HomeMy WebLinkAbout06/10/1989 City Council MINUTES OF THE CITY COUNCIL MEETING
HELD ON
JUNE 10, 1989
The Special Session of the City Council of the City of The
Colony, Texas was called to order at 8:30 a.m. on the 10th day of
June, 1989 at 1800 Hwy. 26E, Grapevine, Texas, Grapevine
Concourse, with the following Council roll call:
Don Amick, Mayor Present
Rick Harris, Mayor Pro-tem Present
Steve Withers, Councilman Present
Mike Alianell, Councilman Present
Steve Glazener, Councilman Present
Dick Weaver, Councilman Present
Joel Marks, Councilman Present
and with seven present, a quorum was established. The following
members of staff were present also:
Bill Hall, City Manager Patti Hicks, City Secretary
Administration: Bob van Til
Personnel: Katherine Martinez
Finance: James England, Jane Barton
Municipal Court: Brenda Mosley, Pennie Jack
Park and RecreAtion: Sylvia Brantley, Pam Nelson, Elise Knox
Inspections: Mike Russell, Linn Dixon
Fire Department: Van Morrison, Dave Wallace
Police Department: Nick Ristagno, Mike Carroll
Library: Joan Sveinsson, Jan Sapp
Public Works: Ken Leverich, David Drake
Water Department: Tommy Turner, representing David Yordy
Wastewater: Kenneth Huffman
Utility Administration: Jackie Carroll
Vehicle Maintenance: Don Owens
Tax Department: Kathie Smith
Mayor Amick requested that each person introduce themselves
before beginning the presentations. The Mayor then turned the
meeting over the City Manager Hall. The following items were
addressed:
1. PRESENTATION OF MISSION STATEMENTS FROM DEPARTMENT HEADS AND
RESPONSE TO THE FOLLOWING QUESTIONS:
WHY DOES YOUR DEPARTMENT EXIST?
WHAT ARE YOUR ACCOMPLISHMENTS SINCE THE LAST RETREAT?
WHAT IS YOUR PERCEPT/ON OF THE CITY'S NEEDS AS IT RELATES TO
YOUR DEPARTMENT?
Each department head answered the above questions and gave a
brief overview of their mission statement for their individual
departments. (see Attachments)
The Council asked few questions, leaving the time for the staff
presentations. Mayor Amick advised the Councilmembers to get
with the individual department heads later if they had questions.
Due to the late hour, Mayor Amick asked that items 2 and 3 be
tabled.
2. DISCUSSION OF LOWERING THE AGE FOR FREE ADMISSION INTO THE
COLONY AQUATIC PARK
Councilman Harris moved to table the above item and Councilman
Glazener seconded the motion which carried with all members
voting Aye.
3. DISCUSSION OF METHODS TO ENSURE A DRUG FREE WORK PLACE
Councilman Harris moved to table the above item and Councilman
Glazener seconded the motion which carried with all members
voting Aye.
At this time, Councilman Harris moved to adjourn and Councilman
Alianell seconded the motion which carried with all members
voting Aye.
APPROVED:
Dofl~Amick, May6~ '
ATTEST:
Patti A. Hicks, City Secretary
[SEAL]
" ' '- 0032,69
ATTACHEHE~LT "A"
%
WHY DOES YOUR DEPARTMENT EXIST? /~~
1. Administer rezoning proposals
2. Coordinate the review process of new development in the city.
3. Prepare reports and recommendations on proposed projects
for Planning and Zoning as well as City Council
4. Research Federal and State grant and assistance programs.
(public works projects, housing rehabilitation.)
5. Preparation of grants applications.
8. Providing alternative public funding sources for local
business development. '
7. Serve as city representative or staff liaison to the Chamber
of Commerce, the United Way, and our local economic develop-
ment group.
8. Monitor specific departmental operations in'such a way that
can not yet be accomplished within these departments.
(streets repair) (water,sewer,drainage and gen. maint.)
9. Supervise the janitorial operations of the municipal complex.
ACCOMPLISHMENTS IN 1988-1989: ADMINISTRATIVE STAFF PLANNER.
1. Weatherization Project.
a. rehabilitation of homes owned by people who earn less than
the State's poverty level.
