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HomeMy WebLinkAbout1999-02-02 - Regular City CouncilMINUTES OF GENERAL BUSINESS MEETING City of Stephenville - City Council TUESDAY, February 2,1999 — 5:30 P.M. The City Council of the City of Stephenville, Texas, convened on February 2, 1999, at 5:30 p.m., in the Council Chambers at City Hall, 298 West Washington Street, for the purpose of a General Business Meeting, with the meeting being open to the public and notice of said meeting, giving the date, time, place and subject thereof, having been posted as prescribed by Chapter 551, Government Code, Vernon's Texas Codes Annotated, with the following members present, to wit: Mayor John Moser Council members Jerry B. Madkins Barbara Terrell Joel Hillin Marshall Shelton K. H. Conatser Rusty Jergins Bea Mann Absent: Bill Stanley Others Attending L CALL TO ORDER. Don Davis, City Administrator Cindy L. Stafford, City Secretary Randy Thomas, City Attorney The meeting of the Stephenville City Council was called to order at 5:30 p.m. on Tuesday, February 2, 1999 by Mayor John Moser. Mayor Moser declared a quorum present. Mayor Moser announced that, beginning with tonight's meeting, the council meetings will be televised by Northland Cable on Channel 19. The mayor thanked Northland Cable and its manager, Carroll Lee, for working with city staff to televise these meetings. Moser gave former mayor, Lavinia Lohrmann an opportunity to speak on this issue since she has long been an advocate for televising council meetings. Lohrmann said that she is thrilled that council meetings are now being televised for citizens at home. General Business Meeting— February 2, 1999 Stephenville City Council Mayor Moser then recognized the city employees for their recent involvement in the Erath County United Way fund drive. He noted that city employees pledged $1,457 to United Way. II. CITIZENS' GENERAL DISCUSSION Marion Cole, Residency Coordinator for the Cross Timbers Fine Arts Council (FAC), made a report on the Chamber Music Rural Residencies Program. Her report is as follows: Through a grant submitted by the FAC, Stephenville is one of three communities in the United States to be selected by Chamber Music America (CMA) to participate in the establishment of a Rural Residency Program. This program places young, professional musicians who are seeking a career in chamber music to live and work in our community and schools for a residency period of nine months (September through May) for three consecutive academic years with an optional fourth year. The term "chamber music" is defined as a small ensemble— string, wind, brass, vocal, percussion, and mixed combinations —in which each musician performs, one to a part, generally without a conductor. A different group may be chosen each year. It is a matching -funds grant with a grant potential of approximately $40,000 per year for four years from Chamber Music America. For ten years, FAC has successfully conducted residencies in Stephenville schools, but none have been of this magnitude with such far- reaching potential and impact. During the course of the residency, the ensemble will spend 20 hours in service to the host community and the other 20 hours on its own professional development. As part of community service, the ensemble will provide specialist lecture demonstrations and cross - curriculum instruction in math, history, English, and social studies, both on elementary and secondary levels. They will provide instruction in the band programs at Stephenville High School and Tarleton State University. The ensemble members will teach private lessons, conduct master classes at Tarleton, in depth out -reach programs and instruction in the county schools, give public performances, perform with SHS and TSU bands, accompany the SHS choir, and present programs for civic clubs, organizations, and churches. This program will nurture the musical growth of the ensemble and help them improve their administrative capabilities. The members of the ensemble will experience life in a small community and learn what it means to be an active participant and productive citizen in Stephenville. In return for their community work; ensemble members each receive a monthly stipend for the duration of the residency. Partial stipend will be funded by CMA along with monies to cover administrative costs. The host community provides the remainder of the stipend, which in our case, is 50% along with transportation (if needed) as well as housing (utilities and furnishings, if necessary). FAC anticipates bringing in four musicians, and