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01.28.13 MINUTESMINUTES OF THE REGULAR CITY COUNCIL MEETING OF THE CITY OF PARIS, TEXAS January 28, 2013 The City Council of the City of Paris met for a regular session at 5:30 p.m. on Monday, January 28, 2013, 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; and Cleonne Drake City Staff: John Godwin, City Manager; Kent McIlyar, City Attorney; Janice Ellis, City Clerk; Gene Anderson, Finance Director; Kent Klinkerman, EMS Director; Alan Efrussy, Planning Director; Shawn Napier, City Engineer; Larry Wright, Fire Chief; Bob Hundley, Police Chief; and Doug Harris, Utilities Director Absent: Council Member: Matt Frierson Opening A�enda 1. Call meeting to order. Mayor Hashmi called the meeting to order at 5:30 p.m. 2. Invocation. Pastor Van Lazaroff gave the invocation. 3. Pledge of Allegiance. Council Member Grossnickle led the pledge. 4. a. Citizens' forum. Mayor Hashmi — he said that no decision would be made about the bonds without input from the citizens. He also said if there was a bond election and citizens approved the proposition, that no bond money would be used for Lake Crook. Mayor Hashmi assured everyone that if a bond proposition did pass, that the money could only be used for infrastructure. Reverend James Price, 1230 Shiloh — he invited everyone to the Northeast Texas Dream Center on February 16t" at 3:00 p.m. located at 126 State Hwy 271 in Deport, Texas. Regular Council Meeting January 28, 2013 Page 2 b. Public Announcements. • Proclamation declaring the month of February as Boy Scout Month. Mayor Hashmi read a proclamation declaring the month of February as Boy Scout Month and presented the proclamation to the scouts and their leaders. Consent Agenda Mayor Hashmi inquired of Council Members if they wished to pull any items from the Consent Agenda for discussion. Council Member Wright asked for discussion of item 13. He asked in what manner Council would be receiving input from citizens on infrastructure needs for the City. City Manager John Godwin referenced item 19 and said he hoped that a committee of local people would be appointed to receive input. Mayor Hashmi asked for discussion on item 12 and inquired the length of the contract. Mr. Godwin said he was recommending three years, because that Mr. Coker was the only person that had ever completed a proposal, had been doing this program for over twenty years, and had done a good job. A Motion to approve the Consent Agenda was made by Council Member Drake and seconded by Council Member Lancaster. Motion carried, 6 ayes — 0 nays. 5. Approve the minutes from the City Council meeting on January 14, 2013. 6. Receive reports and/or minutes from the following boards, commissions, and committees: a. Historic Preservation Commission (12-12-2012) b. Main Street Advisory Board (11-20-2012 & 12-18-2012) c. Paris Economic Development Corporation (12-10-2012) 7. Receive December monthly financial report. 8. Receive December drainage ditch maintenance report. 9. Receive dilapidated structure report. 10. Discuss possible future amendments to the City of Paris Charter. 11. Approve RESOLUTION NO. 2013-004: A RESOLUTION OF THE CITY COLJNCIL OF THE CITY OF PARIS, TEXAS, ACCEPTING THE BID FROM LIBERTY NATIONAL BANK, PARIS, TEXAS TO PROVIDE CITY DEPOSITORY SERVICES FOR THE PERIOD BEGINNING MARCH 1, 2013 AND ENDING FEBRUARY 28, 2015; AUTHORIZING THE EXECUTION OF A DEPOSITORY SERVICES AGREEMENT WITH LIBERTY NATIONAL BANK. Regular Council Meeting lanuary 28, 2013 Page 3 12. Approve a contract for management and operation of the adult softball program. 13. Approve a contract between the City of Paris and MHS Planning & Design, LLC for development of a Comprehensive Parks, Recreation and Open Space Master Plan. 14. Authorize execution of a professional services agreement with Denney Architects to design repairs to the Grand Theater. Re�ular A�enda 15. Public hearing to receive comment regarding the completion of the 2010 Texas Capital Fund Project — Daisy Farms, Inc. Grant Coordinator Kim Lacey explained the City received grant money three years ago to construct a water line to Daisy Dairy. She said it had been inspected, everything checked out fine and now the projected needed to be closed. Mayor Hashmi opened the public hearing and asked for anyone wishing to comment on this item, to please come forward. With no one speaking, Mayor Hashmi closed the public hearing. Mayor Hashmi said there was no action to be taken on this item. 16. Discuss and act on development opportunities at Lake Crook. Mayor Hashmi said he was approached a couple of months ago about the possibility of putting in a hunting and fishing resort on the area surrounding Lake Crook. He explained that the City could not financially develop the area or dredge the lake. Mayor Hashmi further explained that the developer may be willing to invest funds to clean up the lake and surrounding areas. Mayor Hashmi welcomed Mr. Rothfuss and Mr. Jones to speak on behalf of Archers for Christ. Both expressed that this type of development would be good for the club, because it would boost the club's visibility and help with security issues. Planning Director Alan Efrussy presented City Council with a proposed Planned Development District for Lake Crook outlining development proposals. Mr. Efrussy told the City Council there were many steps to go through which included planning and zoning decisions, public hearings and detailed planning. He said he was going to meet with Planning and Zoning Commission on February 4t". Mr. Godwin said that Council Member Frierson sent him an e-mail requesting a work session on this item. Mayor Hashmi said the archery group would be invited to the work session. 