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HomeMy WebLinkAbout06/11/1988 City Council 00298o MINUTES OF THE CITY COUNCIL MEETING HELD ON JUNE 11, 1988 The Regular Session of the City Council of the City of The Colony, Texas was called to order at 9:00 a.m. on the llth day of June, 1988 at the Grapevine Concourse with following Council roll call: Don Amick, Mayor Present Rick Harris,Mayor Pro-tem Present Johnny Spears,Councilman Absent Michael Robinson,Councilman Present Steve Glazener,Councilman Present Dick Weaver,Councilman Present Joel Marks,Councilman Present and with six members present a quorum was established and. the following items were addressed: 1. CALL TO ORDER AND OPENING BY MAYOR AMICK Mayor Amick called the meeting to order and stated the purpose of this retreat is for Department Heads to brief the Council on operations of the City, their 5 year goals and day to day problems. Mayor Amick then informed all present that a company by the name of Trans T Investments out of Atlanta, Ga., has placed a contract on the property owned by Fox and Jacobs located on 121. Mayor Amick said that Centex has had many offers but they wanted to sell to someone who would be an end user, going on to say that the developer has 120 days to decide if they want the property or not. The Mayor said the timetable for actual development is unknown, stating the property is zoned Business Park and the consultant on this project is Ron Walden. DEPARTMENTS REPRESENTED AS FOLLOWS: City Manager - Bill Hall City Secretary - Patti Hicks Adm. Staff Planner - Bob van Til Inspections - Bob Hutchison Parks and Recreation - Pam Nelson Aquatic Park - Sue Stockert Public Works - Tommy Turner, Dir. Public Works - Ken Leverich Water - David Yordy Finance - James England Wastewater - Kenneth Huffman Wastewater - Jim Leighton Police - Nick Ristagno Po]ice - Mike Carroll Court Brenda Mosley Library - Joan Sveinsson Personnel - Katherine Martinez Fire - Van Morrison Fire - Dave Wallace 2. REPORTS TO COUNCIL FROM DEPARTMENT HEADS Bill Hall, City Manager outlined the order in which the departments would present their reports and then turned the meeting over to Mr. Bob van Til, Administrative Staff Planner, to make the first presentation. Bob van Til - Administrative Staff Planner Mr. van Til stated that he had justified his projections based on population and the case load for the Planning and Zoning commission, to which he is staff liaison. Mr. van Til referred to his handout in which he outlined staffing needs, capital outlay, and automation. (see Attachment "A") Mr. van Til said that he feels we should move from using a consulting engineer to an in- house engineer for the preparation of zoning and base maps within 5 years, as well as adding one person, and re-classifying his position of Administrative Staff Planner to Assistant City Manager. Mr. van Til also said iR 2 - 3 years, the position of janitor should be reclassified to a supervisory position and another 00298 person should be added, perhaps in a part time capacity, eventually evolving into a janitorial department, much like vehicle maintenance. Mr. van Til said that in the past year the zoning case procedures have been streamlined and clarified for all concerned and that his department has worked to ensure quality development in the City. At this time, Mr. Hall introduced the City Council for benefit of those who had not previously been acquainted with them. Bob Hutchison - Inspections Mr. Hutchison said there had been 5 goals for 1987/88, two of which had been accomplished. There goals were as follows: Computer, Clerk, Code Enforcement Officer, Improved Record Keeping and Professional Appearance Mr. Hutchison said the latter two had been accomplished, stating that uniforms had been purchased for the inspectors, creating a more professional image. At this time, Mr. Hutchison listed the goals for 1988/89: 1. Professional attitude and appearance 2. Quick Response to a citizen complain and/or request for information 3. Improved communication to that citizen whether by telephone or