will need two resident locations. The program is outside of the FAC's general operating budget and will be administered as a separate account for the duration of General Business Meeting— February 2, 1999 Stephenville City Council the residency. Funding for the grant match will come from several sources: Stephenville Independent School District, Tarleton State University, corporations, private foundations, individuals, participating area schools, public performances by the ensemble, and private lessons. This is a tremendous opportunity to create a rich environment of collaboration among local organizations and schools to enhance and enrich the cultural and musical life of our community. This is a community project. A steering committee has been formed with representatives from the city, Tarleton, Stephenville ISD, Cross Timbers FAC, and other community leaders. The committee is working with a consultant from CMA to assist in formulating the plan and budget. The project comes during the year when CTFAC will celebrate its 20' anniversary. Cole closed by asking for support for this project from the city council. Shane Dudley expressed concern about trashy conditions of some parts of the city. He said that some citizens, like himself, do not have the availability of funds to take those items not picked up by the city's waste contractor (bulky items) to the landfill. He asked the council for advice on how to deal with a problem like this. Mayor Moser informed Dudley that the appropriate committee will consider his situation. Glen Moody, who is a member of the Planning and Zoning Commission, presented the attached memorandum to the council. Betty Heath commented on three matters: • Proposed contract with Brazos River Authority for the purchase of water from Lake Proctor. Heath said that she lived near Lake Proctor off and on for over 20 years. She observed the changing levels in the lake and is concerned about the certainty of there being water in Lake Proctor when needed by the city. • She would like for the council to consider a house owned by the city on Paddock Street for use as meeting rooms. The house is situated near the ground storage tanks. • She suggested that the Cornelia Graves school building (where the black children used to attend school during the days of segregation) be turned into a children's library. III. ANNUAL REPORT FROM THE CHAMBER OF COMMERCE Mark Kloster, 1998 Tourism Committee Chairman, reported on tourism events for 1998 and projected events for 1999. MOTION by Marshall Shelton, seconded by Rusty Jergins to accept the reports as filed and attached hereto. Motion carried with unanimous approval. General Business Meeting— February 2, 1999 Stephenville City Council 23 IV. CONSIDER REQUEST FROM TU ELECTRIC FOR TIME -OF -USE RATE OPTIONS Danny Hodges, Manager, TU Electric, advised the council that a "Statement of Intent and Application" requesting approval of three time -of -use rate options available for residential, commercial, and industrial customers within the city limits. These rates are pending approval at the Public Utility Commission of Texas in Docket No. 17942. MOTION by Marshall Shelton, seconded by Rusty Jergins to refer this matter to the Finance Committee for further review. Motion carried with unanimous approval. V. CONSIDER WAIVING TAXES AND LIENS AND DONATING TO HABITAT FOR HUMANITY THE PROPERTY LOCATED AT 1260 WEST SWAN STREET MOTION by Jerry Madkins, seconded by K. H. Conatser, to waive all taxes and liens on Lots 1 and 2, Block 17, South Side Addition, Stephenville, Erath County, Texas, situated at 1260 West Swan Street and to donate said property to Habitat for Humanity. Motion carried with unanimous approval. VI. CONSIDER AGREEMENT WITH CENTRAL TEXAS ART ASSOCIATION FOR DISPLAY OF ART WORK AT CITY HALL Dorothy Suitt, representing the Central Texas Art Association, made a presentation for displaying art work of association members in city hall. MOTION by Bea Marin, seconded by Barbara Terrell, to have the city attorney draft an agreement between the city and the Central Texas Art Association and present it to the council at a subsequent date. Motion carried with unanimous approval. VII. AIRPORT ADVISORY BOARD REPORT A. Request Additional Funding for Airport Improvement Project B. Request Closing of Cross -Wind Runway Mike Waters, Chairman of this committee, made the report to the council. The AAB is recommending an additional $21,000 be applied to the city's share (10 %) of the cost of the Airport Improvement Project (AIP). This is necessary due to the change and increase in the scope of work