2. Community development.
a. submitted application to the State for funding of sewer in
the old Eastvale area
3. Subdivisions.
a. coordinated the review and approval of Northpoint II, The
Colony 28, phase II and phase III adding approximately
145 new homes to The Colony.
4. Site improvements.
a. coordinated the review and approval of several separate
site i~provements:
- day care center~
- church (Mormon)
b. presently have three projects pending - L.I.S.D.
- Frisco tire
- First Baptist
.5. Zoning.
a. coordinated the review and approval of zoning cases. - specific use permits (4)
- "straight zoning" (1) centex ns - sf4
8. Planning.
a. developed and assisted in the adoption of impact fees.
b. established systematic approach to monitoring estimated
populations.
7. General administration.
a. coordinated "pacesetter campaign" for the United Way.
b. hired janitor for the municipal complex.
c. created data base for monitoring costs in street repair
d. data base for plat, site plan and zoning cases.
WHAT IS YOUR (MY) PERCEPTION OF THE CITY'S NEEDS AS IT RELATES TO
YOUR (MY) DEPARTMENT?
Have taken this to mean: What do you feel the city needs, and
what can you do or hope to do about it?
1. Additional capital improvements (water storage, water
treatment).
2. Greater access to demographic information.
HOW: -shared information with the Census bureau
(computer or printed materials)
WHY: -planning projects
-specific details on population: age, race, income.
(local as well as Fed. or State programs)
3. Coordinated planning of growth. ,
- consensus planning (having every one in agreement with the
eventual growth of the city)
- accurate and specific delineation of capital projects
- coordinated review and development process to assist new
development (streamline process).
- strong and well coordinated educational program about the
future development trends of the city -- if it turns out that it
will be different than that of the past.
~ (minimize resistance to new development by contiguous
inhabitants).
4. A more diversified tax base.
- business development and retention
- increased public-private, city-chamber, city-state, city-
city cooperation in development projects.
- increased diversity in residential development (MF)
- intensified marketing of the city.
- creation of a "down town".
5. Greater accessibility to and from the city.
- improvement and expansion of SH 121.
- extension of major arterials from Carrollton, Dallas,
Plano, through to The Colony.
- construction of Toll way to 121 and beyond
GOALS FOR THE NEXT FIVE YEARS:
1. Establish the not for profit status of the economic
development task force the city is involved with.
2. Expand data base to include all primary maintenance activities
of the Public Works department, i.e.: water, sewer, street
repair.
- monitor impact of maintenance on the budget,
- create a systematic approach to capital improvement
planning.
3. Survey the city's house holds for p.p.h.
- to more accurately define the population of the city.
4. Expand the City Manager's staff to include a city engineer.
5. Expand the number janitorial employees.
6. Create and implement a comprehensive city marketing program.
· ATTACHEMENT "B" 003270
PRESENTATION TO THE CITY COUNCIL
JUNE 10, 1989
OFFICE OF THE CITY SECRETARY
1. Why does my department exist?
As mandated by State law, each city in Texas must appoint a
City Secretary· The purpose of my department is to properly
record the actions of the City Council and maintain those records
for posterity, as well as maintain all other records of the City
and to ensure the proper and legal conduct of business by the
City.
2. What has my department accomplished since the last Council
Retreat?
1. First major records disposal with 100% of the city
departments participating.
2. Transfer of inactive records from various departments to
Central Records for storage and subsequent disposition has begun
and has been very successful.
3. The files in Central Records have been re-organized for
more efficient storage and retrieval of information.
4. Scrapbooks dating back to the beginning of the City'have
being completed through 1984.
5. Procedures Manual for the Office of the City Secretary is
in rough draft form and will be complete soon.
6. I completed the Texas Municipal Clerk's Certification
Program and received State Certification as a Municipal Clerk.
3. What is my perception of the needs of the City as they
relate to my department?
Most of the needs of our city are of a material and very
visible nature, such as better drainage, signal lights, etc.
Those obvious needs do not seem to relate to the Office of the
City Secretary at all. However, without my office as the source
of information on questions regarding the proper, legal and
timely conduct of city business, many of those needs could not be
met. The Office of the City Secretary is a "behind the scenes"
department, without which this, or any other city could not
function.
