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07- Minutes from the Various Boards Commisions and CommitteesCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Otiginating Department: Presented By: Agenda Item No.: 06/22/2011 Council Date: City Clerk Janice Ellis 7• 06/27/2011 RECOMMENDED MOTION: Motion to approve. POLICY ISSUE(S): Record of Standing Committee. BACKGROUND: Airport Advisory Board minutes from the meeting of February 24, 2011 Paris Historic Preservation Commission minutes from the meetings of May 17, 2011 and May 23, 2011 Main Street Advisory Board minutes from the meetings of March 15, 2011 and April 19, 2011 Board of Adjustment minutes from the meeting of May 18, 2011 BOARD/COMMISSION RECOMMENDATION: EXHIBITS: The attached minutes. ACTION: BUDGET INFO: ❑ Financial Report Z Minute Order Expense $ ❑ Department Report ❑ Resolution Budgeted Amt. $ F-1 Presentation ❑ Ordinance y'I'D Actual $ ❑ Public Hearing ❑ Other Acct. Name Acct. Number FISCAL NOTES: REVIEWED AND APPROVED BY: Z Administration Z City Clerk ❑ Communiry Development ❑ EMS/IT ❑ Finance ❑ Fire ❑ Municipal Court ❑ Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities City of Paris - ~ 1. 4 Revised 2/04/08 MINUTES REGULAR MEETING AIRPORT ADVISORY BOARD CITY OF PARIS - CITY HALL COUNCIL CHAMBERS 107 E. KAUFMAN STREET PARIS. TEXAS THURSDAY, FEBRUARY 24, 2011 5:30 O'CLOCK PM 1. The Airport Advisory Board meeting was called to order by Chairman Jack Ashmore at 5:30 p.m. A. The following members were present: lack Ashmore Ray Ball Fred Williams Jerry Coyle Steve Gilbert B. The following members were absent: Billy Copeland Vic Ressler C. Also present was Shawn Napier, Airport Director; Jeanna Scott, City Staff; Mindy Moree, Chamber of Commerce; and Edwin Pickle, Council Member. 2. Approval of minutes.f'rom pi-evious meeting. (January 20, 2011) Motion was made by Ray Ball, seconded by Jerry Coyle to approve the minutes for the October 21, 2010 meeting. Motion carried 6-0. 3. Report, discussion of and possible actiofz on the Airport Mastef• Plan and comments. Shawn Napier, Airport Director, stated we are complying a list of comments to forward to Coffrnan and Associates. The next step is to approve the master plan. Steve Gilbert stated he has had calls expressing grave concerns over the narrowing of the runway. Shawn Napier stated TXDOT has allowed us to have a 100 foot runway when this type of airport normally has a 75 foot runway. TXDOT will mill all 150 foot, 100 feet will be overlaid, and then the City will come back and seal coat the 50 feet not included in the project. Jack Ashmore stated we can have a runway as wide as we want as long as we pay for the paving. Motion was made by Steve Gilbert, seconded by Jerry Coyle to send a letter of support written by the Chainnan to the City Council recommending approval of the Master Plan. Motion carried 5-0. -1 15 4. Repoi-t and discisssion on updates.fi°om PEDC regai-ding potential prospects and pi•ojects. Steve Gilbert made report to advisory board. Mr. Gilbert stated the original proposal made to the State of Texas regarding use of the airport is still pending, they have not heard one way or another, and therefore he is still optimistic. Mr. Gilbert further stated he has recently gone out and visited with Magnum Engines. They have a small shop near their house and they are moving forward. Mr. Gilbert discussed with them the opportunities at the airport. The business owners expressed a need for an integrated shop that could do tear down avionics and build back. Mr. Gilbert is trying to set an appointment with a repair, maintenance, and overhaul company located in Washin~,~ton D.C. to market Coxfield. Mr. Gilbert further stated we should consider approaching the military bases to visit with them regarding the advantages of using Coxfield. Jack Ashmore stated that there is good money, however they do make a lot of noise and the citizens of Reno may not appreciate the noise level. Fred Williams asked what could we gain by allowing this. The noise level for citizens in Reno would be very high. Jack Ashmore stated that the military pays good money for the use of private air fields. Fred Williams further stated he is concerned over the amount of noise this type of use would generate. Steve Gilbert stated in addressing the long range plans, if you know of a prospect or opportunity PEDC will go after it. PEDC board wants to work close with the city to develop the 900 acre tract at the airport. PEDC can offer help on how to secure funding and aggressively go after development. They are willing to write proposals to develop the property at the airport. 