for the project. Texas Department of Transportation has determined after runway testing and considerable review of the present airport conditions, that the scope of work needs to be changed from rehabilitation of the runway to reconstruction of the runway. The total estimated General Business Meeting— February 2, 1999 Stephenville City Council LFe H project cost is $2,710,283.00. The city's share (10 %) is $271,028.00. Monies have been appropriated -- $100,000.00 in FY 97 -98 and $150,000.00 in FY 98 -99; therefore, $21,000.00 additional monies are needed. MOTION by Barbara Terrell, seconded by Bea Marin, to appropriate an additional $21,000.00, transferred from the general fund reserves into the airport fund to cover this projected deficit. Motion carried with unanimous approval. Waters further advised the council that the AAB is recommending that the crosswind runway be permanently closed effective after the completion of the AIR This is necessary due to the condition of the runway, the future cost of maintaining the runway, the limited use of the runway, and the additional cost of the transition section (runway intersection) with the main runway. MOTION by Marshall Shelton, seconded by Jerry Madkins, to close the crosswind runway at the airport. Motion carried with unanimous approval. VIII. PERSONNEL COMMITTEE REPORT A. Procedure for calling council committee meetings Jerry Madkins reported that the committee to make no change in the procedure for calling council committee meetings. B. Citizen complaints Madkins reported that further study and discussion is needed on this issue, and this item will be brought back at a later date. C. Car Allowance Madkins reported that the committee is recommending no change to vehicle allowances. IX. FINANCE COMMITTEE REPORTS A. Horizons Edition of Empire- Tribune Marshall Shelton advised that this item had been withdrawn from the agenda. General Business Meeting— February 2, 1999 Stephenville City Council 2 �j B. Audit Report Shelton stated that the department heads had done an outstanding job staying within the budget. Shelton asked City Administrator Don Davis for his comments on the audit. Davis expressed his appreciation to Finance Director, Mark Kaiser, and the other department heads for being conscientious in administering the budget. C. Community Development Block Grant Writer MOTION by Marshall Shelton, seconded by Rusty Jergins, to employ Gary Traylor and Associates for preparation and administration of a block grant. Motion carried with unanimous approval. D. Quarterly Reports The committee reviewed the required quarterly reports for motel tax expenditures and investments. E. Arbitrage Reports City Administrator Davis explained that arbitrage is a requirement of the IRS. Because cities sell tax exempt bonds, in order to maintain the tax exempt status, cities must report to the IRS. It provides that the city sell bonds for the purpose of generating income. Therefore, there are limits on how much interest can be earned on bond monies. Arbitrage Compliance Specialists, Inc. have reviewed all outstanding bonds and have determined that the city is in compliance with IRS regulations. F. Municipal Information System Update Shelton introduced Brady LeBlanc, the city's computer consultant, who gave the following report: Approximately a year ago, evaluation began on the city's computer systems and technology -based system for year 2000 compliance. Report was issued on the status of the systems within the city and monies were budgeted to resolve specified issues. There are three issues remaining which are not year 2000 compliant: 1) finance and administration system; 2) Supervisory Control and Date Acquisition (SCADA) system [this is the water control system that monitors the flow of fluids in the water and sewer system]; and 3) network and workstation upgrade. The only project remaining is the upgrade to Park and Recreation RecWARE package, which will be considered at a later time. General Business Meeting— February 2, 1999 Stephenville City Council eri�+ MOTION by Rusty Jergins, seconded by Barbara Terrell, to award the following bids: To INCODE for finance and administration system, in the amount of $159,688.25; To Advance Control Services, Inc. for SCADA System in the amount of $143,753.50; To Brice Systems, Inc. for network and workstation upgrade in the amount of $102,278.00. Motion carried with unanimous approval. LeBlanc emphasized that Y2K is an issue facing municipalities throughout the country. LeBlanc said to the citizens of Stephenville, "Be grateful your city is addressing the