The needs as I see them for the city with relation to my
department are as follows:
1. Continued computerization of records, including
minutes, contracts, etc.
2. An up to date and more efficient filing system in the
Central Records room.
3. An employee assigned to primarily handle records
maintenance under the direction of the City Secretary.
CITY OF THE COLONY, TEXHS
OFFICE OF THE CITY SECRETARY
MISSION STATEMENT
1989
The imagination of Ron Walden, searching for 500 plus acres
of raw land, back in 1972' was the beginning of what we now know
as the City of The Colony. Fox and Jacobs, Inc. purchased
approximately 3300 acres and began building homes in this area.
On January 20, 1977, the city incorporated under General Law
and then on January 24, 1979 the city adopted a Home Rule
Charter, thus becoming incorporated under Home Rule.
The maintenance of records and information such as that just
given is the purpose of the City Secretary's office. By State
law, every city in Texas must have a City Secretary.
The Office of the City Secretary in The Colony was one of
the first positions established and was an all encompassing
position in those early days.
The City Secretary by Charter, ...shall keep the minutes of
the proceedings of all council meetings, shall be the official
custodian of the records of the city and shall perform such other
duties and responsibilities as may be designated and granted by
the council..." Those other duties include, but are definitely
not limited to preserving for posterity minutes of all council
appointed boards, all ordinances and resolutions of the City and
any financial information which would be necessary to resume the
business of the city in case of disaster. The office of the City
Secretary is also responsible for maintaining all litigation
files, all contracts, all bonds, publishing all legal notices,
certifying all legal documents, filing of liens, easements, deeds
and ordinances with Denton County and administering a records
management program throughout all city departments. The City
Secretary handles many various requests from the Council from
answering single questions to conducting very involved research
projects. The Office of the City Secretary is responsible for
handling every City election.
The Office of the City Secretary has grown in the past 12
years from a one person, one office department to a three person,
two office department. The function of the office has changed
too, with the growth of the City. The City Secretary no longer
has to attend the Planning and Zoning Commission meetings,
however the City Secretary is still responsible for ensuring the
legality of the proceedings. With the appointment of a Municipal
Court Clerk, the City Secretary was able to give up that
function.
The Office of the City Secretary has become the Records
Management Office for the entire city, handling all disposition
of records, maintaining of all permanent records, and
administering proper filing procedures in all departments. Much
of the Records Management Program is on computer. The indexing
of Council Minutes, contracts, ordinances, resolutions and other
documents is in the process of being computerized.
- I personally would like to see the Office of the City
Secretary expanded over the next five years to include a full
time Records Supervisor, a part time file clerk, a completely
computerized Records Management Program, a completely
computerized history of the City and the yearly microfilming of
permanent records.
The mission of the office ~of the City Secretary in very
simple terms is to properly record and maintain the history of
the City of The Colony, Texas, past, present and for all future
generations.
. '.. -" 003271
/~TTACHt~MENT
PERSONNEL 1989/90
The Personnel department not only exist for the hiring of new
employees but also is an information and continious education center
for the employees.
It is so much more productive to try to build into our public
services the conditions and the incentives that will make for
the kind of competent, dedicated, rewarded, and responsive
public employees that have long characterized the best of gov-
ernment. There is no subsitute for that.
The City needs from this department the location of the best
possible "cream of the crop" employees, for each department~
with their specific job needs.
SOME PERSONNEL GOALS & POLICIES FOR TOMORROW
1. Putting meaning in Merit- The degree to which an individual
is committed to his job is of great importance. One man with
enthusiasm is worth ten men who look upon their jobs merely as
a sourse of income. That type of attitude is worth reward and
praise. One of my accomplishments was the introduction of our
Recognition Program.
2. Making The Most Of Talent- Nothing more energizing has been
found that the occasional infusion of new blood in an organization
and the stimulation of a new assignment for an employee. I have
p~rsonally seen within the last year an individual employee make
a tremendous change in their department.
3. Making Education Continuous- Training while in service is the
one enlightened policy that has won the most acceptance and im-
plementation in the Personnel area. The in service training sup-
plementary education will be planned and regular part of the work
career.
