report ❑ Resolution ❑ Presentation ❑ O di Budgeted Amt. $ r nance ❑ Public Hearin ❑ Other y'I'D Actual $ g Acct. Name Vron .i XT-mr.n_ Acct. Number KEVIEWED AND APPROVED BY: E Administration Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire ❑ Municipal Court ❑ Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities City of Paris Revised 2/04/08 3 MINUTES OF TH:E SPECIAL CITY COUNCIL MEETING OF THE CITY OF PARIS, TEXAS June 9, 2011 The City Council of the City of Paris met for a special session at 12:00 p.m. on Thursday, June 9, 2011, at the City Council Chamber, 107 E. Kaufinan, Paris, Texas. Present: Mayor Pro-Tem: Joe McCarthy Council Members: Jason Rogers; John Wright; Matt Frierson; Edwin Pickle; and Rhonda Rogers City Staff: Gene Anderson, Interim City Manager/Finance Director; Kent McIlyar, City Attorney; Janice Ellis, City Clerk; and Shawn Napier, City Engineer Absent: Council Members: Richard Grossnickle OpeninE Asenda l. Call meeting to order. Mayor Pro-Tem McCarthy called the meeting to order at 12:15 p.m. 2. Invocation. Pastor Kenneth Rogers gave the invocation. 3. Pledge of Allegiance. Council Member Frierson led the pledge. Regular AEenda 4. Receive, deliberate and possibly act on information from Robert T. Bass, Allison, Bass & Associates regarding 2010 Census data and evaluation of demographics as it relates to the possible need for redistricting of City Council political boundaries within the City of Paris. Bob Bass of Allison, Bass & Associates gave a presentation regarding the 2010 Census and the need for redistricting Gity Council political boundaries within the City of Paris. .I . 4 Speciai Council Meeting lune 9, 2011 Page 2 Mr. Bass explained the process to include dividing the total population of the City of Paris and dividing it by the seven single member districts. Mr. Bass said the total population of Paris was 25,171, which means the ideal population of each district would be 3,596. He also said that Districts 1 and 2 were under populated, while Districts 4 and 7 were over populated. Mr. Bass advised City Council that they should redistrict, because there were only a few percentage points separating the City of Paris from the 10% maximum standard of total maximum deviation and his goal was to get the City under 5%. Mr. Bass said that it was going to be a challenge to add percentages to Districts 1 and 2. Council Member Rhonda Rogers said that she would like the map cleaned up and did not think they should be concerned about incumbents and location of polling places. Mayor Pro-Tem McCarthy agreed. Council Member Rhonda Rogers also said that she would like to strike paragraph 8 from Exhibit "A" of the Order. Mr. Bass said there were two options with regard to proceeding with the redistricting process, one was to let the City Council give direction and draft a document locally and the other option was that his firm would draft a document. It was a consensus of the City Council to have Mr. Bass' firm draft the redistricting document. Mr. Bass told the City Council that he would work on the plan and forward it to them and subsequently, they would have another session to discuss it. Council Member Pickle asked Mr. Bass to e-mail the plan to Gene Anderson, so that Mr. Anderson could forward it to all of the Council Members. Mr. Bass said they need to have the proposal to Washington by August 1 S', and that his goal was to get a plan to them within ten days. 5. Deliberate and possibly act on a Resolution adopting an Order establishing criteria for redistricting of the City of Paris political boundaries; and authorizing the Mayor or the Mayor Pro-Tem to execute all necessary documents. No action was taken on this item. 6. Deliberate and possibly act on a Resolution adopting an Order calling for the redistricting of political boundaries and City Council Districts within the City of Paris; and authorizing the Mayor or the Mayor Pro-Tem to execute all necessary documents. No action was taken on this item. 7. Adjournment. There being no further business, a Motion to adjourn was made by Council Member Pickle and was seconded by Council Member Frierson. Motion carried, 6 ayes - 0 nays. The meeting was adjourned at 1:25 p.m. JOE MCCARTHY, MAYOR PRO-TEM JANICE ELLIS, CITY CLERK 5 MINUTES OF THE REGULAR CITY COUNCIL MEETING OF THE CITY OF PARIS, TEXAS June 13, 2011 The City Council of the City of Paris met for a regular session at 5:30 p.m. on Monday, June 13, 2011, at the City Council Chamber, 107 E. Kaufinan, Paris, Texas. Present: Mayor Pro-Tem: Joe McCarthy Council Members: Jason Rogers; John Wright; Richard Grossnickle; Matt Frierson; Edwin Pickle; and Rhonda Rogers City Staff: Gene Anderson, Interim City Manager/Finance Director; Kent Mcllyar, City Attorney; Janice Ellis, City Clerk; Bob Hundley, Police Chief, Shawn Napier, City Engineer; Ronnie Grooms, Fire Chief; and Kent Klinkerman, EMS Director Openinp- Agenda 1. Ca11 meeting to order. Mayor Pro-Tem McCarthy called the meeting to order at 5:34 p.in. 2. lnvocation. Reverend Coyle gave the invocation. 