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02 City Council (03/15/04) MINUTES OF THE SPECIAL MEETING OF THE CITY COUNCIL March 15, 2004 The City Council of the City of Paris met in regular session, Monday, March 15, 2004, 5:30 P.M. at Paris Junior College, Bobby R. Walters Applied Technology Building, Room 1206, 2400 Clarksville Street, Paris, Texas. Mayor Curtis Fendley called the meeting to order with the following Council Members present: Jim Bell, Jay Guest, Joe E. McCarthy, Francine Neeley, Willie Weekly, Sr. and Benny Plata. Also, present were City Attorney Larry W. Schenk and City Clerk Mattie Cunningham. Resolution No. 2004-058, approving and authorizing the award of a contract for medical, dental, vision, life, and long-term disability for the employees and employees’ dependents of the City of Paris, was presented. Gene Anderson, Director of Finance, came forward reviewing his previous memorandum, stating what criteria he used to do the initial recommendation, which had to be those bids meeting all specifications that the city asked for. Then he selected the company based on the lowest cost. Mr. Anderson advised that he sent another memorandum out this week, and it should be in the City Council’s packet. This memorandum addressed the issue that if the City Council wanted to consider other criteria they certainly could under the law as long as they made those criteria known to all qualified bidders and they all had equal opportunities to negotiation on that basis. He said additional numbers were provided to him dealing with the number of the topics, and the most important one that he perceived out of that group had to do with Direct Writers verses Managing General Underwriters or MGU’s. Mr. Anderson stated that he was not sure if that issue would be a deal breaker for him. He did do some checking and tried to get a better understanding of that concept. Mr. Anderson checked with TML to see what their thoughts were on that and about the only thing they told him was Safeco was one of the other Direct Writers that was under consideration. He said that TML is an approved administrator for Safeco, but he did not see anything in the review that would make him change his recommendation. To him it was still an issue of whether or not the City Council wants to go fully funded or self funded. Special City Council Meeting March 15, 2004 Page 2 After a considerable amount of discussion, a motion was made by Mayor Pro Tem McCarthy, seconded by Councilman Weekly, for approval of the resolution accepting the proposal of the Texas Municipal League. The motion carried 5 ayes, 2 nays. Resolution No. 2004-059, approving the form of Change Order No. 3, to contract for the “24" RCCP Water Transmission Line Project,”, to return the thth sub-grade of a section of Maple Street from 17 Street N.W. to just west of 19 Street N.W. to a condition that will support an asphalt overlay to cement stabilize the top six inches of the sub-grade, which is covered by the allowance for construction contingency, and providing for no increase in the contract price, was presented. A motion was made by Mayor Pro Tem McCarthy for approval of the resolution. The motion carried 7 ayes, 0 nays. Resolution No. 2004-060, approving the form of Addendum No. 2 to the original Agreement for Engineering Services, dated March 15, 2002, with Bucher, Willis & Ratliff Corporation, was presented. A motion was made by Councilman Plata, seconded by Councilman Weekly, for approval of the resolution. The motion carried 7 ayes, 0 nays. Resolution No. 2004-061, authorizing the Mayor to execute on behalf of the City of Paris the title sheet for the TxDOT project to widen Lamar Avenue th between 20 Street N.E. and Collegiate Drive, was presented. A motion was made Councilman Bell for approval of the resolution. The motion was seconded by Councilwoman Neeley and carried 7 ayes, 0 nays. Resolution No. 2004-062, authorizing and directing the Mayor to execute on behalf of the City of Paris the letter canceling the Agreement for Application Services with Accela, Inc., was presented. A motion was made by Councilwoman Neeley, seconded by Councilman Weekly, for approval of the resolution. The motion carried 7 ayes, 0 nays. Mayor Fendley announced that the next item on the agenda was consideration of and action on the appointment of an Interim City Manager. He said there are Special City Council Meeting March 15, 2004 Page 3 several options. He said the City Council could appoint someone from within, or there are services, and he has been contacted by several firms that do appointments of City Managers and will work with cities on the selection process during that time. Mayor Fendley gave the Council a handout from Don Davis and Kerry Sweatt with the Texas First Group. He said that with looking within, he had talked to Terry Townsend and advised that Mr. Townsend, would be willing to take this on an