5. Report, discussion of and possible action on the sub-conamittee,findings regardirzg holding an East Texas Broadcasting Event at the airport. Jerry Coyle stated he has tried numerous times and have not been able to get with them. Dave Johnson called on Tuesday for a meeting that day at the field, however, by the time Mr. Coyle was able to contact him, and they had decided to wait unti] the fall to ]ook at the field for a music venue to happen in the summer of 2012. No action taken. 6. Request items, for futisre agendas. None 7. Adjourned at 6:00 p.m. APPROVED THIS ] 9" DAY OF MAY, 2011. J Ashmore, Chairman 16 MINUTES SPECIAL MEETING CITY OF PARIS HISTORIC PRESERVATION COMMISSION TUESDAY, MAY 17, 2011 6:00-8:00 0'CLOCK P.M. 1. The Historic Preservation Commissian meeting was called to order by Arvin Starrett, Chairman at 6:00 p.m. A. The following members were present: Arvin Starrett, Chairman Ben Vaughan Paul Denney, Vice-Chairman Matt Coyle Susan Scholz, Secretary B. The following members were absent: Jerry Raper Douglas Cox C. Also present were Jeanna Scott, Historic Preservation Officer; Cheri Bedford, Main Street Manager; Rhonda Rogers, Council Member; Alex Pickering, Scott's Custom Signs; Britin Bostick, Committee Member; Ashley Matoon, Committee Member; David Stewart, Committee Member; Nancy Anderson, Committee Member; Gerald Hutchins, Committee Member; and Janet Green, Downtown Business Owner. 2. Discussion of and possible action on recommending revisions to the sign ordinance to inclTCde an article that regulates signage in the Downtown Historic District. Committee members discussed the changes to the existing sign ordinance recommending a section specifically addressing the Downtown Historic District. Committee member, Gerald Hutchins expressed concerns over the amount of signage that was allowed. Alex Pickering stated that in some cases, such as Mr. Hutchins business, the sign would be so small customers would not notice it. Jeanna Scott suggested the overall signage be based on the linear fagade frontage of one square foot of sign for every linear foot of fagade frontage. Committee members moved to change the sign area requirement from thirty- six (36) inches per linear foot of fagade frontage to one (1) square foot per linear foot of fagade frontage for a maximum of fifty (50) square foot of signage. Committee members discussed the section on removal of damaged or abandoned signs stating a section needs to be added that would address and exception to the rule. Exception would be if the permanent removal damages the existing faqade of the building - 1 17 the sign structure could stay in place. Committee further moved to strike the section of the Blade Signs requirements, sri-iking the sentence stating "The sign area of a blade shall not comprise more than 70% of the entire sign structure". An amendment was made to the section on Mural Signs, the change will reflect as follows "Mural signs shall be attached or painted directly onto an exterior wall. Paul Denney stated we need to make sure that the section on Wall Signs reflects a statement that "All wall signs must comply with accessibility standards". Committee members continued with changes to the section on Window Signs, striking the statement "Window signs shall only be permitted on the ground floor of a building", also adding verbiage that states all "window signs must be removed within seven (7) days after the date of the advertised event". Chairman Starrett directed staff to make all requested changes and forward proposed amendments to the Historic Preservation Commission. 3. Future agenda items. There were none. 4. Meeting adjourned at 6:59 p.m. APPROVED THIS 81h DAY OF JLINE, 2011. 18 MINUTES SPECIAL MEETING CITY OF PARIS HISTORIC PRESERVATION COMMISSION MONDAY, MAY 23, 2011 4:00 0'CLOCK P.M. 1. The Historic Preservation Commission meeting was called to order by Paul Denney, Vice-Chairman at 4:01 p.m. A. The following members were present: Douglas Cox Susan Scholz, Secretary Paul Denney, Vice-Chairman Jerry Raper Matt Coyle Ben Vaughan B. The following members were absent: Arvin Starrett, Chairman C. Also present was Cheri Bedford, Main Street Manager; and Rhonda Rogers, Council Member. 2. Appr-oval of minutes,fr•om previous minutes. (May 11, 2011) Motion was made by Susan Scholz, seconded by Jerry Raper to approve the minutes for the May 11, 2011 meeting. Motion carried 6-0. 