issue. Roughly one -third of all cities in the country are totally ignoring it. The fact that you've addressed it speaks well for the city's management, that you have people that are looking out for the interest and the well -being of the city." Moser specifically recognized Mark Kaiser, Finance Director, and Don Davis, City Administrator, for having the foresight to plan for this situation. X. WATER PLANNING COMMITTEE REPORT A. Plans and Specifications for East Washington Street Sewer Line Replacement Project Barbara Terrell introduced Sanford LaHue, Schrickel, Rollins and Associates, Inc. and asked him to explain this item. He presented plans and specifications regarding the replacement of the existing 8 -inch sewer line on East Washington at the Bosque River bridge. The existing sewer line was installed in the late 1940's. Because of deterioration of the pipe, the line is in need of replacement. The project will require approximately 870 feet of line replacement. The new line will be enlarged from the existing 8 -inch to a 12 -inch diameter. MOTION by Barbara Terrell, seconded by Marshall Shelton, to approve the plans and specifications for the East Washington Street sewer line replacement project. Motion carried with unanimous approval. B. Upper Leon River Municipal Water District Raw Water Contract Terrell reported that discussions continue with the Upper Leon River Municipal Water District for a water contract. Mayor Moser and Don Davis have met with representative from ULRMWD on several occasions. Davis reported that they are General Business Meeting— February 2, 1999 Stephenville City Council 2 7. working on cost projections and have given the ULRMWD three scenarios on the timing and the amount of water the city might need. Those scenarios are as follows: 1) May, 2001— 2.42 MGD (million gallons per day) 2) May, 2001 — 1.0 MGD, then 1.42 in May, 2006 3) May, 2006 — 2.42 MGD Additionally, ULRMWD is looking at a fee to charge to the city for reserving a part of the capacity of the plant until such time as we start buying the treated water from them. Also, Danny Johnson, Director of Utilities, and Mark Kaiser are working with First Southwest Company (city's financial adviser) on projections and estimates as to what impact the surface water would have on the operation and maintenance of our ground water. Xl. CONSENT AGENDA Rusty Jergins asked that item "D. Bid Awards 1. Booster Fire Truck" be removed from the consent agenda. MOTION by Jerry Madkins, seconded by Barbara Terrell, to approve the consent agenda as follows: A. Approval of Minutes 1. Regular Business Meeting on January 5, 1999 2. Special Council Meeting on January 19, 1999 B. Order of General Election C. Bid Specifications 1. Janitorial Supplies 2. Annual Fuel Contract 3. Annual Office Supplies D. Bid Awards 1. 2. Animal Control Truck and Carrier 3. AnnualChlorine Contract Motion carried by unanimous approval. Rusty Jergins asked City Administrator Davis to review the bid award for the booster fire truck. Davis reminded the council that this truck has been bid and awarded two years ago. The truck did not meet specifications and was not accepted by the city. General Business Meeting — February 2, 1999 Stephenville City Council i Davis further explained that there is a shortfall in the budget of approximately $8,900.00. Staff is recommending awarding the bid to Westex Welding and use the interest earnings from the 1996 bond proceeds to cover the difference between the budgeted amount and the amount of the award. MOTION by Jerry Madkins, seconded by Marshall Shelton, to award the bid for the booster fire truck to Westex Welding in the amount of $92,085.00 and authorize the expenditure from the bond interest. Motion carried by unanimous approval. XII. CITY ADMINISTRATOR'S REPORT Davis reported that he and Larry Smith, council's retreat facilitator, and in the process of compiling all the notes from the retreat. Davis reported that bids were opened on this day for the West Side Development Project (completion of Wolfe Nursery Road and extension of Frey Street, water and sewer), and the bids were very favorable. Rusty Jergins asked Davis to contact the chairman of the Planning and Zoning Commission and request that he give the annual report to the council. Davis thanked Matt Tucker for operating the filming equipment of the council meeting. Mayor Moser recognized two boy scouts in the audience, Michael Nuckols, and Tanner Thompson. XIII. EXECUTIVE SESSION. At 7:32 p.m., Mayor Moser recessed the open portion of the meeting and called the council into executive session in