otherwise 4. Re-emphasis on accurate record keeping of all phases of the Inspection Department 5. Weekly staff meetings 6. Cross training of staff 7. Continuing education through seminars and schools to supplement this cross training 8. Improved communication between official and staff Mr. Hutchison outlined the 5 year projections and goals for the department (see Attachment "B") and then opened the floor for questions. Mayor Amick asked if the department is still on a manual record keeping system and how much time a code enforcement officer spends in the field compared to time in the office doing paper work. Mr. Hutchison estimated 30% in the office. Councilman Harris asked if any progress had been made toward placing a clerk at City Hall to handle permits. Mr. Hall said no progress had been made at this time, primarily because there is no personnel available. Councilman Weaver asked the status of the weed enforcement and Mr. Hall said that major thoroughfares are being handle first and then complaints, going on to say that when a major violation is observed, it is addressed. Pam Nelson - Park and Recreation Department Ms. Nelson gave the Council a handout, in which was outlined the staff and responsibilities of the P & R Dept., the primary function of P & R, an organizational chart, (at this time Ms. Nelson stated one more full time person is needed at the center ) · Ms. Nelson covered the current activities and programs noting there are 4 times as many as there were in the past. Ms. Nelson said that of the 8 goals for 1987/88, 7 had been accomplished, going on to say that in the first week of summer, over 2000 people had been through the center. She also cited the development of Stewart Creek Park and the new Civic Center, use by SPAN as accomplishments. In presenting the 5 years goals (see Attachment "C") Ms. Nelson said the facility needs to be upgraded with more equipment, an I.D. card system would improve staff time efficiency, more staff is needed, more special events, trips for 0029 0 kids and Sr citizens. She concluded by saying that the center would need to be expanded in 5 years, noting it is already over- crowded. Councilman Glazener asked if the new boat ramp at Stewart Creek Park will affect traffic, and Ms. Nelson said it should alleviate the congestion in the park. Mayor Amick noted that wall mats for the gym was a need and stated that they had been approved once. Mr. Hall said they had been approved contingent on funds. Mayor Amick asked if the game area gets lots of traffic and is it too small. Ms. Nelson said if the center had more games to offer it would get a lot more use. Councilman Robinson asked what criteria determined if a program is kept or discontinued. Ms. Nelson said the instructors set minimum numbers for classes. Mayor Amick also noted there was a need indicated for different size holes in the gym floor for volley ball poles. Ms. Nelson said that now the holes are 2 1/2" and the should be 3 1/2". There was then a discussion regarding I.D. cards, charges, replacement and how the system would work. Mayor Amick directed Ms. Nelson to pursue this. Sue Stockert - Aquatic Park Ms. Stockert gave the Council a handout outlining the organization, programs and goals for the pool. Ms. Stockert read the list of goals and answered questions from the Council. (see Attachment "D") Van Morrison - Fire Department Chief Morrison used flip charts to inform the Council of the goals achieved, goals projected for 88/89, 4 year statistics, and 5 year goals. The Chief covered such projections as equipment, personnel, and stations. Mayor Amick asked how fa]se alarms this year compare to previous years. Chief Morrison said we only receive a handful, which is way down. Nick Ristagno - Po]ice Department Chief Ristagno had prepared a 20 minute video covering the police department from its inception to the present, noting accomplishments of the previous year as well as goals the Chief hopes to accomplish in the next 5 years. James England - Finance Mr. England outlined for the Council all the accomplishments and