A. I have scheduled a safety seminar for June 14, 1989. It will
include workers' compensation information as well as how to eval-
uate an employee, for all department heads and supervisors.
B. I have also had the majority of all our department heads and
supervisors attend a seminar on alcoholism and drug abuse. This
was very important for them, because it has helped them recognize
any employee who might need help.
The Federal Register has passed a law "Anti-Drug Act of 1988"
This law became effective as of March 18, 1989. Any federal grant
recipients must furnish information to employees on the dangers
and penalities of drug abuse or lose their grants. With what I
have already implemented and with my future schedule, we will
be able to satisfy any reporting requirements set up by this law
for any future federal grants we may apply for.
Having what is known as a "Drug/Free Workplace" can only result
in positive excellence for the City. To lead the way we must
educate managers. We must teach them to be therapists and devel-
opers of people. Winning managers are those who see other people's
growth as being in their own interest
4. KEEPING the Environment Ethical- Keeping standards of right
and wrong in perspective, with new laws and regulations that come
into effect.
5. Basing Management On Confidence- It is here that an
abundant supply of motivation and drive can be mostly fully
tapped, we can recognize and build on human differences and ca-
pitalize on human individuality, and that managers can challenge
and give vent to man's desire to achieve and to create.
6. Earning The Confidence- The relationships between manage-
ment and the worker are a two-way street. Enployees should
earn the faith in them, that management should start out with.
The Personnel function itself calls continually for new talent
and fresh approaches. Yes there is alot I see to be pursued and
accomplished in this department, and will be taken one day at a
time.
In Five years I would like to see a full time clerk position
be in existence. This would allow the time needed for the di-
rector to hold in-house safety and substance abuse training and
applicant testing, and what ever other training would benefit
our present and future employees to make them a better asset
to the City.
I would also like to see a computer with a printer become a
piece of equipment for the department. With this and the ex-
tra personnel I project the department operating for under
$60/M/Year, for a while anyway.
We always have to remember that it's up to us, we are the ones
that have to make the changes, don't wait around for someone
else to do it, it may never get accomplished. Take charge, and
Go For It.
I believe that doing what you can, every'small spark of activity
has the potential to become a ~ame and kindle another light that
has been waiting to shine.
· " 003272
. ATTACHEMENT "D"
CITY OF THE COLONY
FINANCE DEPARTMENT
MISSION STATEMENT
City Secretary
Patti A. Hicks
June, 1989
CITY OF THE COLONY
FINANCE DEPARTMENT
MISSION STATEMENT
The Finance Department of the City of The Colony was created and
established by the City Charter in 1979. As a high level staff
department, the Finance Department, through the Director of Finance,
reports directly to the City Manager.
The tasks allocated to the Finance Department, under the general
direction of the City Manager, are the accounting, budget, investment,
purchasing, insurance, cash control, accounts payable, accounts
receivable, ad valorem tax collection, utility billing, debt management,
and fixed asset functions. The Director of Finance has the delegated
authority, through the City Manager, to plan, organize, and control
all of the above listed financial functions.
Theoretically, the Finance Department is responsible for all financial
transactions involving the City of The Colony. Included in this respon-
sibility is the appropriate, prudent, and conservative management of
cash, investments, insurance, accounts receivable, accounts payable,
debt management, annual budget, and other financial assets of the City
of The Colony.
The Finance Department, under general direction of the City Manager,
is responsible for the short and long range financial planning for the
City of The Colony. Included within this strategic planning is short
and long term financing for acquisition of assets, ad valorem tax rate
analysis and projections, utility system net income analysis, and eval-
uation of other revenue producing user fees, fines, and permits. The
key consideration factor in all of the above financial planning areas is
to ensure that the citizens of the City of The Colony are provided the
best and most appropriate municipal facilities and services at the least
possible cost.
Within the next five (5) year time period I would like to complete the
computer on-line automation of all financial functions. Included within
this five (5) year time span should be the development of a network
of personal computers connected to a large scale computer system. By
completing this goal we will be able to develope an appropriate financial
data base available instantaneously at all times through personal com-
puters and build a financial history for each fiscal year in the future.