17. Receive presentation by Mayor Hashmi of mock police budget and discuss the police department strategic plan. Mayor Hashmi said the mock police budget would be given by Chief Hundley. Chief Hundley gave a budget presentation that included strategic planning. He explained short term goals, long term goals, timeline for accomplishing goals and budget information. Regular Council Meeting January 28, 2013 Page 4 18. Discuss and act on calling a special bond election. Mr. Godwin said KSA was working on developing a ten-year capital improvement plan and there had been discussion about the possibility of a bond election to approve up to $50 million in general obligation bonds. He said general obligation bonds had to be voted on by the voters and that Council had indicated they did not want to sell certificates of obligations, because that required only a vote of the Council and not the citizens. Mr. Godwin said the bond election could not officially be called until February lOt", and if Council wanted to move forward, an action item would be placed on the February 11 `h agenda for an official vote to call the bond election. Mr. Godwin said the water and sewer lines were extremely old and in horrible shape. He said the other problem was that almost all of the water and sewer lines were underneath the streets, which meant streets had to be dug up when repairing or replacing water and sewer lines. Mr. Godwin said water and sewer lines could be a single proposition on a ballot, that roads had to be a separate proposition on the ballot, and drainage had to be a separate proposition on the ballot. He said the Attorney General required three different propositions. Council Member Drake said she was glad this was going to the voters and as a tax payer she was tired of putting band aids on the infrastructure. In addition, she said she was getting positive feedback from citizens. Council Member Wright said if the City was going to stay in business, they should continue with a bond election. He said it provided an opportuniTy to repair water and sewer, as well as slowing down on street repairs. He also said that he fully backed it. Council Member Lancaster said she was getting positive feedback and was definitely for moving forward. Council Member Grossnickle said he believed if the City was going to be revitalized, that they needed to move forward with a bond election. He said they could use the KSA study to prioritize the projects. Council Member Grossnickle inquired about language contained in the wording and the tax rate. Mr. Godwin said by approving it, you approve a tax rate up to an amount required to pay that back. Mr. Godwin said the majority of this was going to be water and sewer projects and those projects were not paid with ta�c money. He said that those projects were paid for through water and sewer bills. Mr. Godwin said at this time bonds were affordable, because interest rates were incredibly low. He told the Council that a very large bond had been paid off last summer and another bond was refinanced to save a significant amount of money. Mr. Godwin said over the next eight or nine years the City had two more bonds that would be retiring and the City had the ability to issue additional debt to replace the old debt. Mr. Godwin stated that the water and sewer projects were not going to be paid for by ta�ces, so the City would not need to raise any taxes to pay for them. He referenced the retirement of bonds and said the City would not have to raise the water and sewer rates either. Mr. Godwin reminded Council that the bond advisor's spreadsheet reflected that you could do $50 million without having to raise any rates on anything. He said since the Attorney General requires that you separate the streets out on the propositions, so some of the street projects would have to be paid for by taxes. Council Member Wright confirmed with Mr. Godwin if the projects were less than $50 million they would not have to sell all of the bonds. Mayor Hashmi said it made sense financially to move forward with a bond election at this time citing the replacement cost would be less now than in future years. Mayor Hashmi emphasized the importance of having community support and stated this was a big project for Paris. It was a consensus of City Regular Council Meeting January 28, 2013 Page 5 Council to move forward with calling a bond election and have a resolution calling the election brought back to the next Council meeting. 