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08/11/2014MINUTES OF THE REGULAR CITY COUNCIL MEETING OF THE CITY OF PARIS, TEXAS August 11, 2014 The City Council of the City of Paris met for a regular session at 5:30 p.m. on Monday, August 11, 2014, at the City Council Chamber, 107 E. Kaufman, Paris, Texas. Present: Mayor: Matt Frierson Council Members: Richard Grossnickle; Aaron Jenkins; Billie Lancaster; Benny Plata; Edwin Pickle; and A.J. Hashmi City Staff: John Godwin, City Manager; Kent McIlyar, City Attorney; Janice Ellis, City Clerk; Gene Anderson, Finance Director; Alan Efrussy, Planning Director; Shawn Napier, City Engineer; Jerry McDaniel, Public Works Director; Larry Wright, Fire Chief, Kent Klinkerman, EMS Director; Bob Hundley, Police Chief; Priscilla McAnally, Library Director; and Doug Harris, Utilities Director Opening Agenda 1. Call meeting to order. Mayor Frierson called the meeting to order at 5:30 p.m. 2. Invocation. Reverend James Price gave the invocation. 3. Pledge of Allegiance. Council Member Jenkins led the pledge. 4. Citizens' Forum. James Price, 1230 Shiloh — he said that Public Works needs help, asked that Council Member Lancaster be placed on the sub - committee to study the moratorium for mobile homes, and to please let the citizens see the PEDC investigative report. LaVonne White, 4111 8th Street S.E. - referenced National Defense Authorization Act that says the government can come in and take anything without cause and PANDA which is against the NDAA. Regular Council Meeting August 11, 2014 Page 2 Dr. Robert Moseley, 3915 Shannon Drive — he said last time he spoke about Don Wilson having a conflict on the PEDC but had learned that Mr. Wilson sold Rodgers Wade in 1998, that he had never received any tax abatement or money from PEDC, and that the Harper family owns HWH. He also said he would like to see the PEDC executive sessions made more in open session. Mr. Moseley said Council Members should not have to pay for paperwork. Louise Moseley, 3915 Shannon Drive — she said Don Wilson had called their home and she wanted to clarify something. Mrs. Moseley said Don Wilson was not personally involved in the investigation, but he was too involved because his family members were involved in the investigation. She also said Don Wilson was not in a position to be making decisions on the investigation. Consent Agenda Mayor Frierson inquired of Council Members if they wished to pull any items from the Consent Agenda for discussion. There being none, a Motion to approve the Consent Agenda was made by Council Member Hashmi and seconded by Council Member Lancaster. Motion carried, 7 ayes — 0 nays. 5. Receive reports and /or minutes from the following boards, commissions, and committees: a. Building & Standards Commission (6 -16 -2014) b. Historic Preservation Commission (7 -9 -2014) c. Board of Adjustment (11 -5 -2013 & 7 -1 -2014) d. PEDC & Airport Advisory Board Subcommittee (6 -5 -2014) e. Planning & Zoning Commission (7 -7 -2014) f. Traffic Commission (7 -1 -2014) 6. Approve the bids for chemicals to be used at the Water and Wastewater Treatment Plants. 7. Receive the 2014 tax appraisal roll from the Lamar County Appraisal District. 8. Approve the proposal from McClanahan & Holmes, LLP to conduct the City of Paris annual financial audit for fiscal years 2013 -14, 2014 -15, and 2015 -16. 9. Approve the Final Plat of Lot 1, Block A, Goodson Addition CB 64 -B, located at 739 Pine Bluff Street. 10. Approve the Final Plat of Lot 1, Block A, Mitchell Addition CB 91, located at 719 N.E. 1 st Street. 11. Axprove the Final Plat of Lot 1, Block A, McBay Addition CB 46, located at 223 N.W. 9 Street. Regular Council Meeting August 11, 2014 Page 3 12. Approve the Replat of Lot 1, City Block 17, located at 207 Clarksville Street. Regular Agenda 13. Discuss and approve a Memorandum of Understanding between the City of Paris and First United Methodist Church for a spray park. Mayor Frierson said that the pastor for First United Methodist Church and the City Manager had agreed to pass this item to the August 25 City Council meeting. 