changes which have taken place in the year 1986/87 and 1987/88 first due to the merger of the City and the M.U.D., and also due to changes in the law. Mr. England gave the Council a handout which explained the investment schedule, all the various forms which have either been implemented or will be soon. Patti Hicks - City Secretary Ms. Hicks outlined for the Council the accomplishments of 1987/88, noting that hiring of a records clerk had made the other two possible. The accomplishments are as follows: Records Clerk Added Records Maintenance Programs Established Word Processing implemented The 1988/89 goals for the City Secretary are as follows: Purchase Data Base Program for the IBM PC Complete a Procedures Manual for the City Secretary Dept. Complete State certification course 00299 Ms. Hicks noted only two 5 years goals (see Attachment "E"), they are: records transferred to microfilm and a computer in the central records room. Katherine Martinez - Personnel Ms. Martinez stated that the Personnel Department is a relatively new department outlining the following accomplishments for 1987/88: Employee Po]icy and Procedure Manual adopted Training Information Pre-employment Physicals Deferred Compensation Plan Financial Seminars Employee Club Discounts to fun parks in Texas At this time, Ms. Martinez covered her goals for the next 5 years (see Attachment "F") as follows: LTD Plan, more Texas Municipal Retirement Systems benefits, Complete City's recognition program for employees, Involve local businesses in Employee of the Month program, Communications, health promoting seminars. Brenda Mosle¥ - Court Ms. Mosley addressed her 5 year goals as follows (see Attachment "G") naming full time judge, new computer system, day court and part time warrant officer as some long range needs. She then went into projections for the coming year: A. Addition of new full-time person B. New Computer system C. Re-vamped filing system Ms. Mosley stated that in the past year day court and court of record had both been researched but as yet had not been accomplished. She said that Denton County is now paying to the City for fines assessed against appeals and that a Reserve Police Officer is coming in once or twice a month to serve warrants. Mayor Amick asked if the warrant service is still on a commission basis as before. Mr. Hall said it is and that there are about $80,000.00 outstanding in warrants at this time and that we are using Reserves as much as possible. Mayor Amick asked if the court had a computer. Ms. Mosley said they are on the same system as the police department, but it has never functioned properly and in fact has been nothing but a headache, and has actually slowed down the work. PUBLIC WORKS Tommy Turner - Director Mr. Turner gave an overview of his Department covering the 3 divisions, number of employees and yearly budgets, stating that Public Works supplies maintenance for all city departments. Kenneth Huffman - Wastewater Mr. Huffman covered his 5 year goals (see Attachment "H"); State certified laboratory, sludge disposal site, computer among other things. He then went into his goals for the coming year: 1. Upgrade laboratory and move away from high traffic area 2. Schools for electrical technician and maintenance worker 3. Continue to maintain, reclaim and treat The Colony's wastewater At this time, Mr. Huffman listed the accomplishments of the past year: 1. Completed and submitted typed draft of Sewer Use Ordinance, Nov. 24, 1987. 2..~wo~S~ludge disposal sites are re-registered with the Texas Department of Health. Reviewed with land owner a future site. 3. Upgraded sludge transport with work on bed and cover. 4. Installed new influent and effluent ultrasonic transmitters for metering plant flow. 5. Released journeyman electrician from operational responsibilities for full time utilization as electrical technician. 