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05-MOTION TO APPROVE COUNCIL JUNE MINUTESCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: 06/ 18/2012 Council Date: 06/25/2012 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 meetings of June 11, 2012 and June 12, 2012. BOARD/COMMISSION RECOMMENDATION: EXHIBITS: The attached minutes from the meetings ACTION: BUDGET INFO: ❑ Financial Report ~ Minute Order Expense $ ❑ Department Report ❑ Resolution Budgeted Amt. $ ❑ Presentation ❑ Ordinance yTD Actual $ ❑ Public Hearing ❑ Other Acct. Name Acct. Number FISCAL NOTES: City of Paris L I Revised 2/04/08 . MINUTES OF THE REGULAR CITY COUNCIL MEETING OF THE CITY OF PARIS, TEXAS June 11, 2012 The City Council of the City of Paris met far a regular session at 5:30 p.m. on Monday, June 11, 2012, at the City Council Chamber, 107 E. Kaufman, Paris, Texas. Present: Mayor: A.J. Hashmi Council Members: Aaron Jenkins; Billie Lancaster; John Wright; Richard Grossnickle; Matt Frierson; and Cleonne Drake City Staff: John Godwin, City Manager; Kent McIlyar, City Attorney; Janice Ellis, City Clerk; Shawn Napier, City Engineer; Bob Hundley, Police Chief; Ronnie Grooms, Fire Chief; Ron Sullivan, Public Works Directar; Kent Klinkerman, EMS Director; and Doug Harris, Public Utilities Director Opening Agenda Call meeting to order. Mayor Hashmi called the meeting to order at 5:30 p.m. 2. Invocation. Reverend Kenneth Rogers gave the invocation. 3. Pledge of Allegiance. Council Member Grossnickle led the pledge. 4. Citizens' forum. Bill Flanary, 1116 Lamar Ave. attorney for Roger and Sharon Stripland, 3420 Clement Road - he asked City Council to place this issue as a separate item on a future agenda to discuss the Stripland's ongoing drainage problem and sewage bill. Don Walker, 248-2"d S.W. - he said that volunteers from Christians in Action had been handling recycling in the City for the past eighteen years. He asked that the Council recognize the volunteers, at which time the volunteers stood and Council applauded them. Glenda, whose last name and address were inaudible - addressed the Council about crepe myrtle trees. L - ~ Regular Council Meeting June 11, 2012 Page 2 Consent Agenda Mayor Hashmi inquired 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 Wright and seconded by Council Member Frierson. Motion carried, 7 ayes - 0 nays. 5. Deliberate and act on the approval of minutes from the meeting on May 31, 2012. Receive and deliberate on reports and/or minutes from the following boards, commissions, and cominittees: a. Paris Visitors and Convention Council (12-7-2011) b. Planning and Zoning Commission (5-7-2012) Regular Agenda 7. Public hearing, first reading, deliberate and possibly act on ORDINANCE NO. 2012-017: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, ZONING AMENDING SECTIONS 8-108pREVIOUSLY 1AMENDED~ BY CITY'S ORD1NANCE NO. 1710, AS OPERATION OF HEAD SHOPS TO HEAVY INDUSTRIAL AND LIGHT INDUSTRIAL ZONING DISTRICTS BY SPECIFIC USE PERMIT ONLY; ADDING A DEFINITION FOR HEAD SHOPS TO SECTION 8-201 OF THE CITY ZONING ORDINANCE; AND ADDING A NEW SECTION 12-100 (54), HEAD SHOPS, TO THE LIST OF USES REQUIRING A SPECIFIC USE PERMIT UNDER THE CITY'S ZONING ORDINANCE; MAKING OTHER FINDINGS AND PROVISIONS E A RELATED TO THE SAVINGSO CILAUSE, A PENALT YCLA SES AND SEVERABILITY CLAUS , A DECLARING AN EFFECTIVE DATE. Mayor Hashmi opened the public hearing and asked that anyone wishing to speak in support of this item, to please come forward. No one spoke. Mayor Hashmi asked for anyone wishing to speak in opposition of this item, to please come forward. With no one speaking, Mayor Hashmi closed the public hearing. City Engineer Shawn Napier said these amendments would limit the operation of head shops to Heavy Industrial and Light Industrial zoning districts by a specific use permit. Mr. Napier said the current head shops would be grandfathered until such time the business expanded or remodeled. A Motion to invoke the super majority rule was made by Council Member Frierson and seconded by Council Member Wright. Motion carried, 7 ayes - 0 nays. ~ ~ 3 Regular Council Meeting June 11, 2012 Page 3 A Motion to approve the amendments was made by Council Meinber Frierson and seconded by Council Member Wright. Motion carried, 7 ayes - 0 nays. 8. Deliberate and act on a variance request, Master Plat, Preliminary Plat and Final Plat for Lots 1 and 2, Block