3. Pledge of Allegiance. Council Member Rhonda Rogers led the pledge. 4. Citizens' forum. Mary Clark, 3160 Allen, representative for the Diversity Task Force - she said the Task Force began three and one-half years ago to address racial issues. She said that she hoped that the Paris initiative would begin, expressed support to whichever group gets the contract and encouraged the City of Paris to make a financial contribution toward the costs of the contract. Patsy Carcuff - she said she had a drainage problem and had been to the City Council in the past about this problem. She also said that it would be the right thing to fix the problem, because the City did not follow through on the elevation of two properties. Roberto Epperson, 2120 College - she said that she was offended by the personal attacks on St. Paul Baptist Church. _ _ 6 Regular Council Meeting lune 13, 2011 Page 2 James Price, 1230 Shiloh, and President of the NAACP local chapter - he invited everyone to attend the June 19t" celebration by participating in the parade on Saturday, June 18'h, begrinning at 10:30 a.m. Charlotte Coyle, 3090 Oak Greek - she invited everyone to attend the next diversity dinner table scheduled for August l g`n Kenneth Rogers, 3115 Stacy Lane, Pastor for St. Paul Baptist Church, NAACP Member, and Diversity Task Farce Member - he said he supported the diversity initiative for the City, he hoped that the Seattle Company was successful and encouraged the City to help fund the initiative. He said a person should be able to ask questions about a process, without getting personally attacked. He said his issue with the Council was that a few weeks ago the NAACP accused one of the Council Members of having racist behavior, and that person retaliated against him and his church. He said he would like a public apology for his church and for his family from the City of Paris. Ruth Ellen Grant, 625 S.E. 26th Street - she said would hope that the definition of diversity would expand beyond the definition of race, and include gender, national origin and religion. She said if not, the lessons of Challenge Day had not been learned. Ray Banks, 3450 Robin Road - he yuestioned why the Code of Ethics wasn't mentioned when We-Stow had an item before the Council and questioned that the City Council could pass the water and sewer rate ordinance with a super majority vote. Billy Bell, 2054 Cleveland - he said he had a problem with the $7,500 for diversity training being funded from the Council training budget. Consent Agenda Mayor Pro-Tem McCarthy inyuired of Council Members if they wished to pull any items from the Consent Agenda for discussion. There were none. A Motion to approve the Consent Agenda was made by Council Member Rhonda Rogers and seconded by Council Member Pickle. The Council voted six (6) for and none (0) opposed to approve and adopt Consent Agenda Items 5 and 6. Deliberate and act on the approval of ininutes from the meeting on May 23, 2011. 6. Receive and deliberate on reports and/or minutes from the following boards, commissions, and committees: a. Building and Standards Commissions (3-21-2011) b. Board of Adjustment (3-23-2011) c. Paris Public Library Advisory Board (3-16-2011; 4-2011) 7 Regular Council Meeting lune 13, 2011 Page 3 d. Historic Preservation Commission (4-13-2011) e. Planning & Zoning Commission (5-2-2011) Reaular Agenda 7. Aresentation of water and sewer rate study by J Stowe & Company. First reading, deliberate and possibly act on ORDINANCE NO. 2011-017: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, AMENDING SECTIONS 34- 22(b), WATER RATES, SECTION 34-23(a), (b) AND (c), SEWER RATES, TO REFLECT CHANGES RECOMMENDED BY THE 2011 WATER AND SEWER RATE STUDY; PROVIDING A REPEALER CLAUSE, A SEVERABILITY CLAUSE, A SAVINGS CLAUSE, A PENALTY CLAUSE; AND PROVIDING FOR AN EFFECTIVE DATE. Gene Anderson told the City Council that the last water and sewer rate increase occurred in August 2008. Mr. Anderson also said that the current water and wastewater rates were not sufficient to meet the test year budgeted revenue requirements and the City's Rate Maintenance Policy. Darrell Cline with J Stowe & Company gave a presentation on the 2011 Cost of Service Study. In summary, he told the City Council that he recommended that the City increase its current retail residential water rates by 2.7%, its current retail commercial water rates by a 5.4% and its current