3. Consideration of and action on the following Certificate of Appropriateness: B. 120 Clarksville Street - J& JAntiques - Joella Clarke, business owner represented the petition. Ms. Clarke stated they want to place letters underneath the awning directly above the door. Currently the wood has not been painted; however, the property owner is going to paint the store front to match the adjoining spaces. Once the property has been painted Ms. Clarke would like to put up the letters that will be mounted to a face board and then hung up. Motion was made by Susan Scholz, seconded by Jerry Raper to approve the Certificate of Appropriateness. Motion carried 6-0. A. 7 East Plaza - Randy Radar - W. P. Bois, General Contractor, represented the petition. Mr. Bois stated they will be removing boards from the transom and replacing the original windows with a window that closely matches the original. They will also be replacing the second story windows, removing the brick that was added and replacing the window with a window that historically matches the 19 original window. Motion was made by Susan Scholz, seconded by Douglas Cox to approve the Certificate of Appropriateness. Motion carried 6-0. 4. Future agenda items. There were none. 5. Meeting adjourned at 4:25 p.m. APPROVED THIS 8th DAY OF JUNE, 2011. ,A P-t;,, Cta Pr~ tt (`h?i~ 20 Main Street Advisory Board Regular Meeting Tuesday, March 15, 2011 City Council Chambers 106 E Kaufman, Paris, TX 75460 Meeting called to order at 4:08pm by Chairman Matt Coyle Present: Cheri Bedford Will Henderson Dustin Lindsey Matt Coyle Kari Daniel Britin Bostick February minutes were not available and will be on April's agenda for approval Main Street Manager's Report: . Hagood Clock - Dedication was on lanuary 30th and close to 300 people were present. The Hagood family was very pleased and their generosity is greatly appreciated. Since the installation the clock time has been speeding up, and a technician was there today to try to find and fix the problem. • Main Street Managers - 75 Main Street Managers and 10 people from the Texas Main Street program attended and were very impressed! They thought that we were very friendly, they enjoyed the Art Walk and Loft Tours as well as the Gibraltar, we had good sales downtown because of the managers, and there is a lot of positive energy about our progress and efforts downtown! Arvin Starrett, Chairman of the Historic Preservation Commission, spoke on design standards with Paul Denney, and was very pleased that we were able to host such an event in Paris. • Board Terms - The Main Street Board has 3-year terms, and we have a few members whose terms are ending in April. You are allowed to serve two consecutive terms for a total of six years, and terms start when appointed. We still need to fill the position that Wyatt Bowden resigned, and current board members need to turn in applications for a secondterm. Kari asked about considering a change to bylaws to have 5 absences in a 12-month period added to the three consecutive absences rule on dismissal from the board. Cheri said that City Council will need to approve that. • January Planning Meeting - Used manual for accomplishments and future goals. Two of the things listed for future accomplishments are a newsletter and website. City has a new employee with a background in communications who can probably help with the website. . Downtown Map - Map has been well received and is in the hotels and downtown shops. There are a couple of typos that need to be fixed, and it would help some confusion with the addresses to add the "Plaza" streets to the map. • Texas Capital Fund - On February 14`h City Council approved Hayter Engineering to start plans for the Clarksville sidewalks on both sides of the street. Kim Lacey's firm got this grant and has been assisting the city with grants and paperwork for the process. . Grand Theater - Meeting next Wednesday. Still developing plans for remediation. After asbestos removal the fa~ade will need to be replaced. Cheri suggested using funds the 21 board has already set aside to assist with this. There is a question on the extent and method of cleaning, and the structural engineer will be consulted. Peristyle - Spann will run conduit through the slab for microphones and power. Weather permitting it will be about 12 more weeks to completion. Movies in the Park will therefore need a backup plan. Committee Reports: Organization - Ashlea not present Design - Gearing back up fram break for winter activities and Main Street Managers Promotions - March 25`h will be the Brown Bag Luncheon. Kari has posters available for distribution. Suzy Harper has some tables available to borrow, and nearby restaurants have been notified. April 23rd is Easter egg decorating at the Farmer's Market. Brookshire's is planning to donate the eggs and First Federal Bank is sponsoring $200. Photographer Tara Swain will be there to photograph kids with bunnies and other spring animals. Committee meetings will be changing to Tuesdays at 6:00pm at Green Boutique, and next up is planning for Movies in the Park, which starts in June. Economic Restructuring - Britin met with Steve Gilbert and Shannon Barrentine with the Paris Economic Development Corporation about downtown being a part of the conversation for the overall economic development of Paris. They were very encouraging and