A, D& P Addition, located at 115 0 Clement Road. Mr. Napier said the variance request for the construction of curb and gutter and that if the variance request was not approved, the final plat had to be denied. A Motion to approve the variance request and the plats was made by Council Member Frierson and seconded by Council Member Drake. Motion carried, 7 ayes - 0 nays. 9. Deliberate and act on RESOLUTION NO. 2012-060: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, AUTHORIZING FINAL PAYMENT OF $8,521.30 TO JB&L UTILITY CONTRACTORS FOR THE TEXAS DEPARTMENT OF RURAL AFFAIRS (TDRA) 2009 CDBG SEWER SYSTEM IMPROVEMENT PROJECT; AUTHORIZING THE CITY MANAGER TO EXECUTE ALL NECESSARY DOCUMENTS; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. Mr. Napier reported that the project had been completed with the sewer line being replaced between West Sherman Street and West Washington Street through the Union Pacific Railroad property. A Motion to approve this item was made by Council Member Frierson and seconded by Council Member Lancaster. Motion carried, 7 ayes - 0 nays. 10. Deliberate and act on RESOLUTION NO. 2012-061: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, APPROVING CHANGE ORDERS NO. TWO AND THREE TO THE CONTRACT BETWEEN BOBBY SMALLWOOD CONSTRUCTION CO., INC. AND THE CITY OF PARIS, TEXAS IN THE AMOUNT OF TWO HUNDRED THIRTY SEVEN THOUSAND SIX DOLLARS AND 62/100 ($237,006.62) FOR CLARKSVILLE STREET DOWNTOWN SIDEWALK PROJECT; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. Mr. Napier explained the reasons for the change orders. A Motion to approve this item was made by Council Member Frierson and seconded by Council Member Lancaster. Motion carried, 7 ayes - 0 nays. 11. Deliberate and act on RESOLUTION NO. 2012-062: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, AUTHORIZING FINAL PAYMENT OF $10,359.06 TO SPANN CONCRETE CONSTRUCTION LLC FOR THE ~ ~ 4 Regular Council Meeting June 11, 2012 Page 4 PERISTYLE RENOVATION PROJECT IN BYWATERS PARK; AUTHORIZING THE CITY MANAGER TO EXECUTE ALL NECESSARY DOCUMENTS; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTNE DATE. Mr. Napier told City Council the restoration project was completed earlier in the year. A Motion to approve this item was made by Council Member Lancaster and seconded by Council Member Drake. Motion carried, 7 ayes - 0 nays. 12. Deliberate and act on RESOLUTION NO. 2012-063: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, DECLARING VARIOUS USED CITY- OWNED VEHICLES SURPLUS AND AUTHORIZING DISPOSITION OF THE SURPLUS PROPERTY IN ACCORDANCE WITH STATE AND LOCAL LAW; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND PROVIDING AN EFFECTIVE DATE. A Motion to approve this item was made by Council Member Grossnickle and seconded by Council Member Drake. Motion carried, 7 ayes - 0 nays. 13. Deliberate and act on a Resolution appointing members to the various Boards, Commissions and Committees of the City of Paris. Mayor Hashmi expressed the importance of the appointments that would be made to the Boards, Commissions and Cominittees. Mayor Hashmi said the selections would be made at this meeting, but that the Resolution formally setting out the appointments would be brought to the next meeting. Mayor Hashmi asked for nominations to the Airport Advisory Board. A Motion to appoint Ray Ball was made by Council Member Grossnickle and seconded by Council Member Frierson. Motion carried, 7 ayes - 0 nays. A Motion to appoint Jack Ashmore was made by Council Member Frierson and seconded by Council Member Lancaster. Motion carried, 7 ayes - 0 nays. Mayor Hashmi asked for nominations to the Band Commission. A Motion to appoint Patsy Daniels was made by Council Member Lancaster and seconded by Council Member Wright. Motion carried, 7 ayes - 0 nays. Next, Mayor Hashmi expressed his appreciation to the Board Members who had served on the Board of Health, citing their many years of service. Mayor Hashmi asked for nominations to the Board of Health. A Motion to appoint Dr. Lav Singh was made by Mayor Hashmi and seconded by Council Member Grossnickle. Motion carried, 7 ayes - 0 nays. A Motion to appoint Dr. William George was made by Mayor Hashmi and seconded by Council Member Wright. Motion carried, 7 ayes - 0 nays. A Motion to appoint Dr. Keith House was made by Council Member Drake and seconded by Council Member Wright. Motion carried, 7 ayes - 0 ~ . 