5. Work Request Order implemented city wide. Councilman Weaver asked how soon the plant would have to be expanded. Mr. Huffman said within a year we will have to begin work on that. Councilman Weaver asked how long it would take to build, and Mr. Huffman said about 18 months to build a 5 million gallon plant. David Yordy - Water Mr. Yordy gave the 5 year goals for the Water Production and Meter Shop and the Water Distribution/Collection Dept. (see Attachment "I"). He then covered accomplishments for 1987/88 as follows: there is always a certified operator on duty now, and the ground storage tank pump motor has been re-serviced. Ken Leverich - Public Works Mr. Leverich gave the Council a handout (see Attachment "J") which he covered with them. Mr. Leverich went over the organization of his department, naming the various divisions; ie, city maintenance, parks, streets and drainage, stating that some of the future goals, are to complete the drainage problems in the Eastvale area, mud jack and crack seal the streets, improve practice fields and mowing done in-house. Mayor Amick asked if he had a price for a mud jack, and Mr. Leverich said no that he is thinking of contracting the work for a year, before investing in the equipment. Councilman Weaver asked if he uses part-time, summer help for mowing. Mr. Leverich said no, because it takes someone with experience at operating a mower, not just a driver. Mayor Amick asked about the contract mowing done at Stewart Creek and how it could be done cheaper in- house. Mr. Leverich said the mowing is $850.00 per week for six months and if someone on payroll did the job, then when the six months is up, they would be used in other areas all year long. The Mayor said then what would be needed is equipment not a person and Mr. Leverich agreed. Joan Sveinsson - Library Ms. Sveinsson gave a brief overview of the Library activities covering subjects such as, facilities, funding, patronage, circulation, automation, information services, personnel, equipment, collection development, new services and special projects. Ms. Sveinsson handed out information to the Council giving figures on patron visits and short term as well as long range goals (see Attachment "K"). The goals for 1988/89 are: Automation, Information Services, Personnel, Equipment, Collection Development, New Services, Special Projects. At this time, Bill Hall gave a brief overview of the Vehicle Maintenance Department, stating that Mr. Don Owens was on vacation and could not attend. Mr. Hall advised that irrigation at City Hall was being done with Bond Funds, and that the landscaping will close out those funds. With no further business to address, Councilman Weaver moved to adjourn and Councilman Robinson seconded the motion which carried with ail members voting Aye. APPROVED: Don A~ick, ~ayo~- - ATTEST: Patti A. Hicks, City Secretary [ SEAL ] 002994 ATTACHMENT "A" ' 002995 ATTACHMENT "B" FIVE YEAR PROJECTION ORDER OF PROPOSED IMPROVEMENTS YEAR ADDITION CAPITAL 1988-89 -0- -0- / 1989-90' Up-Grade Clerk to Secretary 14,35 One Code Enforcer 66,48~ One Vehicle 9,00~ One Desk 30Q One Chair 200 Office Expansion 5,000 1990-91 One Clerk 39,096 One Typewriter 400 One Chair 200 One Desk 300 1991-92 -0- -0-/ 1992-93 One Computer 3~000! TOTAL $138,328 The proposed expenditures for fiscal year 1988-89 is 218,000.00 plus. If the proposed improvements are approved, the total operating capital would be $356,328.00 or a 63% increase over the next five years. O02996 ATTACHMENT "C" RECI EATION CENTEt GOALS 1988-90 UPGRADE EXISTING FACILITIES L A. WEIGHT ROOM 1. Exercise Bike 2. Floor Mats 3. Pullup bar 4. Mirrors, wallcharts, etc. B. GAME ROOM AREA 1. Game tables (~hu~fleboard, speed hockey) 2. Wall decor, board games, C. RACQUETBALL COURTS 1. Hardwood Floors 2. Walleyball Sets (2) D. GYM 1. Wall Mats 2. Floor cleaning machine 3. Recur holes in floor for volleyball standards E. OFFICE 1. Typewriter 1988-90 IMPROVE STAFF TIME EFFICIENCY A. IMPLEMENT I.D. CARD SYSTEM -Waiver signed when card is issued -Use for proof of residency -Use for checking out equipment -Use for issuing keys for weight room -Use card number for taking racquetball reservations -Revoke card for disciplinary action i-Can be implemented into computerized system for future. 