19. Discuss and appoint Capital Improvements Program Citizens' Committee. Mayor Hashmi said KSA was working up the plan, but he would like for the citizens to be involved in the process. He explained that each Council Member would nominate a citizen to serve on the committee and stressed that everyone should remember if they determine there is any conflict of interest, that they should voice that fact so that Council could nominate another citizen. Mayor Hashmi asked for nominations. Council Member Drake nominated Cheyney Bryan and Council Member Wright nominated Bobby Smallwood. Council Member Wright asked if there would be a problem with Mr. Smallwood doing some of the sidewalks and Mr. Godwin told him that was not a problem. Council Member Lancaster nominated Ruth Ann Alsobrook. Council Member Jenkins said he was going to nominate Bobby Smallwood, so he would come up with another selection and notify Mr. Godwin. Council Member Grossnickle nominated J.D. Davidson and Mayor Hashmi nominated Charles Richards. Mr. Godwin said that through e-mail, Council Member Frierson submitted the name of Brad Archer. A Motion to appoint the nominees was made by Council Member Wright and seconded by Council Member Drake. Motion carried, 6 ayes — 0 nays. Mayor Hashmi recessed City Council at 6:58 p.m. and reconvened City Council into open session at 7:15 p.m. 20. Discuss and take action on construction of certain street, utility, and sidewalk projects for 2013. Mr. Godwin said staff had been working with KSA and had developed a list of projects to be completed this winter and spring. He stated that list was referred to as "Year 0," because it proceeded the ten year CIP being developed. Mr. Godwin reviewed the list of twenty-one projects, including the costs associated with the projects. A Motion to approve the recommended "Year 0" projects was made by Council Member Drake and seconded by Council Member Lancaster. Motion carried, 6 ayes — 0 nays. 21. Authorize execution of a professional services agreement with Hayter Engineering to provide engineering design and related services for certain sidewalk projects. Mr. Godwin said staff recommended replacement of sidewalks on both sides of Bonham Street between First and Second Streets with the exception of two basement areas. Mr. Godwin said this project would include a portion of sidewalks in front of the YWCA. A Motion to approve this item was made by Council Member Lancaster and seconded by Council Member Wright. Motion carried, 6 ayes — 0 nays. Regular Council Meeting January 28, 2013 Page 6 22. Authorize execution of a professional services agreement with Grantham & Associates to provide engineering design and related services for certain street projects. Mr. Godwin said staff was recommending SE 6th Street from Lamar Avenue to Clarksville Street and SE 24th Street from College to just north of Polk Street be completely reworked. A Motion to approve this item was made by Council Member Drake and seconded by Council Member Lancaster. Motion carried, 6 ayes — 0 nays. 23. Discuss and appoint one member to the Civil Service Commission to fill the unexpired term of Sims Norment. A Motion to bring this item from the table was made by Council Member Drake and seconded by Council Member Lancaster. Motion carried, 6 ayes — 0 nays. Mr. Godwin informed City Council that one application had been received and that was from Russell Figgins. He recommended appointment of Mr. Figgins. A Motion to appoint Russell Figgins to the Civil Service Commission was made by Council Member Grossnickle and seconded by Council Member Drake. Motion carried, 6 ayes — 0 nays. 24. Receive report, discuss and possibly act on drainage problem on York Street. Council Member Wright said rain was needed before it could be determined if this problem had been corrected. 25. Convene into Executive Session pursuant to Section 551.072 of the Texas Government Code, to discuss the purchase, exchange, lease, or value of real property. Mayor Hashmi convened City Council into executive session at 7:27 p.m. 26. Reconvene into Open Session and possibly take action on those matters discussed in Executive Session. Mayor Hashmi reconvened CiTy Council into open session at 7:31 p.m. Mayor Hashmi said Council discussed an advertisement being placed in the Paris News to invite sealed bids for the old police station. 27. Consider and approve future events for City Council and/or City Staff pursuant to Resolution No. 2004-081. There was nothing referenced. Regular Council Meeting January 28, 2013 Page 7 28. Adjournment. There being no further business, a Motion to adjourn was made by Council Member Drake and was seconded by Council Member Lancaster. Motion carried, 6 ayes — 0 nays. The meeting was adjourned at 7:32 p.m. A.J. HASHMI, MAYOR . � NICE ELLIS, C Y CLERK