5 Regular Council Meeting June 11, 2012 Page 5 nays. A Motion to appoint Dr. Mark Gibbons was made by Mayar Hashmi and seconded by Council Member Grossnickle. Motion carried, 7 ayes - 0 nays. A Motion to appoint Dr. Rick Erickson was made by Council Member Grossnickle and seconded by Mayor Hashini. Motion carried, 7 ayes - 0 nays. A Motion to appoint Kristi Martin was made by Council Member Grossnickle and seconded by Council Member Frierson. Motion carried, 7 ayes - 0 nays. Mayor Hashmi asked for nominations to the Building and Standards Commission. A Motion to appoint Chris Brown was made by Council Member Frierson and seconded by Council Member Lancaster. Motion carried, 7 ayes - 0 nays. A Motion to appoint Wendell Moore was made by Council Member Drake and seconded by Council Member Grossnickle. Motion carried, 7 ayes - 0 nays. Mayor Hashmi asked for nominations to the Historic Preservation Commission. A Motion to appoint Douglas Cox was made by Council Member Frierson and seconded by Council Member Drake. Motion carried, 7 ayes - 0 nays. A Motion to appoint Lauri Redus was made by Mayor Hashmi and seconded by Council Member Wright. Motion carried, 7 ayes - 0 nays. Mayor Hashmi asked for nominations to the Library Advisory Board. A Motion to appoint Ann Norment was made by Council Member Grossnickle and seconded by Mayor Hashmi. Motion carried, 7 ayes - 0 nays. Mayor Hashmi asked for nominations to the Traffic Commission. A Motion to appoint Ken Kohls was made by Mayor Hashmi and seconded by Council Member Frierson. Motion carried, 7 ayes - 0 nays. A Motion to appoint Joe McCarthy was made by Mayor Hashmi and seconded by Council Member Frierson. Motion carried, 7 ayes - 0 nays. A Motion to appoint Susan Hamby was made by Council Member Grossnickle and seconded by Council Member Drake. Motion carried, 7 ayes - 0 nays. Mayor Hashmi asked for nominations to the Zoning Board of Adjustment. A Motion to appoint Charles Richards was made by Mayor Hashmi and seconded by Council Member Wright. Motion carried, 7 ayes - 0 nays. A Motion to appoint Nathan Bell V. was made by Mayor Hashmi and seconded by Council Member Lancaster. Motion carried, 7 ayes - 0 nays. Mayor Hashmi asked for nominations to the Planning and Zoning Board. A Motion to appoint Dennis Chalaire was made by Council Member Grossnickle and seconded by Mayor Hashmi. Motion carried, 7 ayes - 0 nays. A Motion to appoint Mike Folmar was made by Mayor Hashmi and seconded by Council Member Lancaster. Motion carried, 7 ayes - 0 nays. Mayor Hashmi asked for nominations to the Main Street Advisory Board. A Motion to appoint Ashlea Matoon was made by Council Member Frierson and seconded by Mayor Hashmi. Motion carried, 7 ayes - 0 nays. A Motion to appoint Jill Drake was made by Council Member Grossnickle and seconded Mayor Hashmi. Motion carried, 7 ayes - 0 nays. ~ ~ _ 16 Regular Council Meeting June 11, 2012 Page 6 Mayor Hashmi said he wanted to remind the Council that all of the Boards were iinportant. He said the purpose of PEDC was to entice new corporations to the City and to provide higher paying jobs for citizens. He also said he thought important qualifications for board members were to have contacts outside of the City and have the ability to converse with CEO's of major corporations. Mayor Hashmi asked for nominations to the PEDC Board. A Motion to appoint Toni Clem was made by Council Member Wright and seconded by Council Member Lancaster. Motion carried, 7 ayes - 0 nays. A Motion to appoint Nathan Bell was made by Council Member Lancaster and the Motion failed for lack of a second. A Motion to appoint William Harris was made by Council Member Drake and seconded by Council Member Wright. Motion carried, 7 ayes - 0 nays. Mayor Hashmi said an appointment would need to be made to Main Street, because Mr. Harris was appointed to the PEDC Board leaving a vacancy on the Main Street Board. A Motion to appoint Karie Raulston was made by Council Member Frierson and seconded by Council Member Grossnickle. Motion carried, 7 ayes - 0 nays. 14. Deliberate and act on a Resolution of the City Council of the City of Paris, Texas authorizing the City to become eligible to participate in Tax Abatement and approving Amended Guidelines and Criteria for Granting Tax Abatements in the City of Paris, Texas; making other findings and provisions related to the subject; and declaring an effective date. City Attorney Kent