O003273
';':' ATTACHEMENT "E"
Wily DOES YOUR DEPARTMENT EXIST?
1, The.Constitution of the United States gave Congress the power
"To constitute tribunals (courts of justice) inferior to the Supreme
Court.
2. The state of Texas has it's own constitution, as does each state,
and it provides that: The judicial power of this State shall be
vested in one Supreme Court ...... and in such other courts as may be
provided by law. The legislature may establish such other courts
as it may deem necessary and prescribe the jurisdiction and
organization thereof, and may conform the jurisdiction of the
district and other inferior courts thereto.", and the Legislature
created the Corporation Court Law of 1899 and the name was changed
to the Municipal Court in 1969.
3. The Corporation Court Law creates a municipal court in each o~ the
incorporated cities, towns and villages of Texas, and it is created
automatically when amunicipality incorporates. Our particular court
is also provided for in our Home Charter.
4. Our purpose is "to insure a trial with as little delay is as
consistent with the ends of Justice"; and "to insure a fair and
impartial trial."
5. Municipal Courts try Class C Misdemeanors punishable by fine only
where the maximum fine does not exceed $2000 in all cases~arising
under the ordinances of the city that govern fire safety, zoning,
or public health and sanitation, including dumping of refuse; where
the maximum fine does not exceed $500 in all other cases arising
under the ordinances of the city and in all criminal cases arising
under the criminal laws of this state, in which punishment is by fine
only.
6. Municipal Courts are the judicial branch of the Municipal ~overnment.
?. We are involved in very heavy public contact on the phone and in '
person. Citizens and businesses come in (and call) to file
complaints or ask what they can do about particular situations. They
also come in to pay their fines, set up court dates, set their
tickets up for Driving Safety Courses. We must keep track of these
cases to see that they are handled properly for their respective
situations. We must keep track of monies paid on cases and report
to the state each month and to the comptroller quarterly.
ACCO[4PLISHI~ENTS
1. We are on pre-trial system.
2. Have new computer system that does complaints (we fill tn the
blanks), late notices, court appearance notices & warrants.
3. Will, very shortly, begin to take other payments at the counter.
(joint accomplishment for admin & court)
4. A joint accomplishment for the Police Department, as well as the
Court, is Sergeant Jordan has begun serving warrants Monday through
Wednesday. (Revenue from warrants served by Jordan and other
agencies for the month of May total $6,518.50, April $3,4§3.00, March
5. There are now three full-time personnel in Court.
6. Using Cash Call (charging fines-joint accomplishment with PD).
7. Updated filing system for more accuracy and easy access to files.
8. Improved Cash Drawer Control.
9. Department represented at recent Health Fair
PERCEPTION OF CITY'S NEEDS
1. Court to run more smoothly and efficiently with the new computer
system after all open cases are entered into system. (This includes
appeals and warrants).
2. I see a need for a full-time staff attorney who would serve as the
courts prosecutor also.
3. City will need an additional pre-trial per month in the near future
because of the number of cases scheduled. (ranging from 96 to 106
for the first three pre-trials since its inception.) Also, because
of the need to adjudicate cases in a more timely manner. The longer
a case takes to prosecute, the less the witnesses remember.
4. Need for a part-time/full-time judge to adjudicate cases in a more
, timely fashion and would be available when he was needed.
5. Possible.increase in revenue due to more efficient operations.
7. Change titles of Department personnel to be more in line with other
cities and to reflect more accurately our job responsibilities.
(Court Clerk is also supervisor & department head-has more
responsibilities than just "court clerk". Clerk typists do much more
than just filing & typing. They are also responsible for taking of
fine payments & bonds, which means handling money, disposing of
cases, etc.)
We interact with the Police Department, inspections Department,
Citizens of The Colony who wish to file class C cases (usual type
cases filed by citizens are assault, theft, and barking dog), and
on occasion, with the Library and the Fire ~epartment. Our growth
depends mainly on the growth of the Police ~epartment and the city
itself. As the city grows, so will the need for more police officers
and as the Police Department expands, so will the cases that they,
and the citizens, file in our court. Also, with the grown of the
city, the inspections Department will aslo be very busy with code
enforcement, which means more cases filed by their department.