compliance with the provisions of the Texas Open Meetings Law, Subchapter D, Local Government Code, Vemon's Texas Codes, Annotated, in accordance with Sec. 551.072 Deliberate the purchase, exchange, lease, or value of real property and Sec. 551.071(1)(A) Private consultation between the city council and its attorney to discuss pending or contemplated litigation. A. Municipal Service Center Site B. Acquisition of Right of Way for the West Side Development Project C. Acquisition of Right of Way for the College Farm Road Bridge XIV. ACTION TAKEN ON MATTERS DISCUSSED IN EXECUTIVE SESSION (if necessary) General Business Meeting — February 2, 1999 Stephenville City Council 9,9 MOTION by Rusty Jergins, seconded by Bea Marin, to authorize staff to negotiate the purchase of the College Farm Road Bridge right of way and build a fence along same. Motion carried by unanimous approval. "MANEW\171L111)RIL MOTION by Rusty Jergins, seconded by Jerry Madkins, to adjourn the meeting. Motion carried by unanimous approval at 7:53 p.m. o Moser, Mayor ATTEST: Cindy L. ord, City Sec y General Business Meeting— February 2, 1999 Stephenville City Council BE Memo to my fellow members of the Planning & Zoning Commission for Worksession of January 21, 1999. In regards to the Rural Resource Team Report involving a survey of citizens of Stephenville in September of last year, I have made an attempt to compile some statistical information as to the comments made by citizens pertaining to Stephenville City government. While these are not intended to be scientific nor specific statistics, they should give a general indication involving estimated and approx. percentages of the type of concerns that the participating citizens have regarding the government of this city. Approx. one third of comments.were negative in relation to this city's government. Approx. 60% of that one third was either directly or indirectly negative to Planning and Zoning matters, as follows:. Approx. 35% of the 60% were negative regarding planning and zoning per se such as alleged charges of favoritism, inconsistent in zoning decisions, inadequate master plan, needed updates on zoning ordinances, etc. 25% were concerned over the lack of economic planning. 20% were concerned about the lack of adequate city facilities such as city parks, civic center, library, airport, sr. citizens center, etc. 10% seemed to feel that private club zoning could be better addressed or handled. 5% were concerned with a lack of planning to adequately handle traffic. 5% were concerned with the planning of a future adequate water supply. Again these statistics were compiled in such a manner they can not be considered as scientific nor specific. with at least a few comments from citizens apparently based on misunderstandings of situations involved. But for the most part I do believe these statistics reveal legitimate matters that are justified to be given attention for improvement, to have a more responsive government for the betterment of this community. Glen Moody Member Stephenville Planning & Zoning Commission 1, STEPHENVILLE CHAMBER OF COMMERCE 1998 TOURISM PROJECTS AND ATTENDANCE Tarleton FFA Invitational Career Development 4000 students and teachers Texas State Gospel Singing Convention 600 out of town participants Annual Texas Collegiate State Slowpitch Softball 650 participants TSU 4 -11 Invitational TSU Area FFA Contest TSU State FFA Contest TSU Athletic Dept: Men's Basketball Baseball Softball Track Auto Celebration Pro Youth Rodeo Association 1998 Play -off Games 667 contestants and sponsors 2414 contestants and sponsors 700 contestants and sponsors 60 participants 360 participants 210 participants 1200 participants 150 participants 1500 + from out -of -town 3 games with approximately 10,000 to 12,000 out -of -town fans 32 Z a a 2 0 O Z O o 0 O o 0 OI .a O 1 m 3� a IW If0.1O ommccmow aoccinam IO '°0032 O ?o m0 x ^ a x 3 d .Z m °�033mmFa=xa x x a v w m a o o° a m a 0 c.0 � °^ p o% m n m 0 C a O ° a ° m a2am > m '° ° aE'o_ ammmms�,° 3rm2? > d= tom =�. mimm3v =1��<m �.c axw ° 3 w m �a O 3 a X Oxa'o 0 0 �Cm= i93_�aNV�OCKaa^ a S w ao 3 a m« m m a= 0 n m 0 C 0 C C raa m y m G w m Ol 9 m N m 1 m ,0 --1 �O a C -{ C a 3c a Co v3 w3om'?30o= 1Nx3on EM5- o° a x m 4: fO N 6 O 3 :gym ,coat' i=10 1aC�^� w N 0 a q yi °0 G< m W 51) to a IOON41 IA w 31C 33 m`�C cSo = c3 3-ix O OI00°O� -� c O z 3 C3 OJ Of.W 3 o '� m w33 io a n-3 3 m 3 3 C 3 3 N 3 33 N �0m � � S N N a F m 'o r O m � m 0 O O o m 3 0 m 3 c m m a a O IW If0.1O IW IO Il to lolo I �p N(OOj,mNOOJOOm �NONNO�A O. 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