14. Discuss and act on bidding the next construction phase of the 2013 Capital Improvement Program. City Manager John Godwin introduced Nick Batker and Don D'Adam from AECOM. Mr. D'Adam reviewed the chronology of Contract B, citing they received only one bid and that City Council rejected that bid on July 28 at AECOM's recommendation. Mr. D'Adam informed Council of the following three options: 1) continue the current path and re -bid Contract B; 2) divide Contract B into two smaller projects; and 3) combine Contract B with other contracts creating a larger project. Mr. D'Adam recommended option two, because it would be less of an impact to the residents in the community and would provide for more dollars to flow to the local contractors. Council Member Hashmi questioned the completion dates. Mr. D'Adam said the smaller contracts had an estimated completion of December 2017, with larger contracts having as estimated completion of December 2016. Council Member Hashmi said he favored the larger contract, because prices were continuing to increase. He also said that local contractors could benefit from a larger project, because they could partner with a large contractor. Mr. D'Adam said there would be a slightly larger percentage going to an outside contractor if they selected a larger project, as well as it would require more city employees. Mayor Frierson asked Mr. D'Adam how confident he was about changing the size of the contract. Mr. D'Adam said AECOM was hearing form the market that the contractors and suppliers were recommending smaller contract. Council Member Hashmi said part of the reason AECOM was selected was they were partnering with Hayter and HWH and were going to be able to complete the projects faster than the other companies. Council Member Hashmi said he did not think they should change directions at this point. He said they bid it once and it did not work out. He recommended a larger project be bid and if it was too expensive, they could reject the bids. Council Member Pickle said he thought they should listen to AECOM and favored a smaller contract because of the market and keeping more money in the community. Council Member Grossnickle suggested taking the recommendation of AECOM. Mayor Frierson said he agreed with Council Member Hashmi's thoughts about the costs, but expressed concern about two or three months going by and there was no bid. Council Member Plata said if they could finish the project a year earlier that would save a lot of money. Mr. D'Adam said for them to re -bid Contract B it would take a couple of months but would take six months to bid a larger packet. City Council continued their discussion including bidding Contracts A, B and C, the amount of time to get packets ready for bid, and smaller contracts in the amount of $4,000,000. Mayor Frierson asked Mr. Godwin for his opinion. Mr. Godwin said there were both good and bad for Regular Council Meeting August 11, 2014 Page 4 bidding smaller and larger jobs, but ultimately his thought was to go with the engineer's recommendation. Council Member Plata said he preferred to go with one big project but that might not be feasible at this time. Mr. Godwin said they could split Contract B into two parts. Council Member Plata inquired if Contract B1 did not work could they come back with a combination of B,C and D. Mr. D'Adam said yes. A Motion to bid Contract B 1 now and then package B2, C and D was made by Council Member Pickle and seconded by Council Member Plata. Motion carried, 6 ayes — 0 nays, with Council Member Hashmi abstaining from the vote. 15. Discuss and provide direction to staff on Valley of the Caddo Museum building requests. City Council heard from Dr. Bandel about the proposed changes to the building in order to accommodate the museum. Specifically, he told the Council their plan was to convert the men's restroom into a multi - purpose room and convert the store room into a men's restroom. Dr. Bandel said the current fixtures were modern and not historical. Council Member Pickle confirmed with Dr. Bandel that PEDC staff and people meeting with the PEDC would still have access to the bathrooms. Council Member Hashmi confirmed with Dr. Bandel that nothing of historical significance would be changed or removed. Council Member Lancaster expressed concern about the cooling and heating not working in the men's restroom and that they could not leave the door open. Don McCaskell said they would check the vent. Council Member Lancaster said she wanted an answer about the men's restroom. Jimmy Don assured her that he would check the unit and if it was not working, that he would fix it. A Motion to approve the building requests with the stipulation that nothing of historical importance would be altered, and that Council Member Lancaster would supervise the changes was made by Council Member Hashmi and seconded by Council Member Plata. Motion carried, 7 ayes — 0 nays. 16. Receive presentation, discuss and act on the city budget for road repairs. Council Member Hashmi gave a presentation regarding the condition of the streets throughout the City, citing there were needed repairs in all of the Districts but the greatest needs were in Districts 1, 2, and 3. He said in May of last year residents approved a 45 million dollar bond package