003274
-" ATTACFtEMENT "F"
TO: William Hall, City Manager
Mayor Don Amick and Members of City Council
FR: Sylvia Brantley, Parks & Recreation Director
DA: June 13, 1989
RE: Presentation Fr~n Parks & Recreation Department At Council/Staff
Retreat June 10, 1989
**********************************************************************
Attached please find our department's presentation to the following 3
questions:
1. Why does your department exist?
2. What are your accc~nplisP~nents since the last retreat?
3. What is your perception of the city's needs as it relates to
your department?
1. To plan and provide activities to enhance the quality of life
for residents of our c~,unity thru the following four areas:
1. Recreation 2. Leisure
3. Sports 4. Education
Department's inception date was May 15, 1980 with one part-time
student frcm North Texas State University on an internship program.
First activities were put into effect 3 weeks after inception date.
Throughout the last 9 years, the department has developed tomeet
the growth of the city and needs of the people through the development
of parks, athletic fields, and facilities such as the Aquatic Park,
Recreation Center, and the Civic Center.
Our department's existence is essential to the c~{~unity for
everyone's basic need to relax and relieve stress.
2. Goals set for the 1988-89 fiscal year are in the process of
being achieved. To date we have upgraded existing facilities starting
with the:
Weight room - floor mats, and mirrors have been installed.
Game Room area - shuffleboard and fooseball table on order.
Racquetball courts - wallyball sets (2) have been installed and
beccm~ing very popular.
gy~- wall mats in and installed on east and west end of gym
wall. Floor cleaner purchased. Per~snent holes have been
-2-
recur and set for volleyball standards.
Office - Cc~puter installed for streamlining of operations.
In addition to these achievements, I.D. cards are underway for
distribution. Concession stands for the C~¥~lex, and B. B. Owen
softball fields have been built. Lights were installed on the
northwest soccer field at 'the Turner Street C~uunity Park. A new
baseball field at the Complex, with lights will be built by fall of
1989.
3. As the growth of our city continues, so will the growth of
our department by achieving the following goals:
One of the primary goals for the future growth of this department
is to bring together all facets of the department to function as a
total unit. The first step to this transition was taken in November of
1987, when the Aquatic Park was put under the direction of the Parks &
Recreation Department. To further this goal, I feel we must take steps
to bring the maintenance of parks and athletic fields back under the
direction of Parks & Recreation. An additional recreation center in
the northwest section of the city would also be necessary to fulfill
the needs of our citizens as growth continues.
Expansion of our current recreation center in meeting rooms,
storage areas, and a partition for the g~mwould allow maximumuse of
the facilities. This would give us the opportunity for expanded
progranlning and generate additional revenue. Additional staffing will
be necessary to continue to provide quality leisure services.
-3-
A multi-sports athletic complex is also essential for the
development of athletic programs in the c~,,.;unity. This cc~plex could
offer unlimited possibilities for athletic c~]i~etition in the c~-~%-~;unity
for all ages. Practice fields would become available with the
development of a Sports Complex.
Along with these ideas for the department, goals for the Aquatic
Park include: expanding nonsu~ner progran~ning with the addition of
year-round part-time staff and contract instructors; improving the
facility security with a control desk/office located on the entrance
hall; and as we are running the facility at ~sximum capacity during the
su~,L~r, looking forward to future expansion of pool facility.
I feel these goals are based on the realistic needs of our
c~-m-~unity and can be reached within a five to ten year period.
My mission statement along with the Parks & Recreation staff
members to the residents of our c~t~-~¥unity as professional's, is that of
offering quality leisure services and a personal ccmmli~t to the
pursuit of excellence. We must combine the needs to offer the patrons
a wide range of services, the best trained staff available, reasonable
prices, convenient schedules and locations, along with the obligation
to keep city expenses at the lowest .possible level.
AOUATIC PARKS
1. Exist by popular vote to provide leisure and educational
opportunities through:
1. Learn to swim classes
2. Competitive programs
3. Recreational swim
4. Theraputic exercise
2. Accomplishments:
1. Increased volunteer hours.
2. Simplified registration system for best use of staff.
3. Lonfellow's Whale Tales (a drowning prevention program)
will be utilized by all L.I.S.D. grade school levels.