retail wastewater rates by 13.0%. Mr. Cline said ihe propose increases meant the current residential water and sewer average bill would be increased monthly by $3.81, and the commercial water and sewer bill would be increased monthly by $5.43. A Motion to invoke the super majority rule was made by Council Member Pickle and seconded by Council Member Grossnickle. Motion carried, 6 ayes - 0 nays. A Motion to approve this item was made by Council Member Pickle and seconded by Council Member Grossnickle. Motion carried, 6 ayes - 0 nays. 8. Deliberate and act on the Preliminary Plat, Final Plat and Right-of-Way variance reguest far Lot 1, Block A, Burress 128 Addition, located at 1215 Bonham Street. Subject to the City Engineer's recommendations, a Motion to approve this item was made by Council Member Wright and seconded by Council Member Pickle. Motion carried, 6 ayes - 0 nays. 9. Deliberate and approve City staff's proposal to address the existing two-way radio communication issues. Chief Hundley explained that the City and other public entities were being mandated to update their two-way communication systems, so that they were both digital and interoperable by 2015. He said the approximate cost was $570,000, and that staff recommended transitioning _ . _ 8 Regular Council Meeting lune 13, 2011 Page 4 over four budget cycles beginning with the current fiscal year 2010-11. Chief Hundley told the Council estimated costs for Phase I was $183,686 and would be accomplished by grant money in the amount of $93,814; $54,872 from reserves; and $35,000 from the 2010-11 budget. A Motion to approve staff's proposal was made by Council Member Rhonda Rogers and seconded by Council Member Frierson. Motion carried, 6 ayes - 0 nays. 10. Deliberate and act on a RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, APPOINTING MEMBERS TO VARIOUS CITY OF PARIS BOARDS AND COMMISSIONS, IN ACCORDANCE WITH POLICIES AND PROCEDURES FOR STANDING BOARDS, COMMISSIONS AND COMMITTEES; MAKING OTHER FINDINGS AND PROVISI4NS RELATED TO THE SUBJECT; AND PROVIDING AN EFFECTIVE DATE. In order that District 7 have a representative seated, a Motion to postpone this item until after the runoff election for District 7 was made by Council Member Wright and seconded by Council Member Pickle. Motion carried, 6 ayes - 0 nays. 11. Deliberate and act on RESOLUTION NO. 2011-050: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, APPROVING AND AUTHORIZING THE EXECUTION OF A PROFESSIONAL MANAGEMENT SERVICES AGREEMENT TO IMPLEMENT A CONTRACT ADMINISTRATION SYSTEM UNDER THE GENERAL DIRECTION OF THE TDHCA HOME PROGRAM; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. Gene Anderson said that the award of a TDHCA Home Program would benefit low income persons. Mr. Anderson also said that the City traditionally used a third party administrator for gants and that the administrative fees would be 4% of the grant award. A Motion to approve this item was made by Council Member Pickle and seconded by Council Member Rhonda Rogers. Motion carried, 6 ayes - 0 nays. 12. Deliberate and act on participating in the funding of the Paris Diversity Initiative sponsored by PEDC and the Texas Workforce Commission. A Motion to remove this item from the table was made by Council Member Rhonda Rogers and seconded by Council Member Frierson. Motion carried, 6 ayes - 0 nays. Mr. Anderson said at the PEDC Board meeting on May 10, 2011, they passed a motion requesting that the City and Lamar County participate with Workforce Solutions and PEDC in financing the diversity training program for small businesses and other related tasks. Mr. Anderson also said this was a non-budgeted item and would likely require a budget amendment at the end of the fiscal year. 9 Regular Council Meeting lune 13, 2011 Page 5 Council Member Pickle asked that the e-mail from Council Member Jason Rogers be read aloud. Mr. Anderson read the letter (See Exhibit "A" attached). A Motion to approve funding and direct Gene Anderson to decide which account to get the money from for the funding was made by Council Member Pickle and seconded by Council Member Wright. Motion carried, 6 ayes - 0 nays. PEDC Director Steve Gilbert said he would be glad to answer any yuestions from City Council regarding this item. Council Member Grossnickle inquired if there were minorities on the PEDC Board. Mr. Gilbert said there were no minority voting members on the PEDC Board, but that the original review committee was made up of 25% female members and 50% African American inembers. Council Member Grossnickle wanted to know if the sole decision was based on the lowest bidder. Mr. Gilbert answered in the affirmative citing that the difference of $30,000 was the determining factor, and that all three bidders were minority companies. Mr. Gilbert said that PEDC planned to form a Task Force for this project, which would include the City, County, Diversity Task Force and the NAACP. 