provided info on Chapter 380 and 381, which are possibilities for funding economic development. Britin suggested that the board and others downtown start brainstorming on projects that will promote investment and economic development downtown. That will be the main topic of discussion at the next ER meeting, this Thursday at 6:30 pm at Britin's house. If we can get a list together we can present that as a package and look at the possibility of holding a vote to use 4A dollars for 46 purposes. Historic Preservation Commission -The HPC is working to synthesize the architectural standards with the need to be able to fit businesses in the buildings downtown. Also looking at step up the process on fines for inappropriate signage, etc. Future Agenda Requests: Changes to bylaws - Kari Election of Committee Chairs at May meeting - Cheri Motion to Adjourn made by Dustin and seconded by Kari Meeting adjourned at 4:40pm Minutes prepared by Britin Bostick, Main Street Advisory Board Secretary. Date M Coyle, Chairm 22 Main Street Advisory Board Meeting April 19th 2011 Minutes City Council Chambers Members Present: Matt Coyle James Brockway Britin Bostick Matt Coyle Kari Daniel Ashlea Mattoon Guests: Edwin Pickle Kenny Kammer Connie Beard Jeanna Scott 1.Meeting called to order by matt Coyle at 4:08. 3. Minutes for January and March approved by Kari Daniel and seconded by Britin Bostick. 4. Main Street Manager report. Jeanna Scott filling in for Cheri Bedford. • Texas Capital fund-sidewalk project on Clarksville. o Hayter Engineering is almost complete with the plans for the Clarksville sidewalk replacement. Bids will go out in a couple of months. • Grand Theater.-Bids open Thursday on fagade, entry area, and lower area. • Peristyle- 'I'here has been a redesign from Paul Denny after they hit an old well. There is still a target completion date of June, but weather will determine the final date. • Fanners Market.-May 7 will be the kick off with the master gardeners. Kelly produce will come in on the 15`h. The pot holes will be filled; there will be power washing and restriping of the parking lot. There are 8 new tables. Cheri is working on a budget for sod in the center area. And there wil] be new flags. • Cultural District designation.-Cheri has sent out a letter of intent. This will require community involvement and support. There will be a possible town hall meeting. Cheri has designated around 24 places for a map. • Pumpkin Festival. o Cheri requests a new committee for pumpkin festival. A vendor letter is being completed. • Preservation Month o The celebration will be May 21S`. This is still in the planning stages. 0 8. ordinance on attendance. o Board members may not miss three consecutive meetings and you must attend 75% of ineetings from April to April. 23 • Election of officers. o Elections will be held in July. 5. Committee Reports: a. Organization: Ashlea Mattoon resigned as committee chair. b. Design - Matt Coyle:-PDA will be donating sod for around the fountain. They are having a"buy grass" fundraiser. The estimated cost is 7K for zoysia grass. c. Promotions-Kari Daniel: Movies in the park - the poster is ready and the line up. There will be 9 movies, and the sponsors are: PRMC, Hastings, Main Street and PDA and eParisTexas.com, with the potential for new sponsors. They are still working on a larger screen. Volunteers who work two movies will receive a"Movies in the Park" T-shirt. PDA is handling concessions with 75% of sales going towards sod for the fountain. 25% will go into a remodeling fund for business owners. Kari requested volunteers far egg decorating at the farmers market. Brookshire's donated 250 eggs and first federal and Paris Baby donated decorating supplies. d.Economic Restructure - Britin: EDC sponsored webinar for Cheri and Britin regarding rural economic development. UTA is coming to discuss proposals on different avenues: corridor, E.D. for downtowns. Students will volunteer there time. The meeting will be Iviayl 2 at the EDC offices. Next meeting will be Apri121, 6:30 at That Guys Coffee. e. HPC - Matt Coyle: Projects are being planned, but there is nothing to report. May 17th' there will be a meeting regarding the signage ordinance in the council chambers at 6. 6. Request to move discussion of vision statement to May meeting. Matt requested everyone prepare ideas for that meeting. James moved to accept the motion and it was seconded by Kari Daniel. 