1988-91 EXPANSION OF PROGRAMS A. Additional staff B. Special events C.. Trips - department van 1988-93 EXPANSION OF RECREATION CENTER 1. Additional gym 2. Additional.racquetball courts 3. Additional storage areas 4. Expansion of weight room 5. Addition of saunas add whirlpool 6. Additional meeting rooms ATHLETICS GOALS 1988-89 - Regrading of parking lot and added gravel for B. B. Owens, Bridges Park, and Little League Complex. 1988-89 - Electronic scoreboards for Little League Complex (4), B. B. Owens Softball Facilities (2), and Bridges Park (1). Total scoreboards - 7 1988-89 - Drinking fountain at B. B. Owens - hose bibs (water spouts). 1988-89 - Foul poles, fencing to enclose softball fields at B. B. Owens. 1989-90 - Concession stand with restrooms and storage at B. B. Owens. 1989-93 - Multi-sport athletic complex including 4 softball fields, 6 Little League fields, 4 soccer fields, 1 Pee Wee Football field, concession stand, and picnic area. OO299',; ATTACHMENT "D" The Aquatic Park GOALS PRESENT IMPLEMENTATION ADDITIONAL EFFORTS -Attract more participants to the programs, concentrating on: Senior Citizens bloonlight Swims Adult Lap Aqua Aerobics Teenage Youth Three special summer events Parties sponsored by outside interests Spring Break Public Swim Sand Lot Volleyball Volunteer Training Program Sun Decks Diving Classes Advanced Red Cross Classes Advanced Lifesaving Radio announcements for activities Winter Activities Aqua Cat Swim Team L.I.S.D. Swim Team L.I.S.D. Fourth Grade Classes Aqua Aerobics Adult Lap Swim Public Relations Two or more releases monthly Radio personality at summer event Radio announcements Press Release mailings to all area publications Rehabilitation Adult Lap Swim time Handicapped Lift rebuilt More publicity L.I.S.D. Adapte~ Aquatics Program -Set up a regular schedule of Special Events, concentrating on: Holidays Memorial Day Labo~ Day Teachers' work days , Fourth of July Spring Break Joint projects with other departments Triathlon · '3~ Day Camp swim time Joint projects with city organizations JayCee Swimathon Boy Scout-Scouting Splashdown Girl Scout-Scouting Splashdown -Expand program opportunities, conce~trating on: Water Baler Tryiug to bring in a public demonstration Water Polo L.I.S.D. purchesed goals purchase protective head ten Set up formal, schedule purchase inner tubes Water Volley Ball Set up dnriug Public Swim auvanc~a ~esavxng's~uoen~s 'aaa n'ire~ '' · top graduates for facility. Lifeguard Level Staff Evaluations are kept on weekly testing and daily Outside evaluations stand skills. Competition with other pools ~o Make an annual event Lifeguard Olympics to be co-sponsored by Denton County Chapter of American Red Cross and The Aquatic Park. ........... · ........................ ~ .... 2 ........... 2 ............. Create a healthy family enviroment for recreation, concentrating on: ~Cleanliness Full-time maintenance worker added. Guard rotation to include cleaning duties Consistant application of Rules and Regulations Guard training Clear signs for public notice Convenient Public Swim Hours Based on past records of at~ndance 00299t3 ATTACHMENT "E" GOALS FOR 1988-89 1. Purchase Data Base Program for Computer A.~ Cross reference all minutes and ordinances B. Contract information C. Deeds, Easements, Liens 2. Procedures Manual for City Secretary Department A. Outline of all procedures carried out in our department 3. State certification for City Secretaries/Clerks 5 YEAR GOALS 1.'::Records on microfilm 2.:Computer in Central Records .' . .. 002999 ATTACHMENT "F" Personnel Department ACCOMPLISHMENTS 1987-1988 1. Employee Policy & Procedure Manuel 2. Training Information 3. Pre-Employment Physicals 4. Deferred Compensation Plan. 5. Financial Seminars 6. Employee Club 7. Discounts to fun parks in Texas GOALS 1. LTD PLAN 2. More Texas Municipal Retirement Systems benefits 1. Military Service Credit 2. Senate Bill 505 3. Updated Service Credit 4~ Increased Benefits to Retirees 3. Complete the City's Recognition Program for.employees 4. Get local businesses involved in showing their appreciation to our Employee of the Month. 