McIlyar said that the original guidelines were adopted in the 90's when the economic development board was set up and they had been amended over the years. Mr. McIlyar said he had provided the Amended Guidelines and Criteria for Granting Tax Abatements to the PEDC Director and the City Manager. He told Council the amendments would give Council more flexibility in evaluating and negotiating future tax agreements and that they may want to bring it back at a later meeting, giving them additional time to discuss it. City Manager John Godwin suggested they wait to vote on this item until their June 25t" meeting, because PEDC was going to consider it at their meeting on June 12tn 15. Deliberate on code enforcement liens. Mayor Hashmi said this subject was related to item 14 and he wanted to table this item until the next meeting. A Motion to table this item was made by Council Member Lancaster and seconded by Council Member Jenkins. Motion carried, 7 ayes - 0 nays. 16. Convene into Executive Session pursuant to Section 551.071 of the Texas Government Code, Consultation with Attorney, to receive legal advice from the City Attorney about pending or contemplated litigation and/or on matters in which the duty of an attorney to his client under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas, clearly conflict with this chapter, to-wit: Ed Darnell v. Union Pacific Railroad and City of Paris, Texas; in the 6"' Judicial District Court of Lamar County, Texas; Cause No. 81476. ~ _ ~ Regular Council Meeting June 11, 2012 Page 7 Mayor Hashini convened City Council into Executive Session at 6:37 P.M. 17. Reconvene into Open Session and possibly take action on those matters discussed in Executive Session. Mayor Hashmi reconvened Ci a cotract t p session elin defen eotof this authorize the City Attorney to enter into lawsuit and was seconded by Council Member Wright. Motion carried, 7 ayes - 0 nays. 18. Consider and approve future events for City Council and/or City Staff pursuant to Resolution No. 2004-081. Mayor Hashini said there may be a quorum on July 3rd for a reception. 19. Adjournment. There being no further business~ember l DrakeadMo on carried, e7bay Council 0 nayse The Frierson and was seconded by Council meeting was adjourned at 6:50 p.m. A.J. HASHMI, MAYOR JANICE ELLIS, CITY CLERK ~ ~ ~ • $ MINUTES OF THE SPECIAL CITY COUNCIL MEETING OF THE CITY OF PARIS, TEXAS June 12, 2012 The City Council of the City of Paris met for a workshop session at 5:30 p.m. on Tuesday, June 12, 2012, at the City Council Chamber, 107 E. Kaufman, Paris, Texas. Present: Mayor: A.J. Hashmi Council Members: Aaron Jenkins; Billie Lancaster; John Wright; Richard Grossnickle; Matt Frierson; and Cleonne Drake City Staff: John Godwin, City Manager and Janice Ellis, City Clerk Onening Agenda 1. Call meeting to order. Mayor Hashmi called the meeting to order at 5:30 p.m. Regular Agenda 2. Discuss City Council and Manager roles and responsibilities. In summary, City Manager John Godwin said that it was the Council's role to set policy. Mr. Godwin said he was the CEO of the City and his role was to direct staff. He stated that communication was important and that he did want direction from the City Council as a whole. Mr. Godwin emphasized that did he not have seven bosses, but one boss and that was the City Council as one entity. Mr. Godwin informed the City Council that he had an action plan of fifty items that he wanted to accomplish within the next three months. 3. Discuss City Council goals and priorities for the 2012-13 Budget. Mayor Hashmi inquired of City Council their goals for the 2012-13 budget year. Council Member Wright: He said he wanted the department heads to be comprised of the best leadership; an employee audit to determine necessity of employee positions; he wanted overtime reduced; more of the engineering done in-house; eliminate presentations at Council meetings unless approved by the City Manager or if requested by a majority of the City Council; and he wanted a reduction of taxes. 4 . 