7. Futwe Agenda Reyuests: • Kari requested Pumpkin festival committee be placed under promotions committee. Request for PDA report from Kari. How can Main Street assist with the infrastructure problems of the downtown businesses? Specifically, the roofs. How can we reach out to business owners who have had a problem with their buildings? Seminars, insurance, codes, etc. Meeting was adjourned at 5:00. James and Kari seconded the motion. Minutes prepared by Ashlea Mattoon, Main Street Advisory Board Secretary. ❑ Date oyle, Chai an 24 MINUTES SPECIAL MEETING CITY OF PARIS BOARD OF ADJUSTMENT CITY OF PARIS - CITY HALL COUNCIL CHAMBERS 107 E. KAUFMAN STREET PARIS, TEXAS WEDNESDAY. MAY 18, 2011 12:00 O'CLOCK P.M. The Board of Adjustment meeting was called to order by Chairman Terry Christian at 12:00 p.m. A. The following members were present: Allen Moore Rick Hundley Terry Christian, Chairman Kyle McCarley Bryan Glass B. The following members were absent: Chester Martindale C. Also present was Jeanna Scott, City Staff. 2. Approval of minutes from pr-evious meetings. (March 23, 2011) Motion was made by Kyle McCarley, seconded by Rick Hundley to approve minutes for the March 23, 2011 meeting. Motion carried 5-0. 3. Public hearing and consider-ation of and action on the petition of'Alpha Lake, LTD (Paris Towne Center) to grant a variance of Zoning Ordinance 1710, Section 9-502(7) which provides that in the "PD District, a minimum front yard shall be provided in a Commercial or Retail Development, of sixty (60) feet " to allow a minimum front yard of 46. 78 feet, which is a 13.2,foot var-iance> on Lot 1, BlockA, Mirabeau Square 287Addition, being number 3550 Lamar Avenue. Public hearing was declared open. A. The following individuals spoke in favor of the petition: David Deruney, 740 24`h Street S.E., Denney Architects, represented Alpha Lake, LTD. Mr. Denney stated that Burger King and portions of the Social Security office were built in the 60 foot setback. They are reyuesting a variance to allow the construction of a small strip center. 25 B. No one spoke in opposition. Public hearing was declared closed. Motion was made by Rick Hundley, seconded by Allen Moore to approve the variance request. Motion carried 5-0. 4. Public hearirrg and coizsideration of and action on the petition of Paris Habitat for Hurnanity to grant a vas•iance of Zoning Ordinance 1710, Section 9-601 whiclz provides that the "minimitm side yard in a residential district be no less than 5 feet " to allow a minimum side yard of 1.11 feet on the south side property line, which is a 3.01 foot variance, on Lot 1, Block 8, Gibbons Braden Addition, being number-1284 1 Stfi Street S.E. Public hearing was declared open. A. The following individuals spoke in favor of the petition. Plug Clem, Attorney, 800 North Main Street, spoke in favor of the petition. Mr Clem stated he is representing Habitat for Humanity. Mr. Clem has done extensive research on the small strip of land next to this property riying to locate ownership. They have been unable to establish ownership and it would take a great deal of time and money to do so. Even if the City of Paris conveyed the property to Habitat for Humanity a title company would be unable to insure it. B. No one spoke in opposition. Public hearing was declared. Motion was made by Allen Moore, seconded by Kyle McCarley to approve the variance request. Motion carried 5-0. 5. Meeting adjourned at 12:15 p.m. APPROVED THIS~DAY OF JUNE, 2011. L. / ~istian, Chairman y C r (-2 26 COUNCIL MEMBER AGENDA ITEM REQUEST Please complete this form if you wish to have an item placed on the agenda for a City Council meeting. To allow adequate time to prepare packets and to coincide with staff's deadline for items, the due date for placing an item on the agenda is noon Thursday, 12 days prior to the regular meetings on the second and fourth Monday of each month (i.e. the Thursday immediately following a regular Monday meeting). In order for your fellow Council Members to fully understand your item, have productive discussion, ensure efficient council meetings, and for staff to be able to assist you as completely as possible, it is important that you describe the item with as much detail as possible and include any supporting documentation so that it may be included in the Council's meeting packets. Please return this completed form to the City Manager and contact the City Clerk at (903) 784-9248 if you have any questions. Council member making request: ❑ Will Biard ❑ Steve Brown ❑ Jesse Freelen ❑ Jason Rogers ❑ Joe McCaithy E Edwin Pickle ❑ Rhonda Rogets Description of Item: Discussion concerning the city's current travel policy, credit card usage, and related issues concerning unapproved expenses incurred by city council members which have been paid through the city council's travel budget. Are additional sheets or supporting materials attached? ❑ Yes Z No I request that this item be placed on the agenda for the: Z City Council meeting on this date: June 27, 2011 ❑ Sometime in the next 2 meetings ❑ No specific time in mind - just keep it on a Gst of pending issues Signature: Date: June 21, 2011 City of Paris Revised l 1/19/08 - - 27