interim situation as the Interim City Manager knowing that once the City Council decides to go out to bid the job or advertise the job, that he will probably be putting his name in the hat. He said he was open for input from the Council and asked for this input. Councilman Guest asked if that would be the Mayor’s preference. The Mayor said it would be because everyone has worked with him. Mayor Fendley said Mr. Townsend has a lot on his plate, but he is very capable of doing the job. Mayor Pro Tem McCarthy asked if Terry takes over the duties of City Manager, what would happen to his accountability for his present position. Mayor Fendley said in visiting with Terry, he feels like he can take the additional duties, but he may have to reshuffle a little bit, but that is something that may have to be worked out. Mr. Townsend said with the projects and issues going on right now he would be perfectly capable of delegating some of the issues that they have and in handling both jobs especially on an interim basis. He did not feel that would be an issue. Councilman Bell stated that this Council has discussed the possibility of changing directions in a few things and asked Mr. Townsend how willing is he to look of ideas outside the box and with new thought processes and trying to help implement those in the interim even if he was only in the interim position. Mr. Townsend said very much so, as they had some discussion about the ability an interim type situation would have and what they probably should be. He said that is something that he would want to make clear with the City Council Special City Council Meeting March 15, 2004 Page 4 in the sense there are some personnel issues and other matters that need to be taken care of and would they want to make those changes now before a permanent manager comes on board, or did they want to wait and let the new manager fill some of this positions himself. He said he was certainly capable and willing to make changes, and he realizes that there are a lot of challenges ahead of them including the budget process that is coming up very soon. He also said he was willing to look at some new avenues in ways of doing some things. Mayor Fendley said they he had talked to Terry, today, regarding salary, which was $600.00 additional per month to what he is currently making and this is open for discussion. Councilman Weekly asked Mr. Townsend if he had ever taken over a manager’s position before he came to Paris. Mr. Townsend said he had not. Councilman Weekly said when he said new direction, what do he mean? Mr. Townsend said that was something that came from this Council, but he would tell him this, there are a number of things and broken relationships and the things that we deal with every day between the city and other entities that he would like to be involved in helping solve those problems. Also Mr. Townsend said to be able to lead the employees that the city has down for a common purpose such as knowing what each other is doing and the issues at hand. That was the direction that he felt they were talking about. Councilman Weekly asked Mr. Townsend if he had a playing field that was unlevel and you are going to level the playing field, is that what you are saying, or, are you going to level the playing field? Mr. Townsend said he would attempt to make sure they are all on the same page and headed in the same direction. He advised that some of them are and that is great. If not, he would like to help until the permanent City Manager gets here. He stated that he was willing to do that. A motion was made by Councilman Guest to recommend Terry Townsend as the Interim City Manager with a salary increase of $600.00 per month. The motion was seconded by Mayor Pro Tem McCarthy and carried 6 ayes, 1 nay, Councilman Weekly voting no. Special City Council Meeting March 15, 2004 Page 5 Mayor Fendley called for discussion and consideration of the process for selection of a City Manager. He said there are several ways they can go in the process. Before they have advertised in trade journals, put the job out and seen who applies. The other option is to go out and hire a headhunter and let them do the work and let them bring the City Council whatever they put together and whoever meets their criteria, and then pare it down from there. He said there will be a fee for this, but he did not know what that would be. It was the consensus of the City Council to solicit a professional headhunter. Mayor Fendley requested that Mr. Anderson contact three or four of the headhunters and ask them to provide the City of Paris with references of cities that they have done this for. There being no further business, a motion was made by Mayor Pro Tem McCarthy, seconded by Councilwoman Neeley. The motion carried 7 ayes, 0 nays. ____________________________ CURTIS FENDLEY, MAYOR ATTEST: __________________________________ MATTIE CUNNINGHAM, CITY CLERK