13. Consider and approve future events for City Council and/or City Staff pursuant to Resolution No. 2004-081. None were referenced. 14. Adjournment. There being no further business, the meeting was adjourned at 6:59 p.m. JOE MCCARTHY, MAYOR PRO-TEM JANICE ELLIS, CITY CLERK 1 10 Edwin Pickle From: Jason Rogers [jrogers@paristexas.gov] Sent: Sunday, June 12, 2011 3:37 PM To: RICHARD GROSSNICKLE Cc: Janice Ellis; Gene Anderson; Kent Mcllyar; helpjoemyself@yahoo.com; John Wright; Rhonda Rogers; Matt Frierson; Edwin Pickle Subject: Re: Monday's Council Meeting I too am in support of the City helping with funding. I wish the city would consider giving mare. I don't think $7,500 says that we are serious about dealing with the issues. But I understand we have to start somewhere. I pray that we are not giving a cosmetic solution to a deeply internal issue. I also pray that all of us will take this very seriously and not use this as a platform for soine type of political gain. In my eyes this is extremely important and 1 would hate to see it trivialized by anyone trying to make themselves look good, or trying to make anyoile else look bad. Yours in Service, Jason Rogers P.S. This is an e-mail, not a text message. I know it can be hard for some to tell the difference sometimes. On Jun 12, 2011, at 1:56 PM, "RICHARD GROSSNICKLE" - > wrote: I too will have to miss the Monday meeting unless we make great tiine returning from our trip to Chicago which began last Thursday morning. This trip was booked in February before 1 had decided to run for election and could not be cancalled. I will try to make it if I can, even if I arrive late. I know that I cannot vote in absentia, but I would like to go on the record as being in favor of the City making a$7500 contribution from any excess funds not used in the budget to the diversity initiative after speaking with Steve Gilbert and others about the selection process, I believe the the decision came down to selecting the lowest bid from three quality presentations. 1 do not believe that there was any racial bias as all three companies were minority firms from what I was told. I hope those present at the meeting will join in supporting the PEDC in this worthy endeavor. Richard Grossnickle On Sat, Jun 11, 2011 at 7:39 PM, Jason Rogers <jro =~(c~,paristexas.~> wrote: Council Members, I apologize far the late notice, but despite my best efforts business has prevented me from being back in town in time to attend Monday's meeting. Yours in Service, EXHIBIT "A" 11 MINUTES OF THE SPECIAL CITY COUNCIL MEETING OF THE CITY OF PARIS, TEXAS June 21, 2011 The City Council of the City of Paris met for a special session at 5:30 p.m. on Tuesday, June 21, 2011, at the City Council Chamber, 107 E. Kaufman, Paris, Texas. Present: Mayor Pro-Tem: Joe McCarthy Council Members: Jason Rogers; John Wright; Richard Grossnickle; Matt Frierson; Edwin Pickle; and Rhonda Rogers City Staf£ Gene Anderson, Interim City Manager/Finance Director; Kent McIlyar, City Attorney; and Janice Ellis, City Clerk Opening Agenda 1. Call meeting to order. Mayor Pro-Tem McCarthy called the meeting to order at 5:31 p.m. 2. Invocation. Reverend Price gave the invocation. 3. Pledge of Allegiance. Council Member Wright led the pledge. Re ular A enda 4. Deliberate and act on RESOLUTION NO. 2011-051: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, CANVASSiNG THE RETURNS FOR THE JUNE 18, 2011, RLJNOFF ELECTION FOR COUNCIL DISTRICT 7; DECLARING THE WINNER IN SAID ELECTION; MAKING OTHER FiNDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND PROVIDING AN EFFECTIVE DATE. City Clerk Janice Ellis said that there were 705 votes cast in the District 7 Runoff Election, and that A.J. Hashmi received 289 early votes and 127 votes on Election Day totaling 416 votes, and that Rhonda Rogers received 211 early votes and 78 votes on Election Day totaling 289 votes. Canvass of the returns reflected that A.J. Hashmi received the majority I - 12 Special Council Meeting June 21, 2011 Page 2 number of votes cast and was elected to serve as Council Member for District 7 for the next ensuing two (2) years. A Motion to approve this item was made by Council Member Jason Rogers and seconded by Council Member Wright. Motion carried, 7 ayes - 0 nays. 5. Adjournment. There being no further business, a Motion to adjourn was made by Council Member Pickle and was seconded by Council Member Wright. Motion carried, 7 ayes - 0 nays. The meeting was adjourned at 5:36 p.m. JOE MCCARTHY, MAYOR PRO-TEM JANICE ELLIS, CITY CLERK 13