4. 2 certified pool operators on staff full time (3 during
5. Aquatic Park trained this area's Water Safety
Instructors.
6. Aquatic Park first (and only facility) in area to offer
the new materials, Lifeguard Training, which will become the
industry standard by Dec., 1990.
7. Has on staff a new materials instructor in First Aid
& CPR.
8. All water staff m~nbers have CPR.
9. Has expanded use in field of adapted aquatics.
10. Created volleyball nights in addition to over 20 special
s%~mer events.
-2-
11. Developed an emergency action plan with entire staff
trained and tested for preparation.
3. To fulfill future needs of Aquatic Park:
1. Needs to go to computerized registration.
2. Increase safety and security by locating staff at
building entrance.
3. Increase staff for program expansion and preventaive
maintenance.
4. Increase staff training requirement to include
First Aid for each member.
· ~, . ATT, ACH EIV~ENT ,,G',~ 003275
CITY BY THE LAKE
Inspections Department P.O. Box 560008
The Colony, Texas 75056 (214) 370-6644
MEMO
TO: BILL HALL CITY MANAGER
FROM: MIKE RUSSELL BUILDING OFFICIAL
RE: MISSION STATEMENT
DATE: MAY 8, 1989
Mr. Hall,
I have attached the mission statement of my.
department activities. I appreciated this opportunity
to fully express my feelings about the Inspection
Department's role in the city's overall plan.
Respectful ly,
Mike Russell
Page 2
TABLE OF CONTENTS
Who Are We ................................... Page 3
How Do We Fit In ............................. Page 4
How Do We Contribute ......................... Page 6
How Can We Contribute More ................... Page 8
Page 3
CITY OF THE COLONY INSPECTIONS DEPARTMENT
STATEMENT JIF PURPOSE
Who are we?
The Colony Inspections Department is o-,mprised of seven
employees. Tn administer the paperwork and scheduling c,f four
staff inspectors requires two clerks. These two clerk typists
accept applications for permits, schedule call in inspection
activities for the four staff inspectc, rs, document phoned in
complaints, greet walk in customers with a smile, type
correspondence for the building official and office staff, and
perform other sundrie duties as they emerge. They understand
the complexity involved with the enforcement of ordinances,
cc, des, and operating procedures. They are compassionate and
understanding, while at the same time accurate, thc, rough, and
strong. In more cases than nc, t, these two key individuals are
the resident's first contact with city government.
All seven individuals make up the enforcement team for
the high quality existence we all strive for. When you dine in
a Colony restaurant, dc, you see the enforcements of our health
inspector? When you switch on the lights, dc, es it occur to you
what amount of knowledge your electrical inspector applied to
see that your wiring was correct? When you travel down a clean
alleyway, do you assume yc, ur code enforcer is respc, nsible? Can
yc ~ get c, ut c,f a building that is c,n fire?
We are trained to think abc, ut these things sc, yc, u dc, n"t
have tc,. Frc, m the words c,f the American Society of Civil
Engineers, "an inspections department is one c,f the most usef,.tl
assets of any c, rganizatic, n, private cr public." Defined in my
edition c,f the Merriam Webster's Diction~]r__~, an inspector is;
"c, ne who examines clc, sely and critically" I agree with the
closely examine pc, rtic, n of this definitic, n, but the criticize
part can be better said. "We are seven individuals who exist in
this business wc, rld for the sal<e of quality life. We work with
our minds and c, ur hands. We see the good in the bad. We don't
criticize, ~ instruct. We c, bserve. We patrol. We enforce."
That's whc, we are. We whc, wc, uld nc, t trade for anything
less.
Rage 4
How dc, we fit into the overall picture?
Basically, we are the master link in our organizational
chain. Our department ties together the work of other city
departments. Ordinances and codes that have been adopted by
resident's representatives in City Council, are the inspector's
bible. The passing of ordinances that require inspections and
enfnrcements may necessitate the restructure nf current office
procedures. ~s ,zvur city prngresses toward quality and greater
size, inspection requirements will proportionally increase. We
fit into the enforcement system by always remaining flexib~le to
whatever needs arise. Your Inspections Department has made majcvr
advances in the public acceptance of our purpose in government.