to replace and extend water and sewer lines, and to make repairs to streets and infrastructure that was necessitated by the construction. He said the City earmarked 13 projects and the work had begun. Council Member Hashmi reviewed briefly the 172.5 miles of roadways maintained by the City, stating that 156.1 miles were of asphalt, 11 miles were of concrete and the remainder was of other types of material. He said many of the worst streets were dead end streets with only a block or two long and questioned if it was worth it to the public to redo those streets. He suggested they look at streets in better condition but were traveled a lot more. Council Member Hashmi said KSA rated the streets with a priority rating and none of the streets were covered by the bond project. He further said KSA estimated that these twenty two streets would cost almost 12.2 million dollars. Council Member Hashmi said this fiscal year budget had $460,000 allocated for street repair. He said he was going to make a motion that in addition to Regular Council Meeting August 11, 2014 Page 5 the $460,000 for road repairs for all Districts, that $180,000 be spent from the general fund, with $60,000 being spent for each of Districts 1, 2, and 3 in this fiscal year and the remainder over the next fiscal year. Council Member Hashmi said the current year reserves were $9,597,032.00 which was higher than the standards they require. He also said the streets were in bad shape, the work had to be started and Districts 1, 2, 3 and were in dire need. Council Member Hashmi said if the motion passes, that he thought Council Members should take photos of the streets in their Districts to see what was most important. He said there were places where Council Members may feel differently than KSA. He said he thought they should leave it to city engineers with regard to the materials to be used. A Motion to take $180,000 out of reserves to spend for street repairs, with $60,000 being allocated for each of Districts, 1, 2, and 3 was made by Council Member Hashmi and seconded by Council Member Lancaster. Council Member Plata asked Street Superintendent Rufus Hill about chip seal. Mr. Hill said they do chip seal, and that it lasts three to five years. Mayor Frierson asked how much could be done for $60,000 and Mr. Godwin said not a huge amount but maybe one street in a neighborhood. Council Member Grossnickle said he would like a little more time to think about this, because they were just getting into the budget. Council Member Hashmi said Mr. Godwin had already done the budget. Council Member Grossnickle said there were other items to be considered, such as pay raises and bathrooms at the fairgrounds. Mayor Frierson called for a vote. Motion carried, 5 ayes — 1 nay, with Council Member Pickle casting the dissenting vote and Council Member Grossnickle abstaining from the vote. 17. Receive presentation, discuss and provide direction to staff on the FY 2014 -2015 budget for the City of Paris. City Manager John Godwin discussed with City Council fire engine replacements, land for an EMS Station, the Optimist Ball Field utilities, a trash truck replacement fee, utilities maintenance employees, wastewater treatment engineering, capital utility need, employee raises and placing a cap on longevity pay. 18. Convene into Executive Session pursuant to: (A) Section 551.074 of the Texas Government Code (1) to deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee; or (2) to hear a complaint or charge against an officer or employee, as follows: Police Chief. (B) Section 551.071 of the Texas Government Code, consultation with attorney to receive legal advice regarding PIA and Defenbaugh & Associates forensic investigation report. Mayor Frierson convened City Council in executive session at 7:48 p.m. Regular Council Meeting August 11, 2014 Page 6 19. Reconvene into Open Session and possibly take action on those matters discussed in Executive Session. Mayor Frierson reconvened City Council into open session at 8:13 p.m. and said there was no action to be taken. 20. Consider and approve future events for City Council and/or City Staff pursuant to Resolution No. 2004 -081. Mr. Godwin said TxDOT had hired a contractor to work on the railroad tracks on Church Street and the contractor caused some damage to the City's water, sewer and storm sewer lines and that the Council might need to have a special meeting next week. 21. Adjournment. There being no further business, a Motion to adjourn was made by Council Member Pickle and was seconded by Council Member Lancaster. Motion carried, 7 ayes — 0 nays. The meeting was adjourned at 8:14 p.m. MATT FRIERSON, MAYOR d.1, coa, 6ANICE ELLIS, CITY CLERK