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09.03.13 MINUTESMINUTES OF THE SPECIAL CITY COUNCIL MEETING OF THE CITY OF PARIS, TEXAS September 3, 2013 The City Council of the City of Paris met for an special session at 5:30 p.m. on Tuesday, September 3, 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; Matt Frierson; and Cleonne Drake City Staff: Gene Anderson, Finance Director; Kent McIlyar, City Attorney; Janice Ellis, City Clerk; Shawn Napier, City Engineer; Kent Klinkerman, EMS Director; Dale Maberry, Assistant Fire Chief, Doug Harris, Utilities Director; and Priscilla McAnally, Library Director Opening Agenda Call meeting to order. Mayor Hashmi called the meeting to order at 5:30 p.m. 2. Receive presentations from contractors and discussion with regard to water and sewer line replacement projects. Chris Schmitt of the engineering firm Teague, Nail & Perkins, said the firm was a full service firm that had been serving North Texas for over thirty -five years, and had served more than eighty -five governments in the region. He said that he was one of five managing principals for the firm and he managed the Dallas and Sherman areas. Mr. Schmitt explained the job they currently had in Rockwall was a similar program and that the overall project was about 15 million dollars. He estimated that between 30 and 40% of the work would be done by local people in Paris. Mr. Schmitt said his presentation included three design teams but they could bring in six design teams if needed. He estimated that the firm could get the design done in six months or less and it would take another ninety days to procure. Mr. Schmitt said he envisioned they would have several teams working on various phases of the project at one time. Chief Estimator David Jones of John Burns Construction Company, said the company did projects anywhere from $200,000 to $10,000,000 and they had been in business since 1906. He said the company had not done work in smaller cities. Mr. Jones told the Council they could place four or five crews in Paris depending on how aggressive the Council wanted to proceed with the project. Vice - President Steve Kohler of S.J. Lewis Construction Company, said the company specialized in underground utilities. He said they had national offices with a division in Texas Special Council Meeting September 3, 2013 Page 2 and named Amarillo, Austin, Denton, Houston, and McKinney among the cities they had performed services. Mr. Kohler said S.J. Lewis had the bonding capacity of over one -half billion dollars and employed about 400 pipe professions. He said they perform well on fast paced projects and the company had an interest in this project, because it would be a fast paced project. Mr. Kohler said they handled projects that ranged from one -half million dollars to fifty million dollars. He said they prided themselves with the speed and quality which they could get pipe in the ground. He said they would engage the services of local people, because of their value to the project. Mr. Kohler said having a large company did not mean a bigger overhead, citing their efficiency as being a cost saving measure. He further said that the company's overhead was controlled, productivity was very good and they put pipe in the ground for a living. Mr. Kohler said if they had a set of plans and gave him a deadline, they would figure out how to meet that deadline. He also said that he would be in the field as much as possible, because he managed from the field. Mayor Hashmi recessed City Council at 7:04 p.m. and reconvened City Council into open session at 7:15 p.m. Discuss the proposed Budget for fiscal year 2013 -2014. Finance Director said the budget was very lean. Mayor Hashmi inquired about airport revenue and expenses. Mr. Anderson said the only way the City could break even on the airport was to take over the fuel sales, but that he would have to review the fixed based operator contract to determine the expiration date. Mayor Hashmi said he would like to explore ideas for the airport to become more profitable. City Council discussed auditing costs. Council Member Drake asked about the possibility of helping the fairgrounds by building additional bathrooms. Mr. Anderson said there was money budgeted in -house for water and sewer projects and that the City could possibly contribute for water and sewer lines and that was a big bulk of constructing additional bathrooms. In addition, Mr. Anderson said he had reviewed the budget with regard to the funding the Incubator and retail promotion for an estimate combined total of $130,000 and that he could not figure a way to fund those items without eliminating something else or Council making a decision to dip into reserves. Mr. Anderson cautioned against dipping into reserves. City Council also discussed the request for paving the Civic Center parking lot estimated at $141,000 and repair for a section of the Trail de Paris in an estimated amount of $125,000. Mayor Hashmi said maybe they could raise the hotel /motel tax to pay for paving of the parking lot, and said it would take about three years. It was a consensus of City Council to make repairs to the parking lot at this time. Council Member Grossnickle asked if EMS could consider converting the old bingo building into an ambulance station. Mr. Klinkerman said they could study it. Council Member Wright reminded Council they promised voters they would not raise taxes or water and sewer rates. Council Member Wright asked that contract labor fees be reviewed in an effort to save money. He asked that considerations be given to having the City staff do their own hiring of temporary employees or hiring an agency based upon bids or request for proposals. It was a consensus of the City Council that the City fund the Incubator and retail promotions by cutting something else from the budget. It was also a consensus of the City Special Council Meeting September 3, 2013 Page 3 Council to fund from the water and sewer fund the portion of the fairground bathrooms as explained by Mr. Anderson. It was also a consensus of the Council that one lawn mower and one defibrillator be funded. 4. Discuss and act on RESOLUTION NO. 2013 -032: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, CALLING A PUBLIC HEARING ON PROPOSED AMENDMENTS TO THE CITY MANAGER'S PROPOSED BUDGET FOR FISCAL YEAR 2013 -2014; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND PROVIDING AN EFFECTIVE DATE. A Motion to schedule the public hearing for September 23rd was made by Council Member Frierson and seconded by Council Member Drake. Motion carried, 7 ayes — 0 nays. 5. Adjournment. There being no further business, a Motion to adjourn was made by Council Member Frierson and seconded by Council Member Drake. Motion carrie�, ayes — 0 nays. The meeting was adjourned at 7:02 p.m. ` NICE ELLIS, CITY CLERK