9 Special Council Meeting June 12, 2012 Page 2 Council Member Lancaster: She said she needed help in cleaning up her district; specifically with dilapidated houses, code enforcement, and infrastructure; wants to explore tax abatements and grants for senior citizens in assisting them in rehabilitating their homes; and awareness of gang activity. Council Member Grossnickle: He said he wants to establish a timeline for building a new wastewater treatment plant; continue to improve the permitting process; explore the possibility of creating a retirement community at Lake Crook; look at ways of getting more companies at the airport, such as Fed Ex; that his retail dreams were Target and Sams; he would like to see more youth activities; placing a temporary canopy over the city pool allowing for year round swimming; and in the next Charter Election propose a charter amendment increasing the percentage of people it takes to call a referendum. Council Member Drake: She said she would like for employee benefits to be reviewed because some benefits have been taken away from employees over the years; wants improved customer service; clean-up of the City; improve the permitting process; more partnerships with Scouts and School Districts to paint parks and things of that nature; review the lien process on foreclosed properties; consider town meetings if they put on the ballot trash privatization or 4A/413; move forward with PEDC about bringing new businesses to the City; explore grants; good communication; and move away from hiring consultants. Council Member Jenkins: He said he wanted to have more youth activities; mare emphasis on code enforcement, as there was a problem with high grass in his district; and more industries in the City. Council Member Frierson: He favored Mr. Godwin's ideal of a community newsletter, whether in citizen's water bills or through the local media; wants performance evaluations of employees; accountability of department heads; more business friendly toward the downtown area; some type of tax freeze on restoration of downtown buildings; stated that he knew the fire code was needed but that it put a hardship on new downtown businesses; implementation of a strategic plan to include where we are, where we want to be and how we are going to get there; and better infrastructure and code enforcement. Mayor Hashmi: He said he wanted a strategic plan that was good from Council to Council; he wants the plan to contain dates, milestones and accountability; he wants the plant to be specific on how to monitor progress; that the plan must be in-house and be agreed upon by all of the department heads and the Council; wants a quarterly report to the Council on progress of the plan; wants short and long term plans incorporated in the budget; wants the plan to be department specific, such as responsibilities and performance; wants a capital improvement project for each department and does not want funds transferred from one account to another, but instead wants to plan ahead for projects; and wants the best customer service. Mayor Hashmi: He said another item he would like if possible was a decrease in taxes by 1% per year for the next five years, but emphasized that he did not want to cut services. He said he wants to include in the next Charter Election a specific amount of money for dilapidated 10 Special Council Meeting June 12, 2012 Page 3 structures and improvement of roads be set aside each year. Mayar Hashmi also said prior to discussing the budget he wanted to take a certain percent off the top for these types of items and do whatever was necessary to change the tax base. He also said he wanted clean-up of the City. Mr. Godwin and the Council discussed agenda packets and the web-site. Mr. Godwin said he was going to make changes to the Agenda process. Council Member Wright said he would like to get the Agenda earlier than they had received it in the past. Mayor Hashmi said he would like to be educated on the bond issues for things such as road improvement and infrastructure. Mr. Godwin said the City did not need to use a consultant for a storm water utility district as he had previously set one up. He said that he wanted to delay it until sometime between December and March. Mr. Godwin told the Council that planning was very important to the City and he would like to employ a planning director, even if on a part-time basis. He also said that he wanted to do away with the current step and grade system and give raises on a merit system. 4. Adjourmnent. There being no further business, a Motion to adjourn was made by Council Member Frierson and was seconded by Council Member Grossnickle. Motion carried, 7 ayes - 0 nays. The meeting was adjourned at 6:55 p.m. A.J. HASHMI, MAYOR JANICE ELLIS, CITY CLERK - 11