5. Anticipate problems within dept. 1. each employee become dovetailed within their own dept. to have a win/win environment. 6. Control cost of benefits (health, dental, life) 7. Help set policies 8. KeeP management informed on matters of the changing work force. 1. Salaries 2. Benefits 8. Communications 1. Round table discussions (best ideas come from the work work force. Encourage employees to deal in solutions not .. problems. 9. Health promo%ing seminars -for critical negative behavior 1. Smoking 2. Coping.with Stress 3. Drug & Alcohol 4. Nutritional habits 5. Exercise pattern 003000 ATTACHMENT "G" MUNICIPAL COURT I. Five year plan A. Full time Judge and/or Prosecutor B. Fully automated (New computer system) 1. Receipts issued by computer 2. Warrants 3. Court Notices & Courtesy Cards 4. Tracking partial payments' 5. No More Docket Books C. Day Court D. Two to three additional clerks E. Part time warrant officer F. Revamped filing system II. Projections for coming year A. Addition of new full-time person B. New Computer system C. Revamped filing sysem III. Accomplishments of past year A. Day Court and Court of Record research B. Denton County now paying into city treasury for fines assessed against appeals. C. Reserve Officer once or twice a month serving warrants 00300i ATTACHMENT "H" WASTEWATER AND UTILITY "AI"TENANCE DEPARTMENT COUNCIL RETREAT JUNE 11, 1988 ACCOM~ISHMENTS£ ' 1. Completed & submitted typed draft of Sewer Use Ordinance, Nov. 24, 1987. 2. Two sludge disposal site are re-registered with the Texas Department of Health. Reviewed with land owner a future site. 3.' Upgraded sludge transport with work on bed and cover. 4. Installed new influent and effluent ultrasonic transmitters for metering plant flow. 5. Released Journeyman electrician from operational responsibilities for full time utilization as electrical technician. 6. Work Request Order implemented city wide. FORECAST: 1. Expand plant by 2.5 MGD, total of 5.0 MGD. 2. De-chlorinate effluent water per E.P.A. requirements. 3. State certified laboratory. 4. Establish long range sludge disposal site. $. Computer for storage & analysis of lab and maintenance data. /GOALS: 1. Upgrade laboratory & move away from high traffic area.. , 2. Schools for electrical technician and maintenance worker. 3. Continue to maintain, reclaim and treat The Colony's Wastewater. ; 00,:'~0C2 ATTACHMENT "I" 003003 ATTACHMENT "J" FUTURE PLANS A. Drainage 1. Eastvale ~Colony West) B. Streets Mud Jack 2. Crack Seal C. Parks " 1. Practice Fields D. Maintenance 1. Mowing 003004 ATTACHMENT "K" THE COLONY PUBLlC LIBRARY ,:",L FIVE YEAR PLAR ~ ,!~ FY 8B-89 FY 89-90 FY 90-9l FY 91-92 FY 92-93 AUTOHATION COMPLETE CONVERSION PUBLIC ACCESS TO CALL-IN TO CATALOG SECOND CALL-iN PORT UPGRADE HARD DISK " ADO I NORKSTATION ON-LINE CATALOG (I PORT} ADD 2 NORKSTATIONS REPORT GENERATOR RODULE (4 STATIONS) SERIALS MODULE FORMS BURSTER INFORMATION EXPAND REFERENCE DESK CENSUS FILE CABINET (1) FOR SUBCRIPTIONS TO SERVICES CD-ROH RESOURCES 'STORAGE CAD1NETS PAMPHLET FILE ON-LiNE DATABASES EXPAND PERIODICALS FILM READER READER/PRINTER ON MICROFICHE TRAVEL FILE PICTURE FILE ' PERSONNEL YOUTH SERVICES LIBRARIAN CLERK (FULL TIME) LIBRARIAN (TECH/REF) PAGE CiO HRS,) INCREASE PART-TIME HOURS~ PAGE (20 HRS.') I 20 HR, CLERK: 40 HR$, (DAYTIME) I 20 HR, CLERK~ 30 HRS, ! 20 HR, LIB,: 30 HRS, L OPAOUE PROJECTOR OVERHEAD PROJECTOR VIDEO INSPECTION ~ STUDY CARRELLS EOUIPMENT TELEPHONE~ AXSNER]H6 MACHINES BOOK CARTS (2) PUPPET STAGE & REPAIR EQUIPMENT (ANNOUNCE ONLY} PUPPET COLLECTION BOOK CART (Ii ADD 2 PHONES BOOK CARTS (2) PHOTOCOPIER (OFFICE} KIK-STEP STOOLS (lOI CASH REGISTER VIDEO HONATOR PROaECTION CART BOOK CARTS (5) KIK-STEP STOOLS ilO) COLLECTION INFORMATIONAL VIDEOS GENEALOGY COLLECTION VE~NT BOOKS ON TAPE NEH SERVICES DIAL-A-STORY FRANEB ART PRINTS LISTENING CENTER FOR CHECK-OUT COHPUTER LAB 6ENEALO6Y/LOCAL. HISTORY ROOM .SPECIAL HICROFILMIRG DF PATRON NORKSHOPS~ BUILDING EXPANSION ~ROJECTS THE COLONY COURIER USE OF ON-LINE BENEALOGY SOCIETY CATAL06