We began the uphill climb by sending letters to local
real estate agencies that explained our goal of ultimate service
to every resident. We explained the restructuring of our office
procedures 'for enforcing Certificate of Occupancy inspections
and Single Family Residence Licensing. We apprcvved more ways
for them to schedule appointments. We asked them toy be. proud of
their Inspections Department; a function for the people they
sell homes to. The response has been very positive. The image
of our department has improved. The level of service has
increased. As a cooperative effort, two inspectnrs voluntarily
began working four day workweeks that allow earlier in the
morning and later in the afternoc, n inspections. We know our
residents work hard, and in many cases had problems meeting our
old schedules. We saw the need, and we reacted.
The Inspections Department has the responsibility of
recognizing issues that need additional control. The
analization of these controls that provide service and
protection to our residents is performed on a daily basis. Just
one telephone call can initiate the process of investigation for
violations. We have to assess major points and make intel legent
decisions based nn legal and moral parameters. If these
parameters do not exist for a particular incident, we make our
decision based nn inputs from other factors:
1.) We accept comments from other Department Managers.
Sometime these comments alone help us resolve the
enforcement issue.
2.) If not, we analyize this information for cc, st,
feasibility, and positive effect.
Page 5
3.) We consider the input of other department personnel, or
in some cases private businesses.
4.) Discussion is then initiated with city administrators.
5.) Possible snlutions are presented to the City Manager for
his review and comment.
6.) We carry nut the City Manager's decision.
Rage 6
How do we contrzb_tte:'
The staff c,f ti-,e Inspections Department routinely
recognizes the need for enforcement policies based on their
field observati'z'ns- We are the eyes of the people as we patrol
the city, and ,_-,ur professional training allows us the
flexibility c,f addressing practically every situation we
encounter. The inspector can recognize a problem and take
appropriate action by writing notices, talking to residents, or
issuing citations, tn name a 'few. There is a life quality
factor in every ordinance and code that we enforce. We have to
know what that life quality factor is, and perform to its intent
and satisfaction. The ability to handle delicate situations in
Code Enforcement is an art', and convincing an irate complaintant
that we understand is not a simple undertaking. Dealing with the
irate violator is even more challenging. Since the majority of
nrdinances we enforce pertain tc, the construction and
maintenance of any building, occupied or not, we experience a
large amount of persnnal cnntact.
In cases of propc, sed development, we receive
construction plans that will be reviewed and corrected prior to
permit issuance. We contact'other departments during this
process whenever the need arises. We check ordinances and
applicable codes for complianace, and report cases where
corrections are needed. Right from the very beginning of a
project, whether a subdivision development or a commercial
establishment, nr any other form of construction, we are
involved.
We begin nut contribu'~uion to the system of construction
contrnl by reviewing site plans with other department officials.
Each department official has reviewed a separate copy of the
proPosed site plan, and makes his o=,mments to our ~dministrative
Planner. Consultations with ,--.ur engineers are made by the
~dministrative Planner prior to the City's acceptance of the
site plan by official action. Preconstruction meetings are
attended by the Building Official, whn in many instances, is
accompanied by a Building Inspector. In the case of
cnnstructions in City rights of way, the Inspections Department
has limited authority over the daily control of activity,
although contacts 'from other department officials to clarify
construction requirements are normal. Our contribution to
resolving minor issues "in house" eases budget restraints
consulting fees. The Inspections Department also accepts
complaint calls and other resident in~uts during any course
construction. In these cases, a consultation with the City
Manager is commonplace. The Inspections Department also acts as
a "buffer" between contractors and city officials by determing
Page 7
if a constructic, n problem is serious ennugh to warrant further
actinns involving other administrative staffmembers. The
Inspections Department is often included in decision making when
troubleshooting capital i
departments, mprovement projects undertaken by other
When Parks and Recreation purchased a new
volleyball net system for the gym at the
Recreation Center, the existing floor anchors
were not properly sized to accept the larger
pc, les. The Inspections Department reviewed the
original construction plan and proposed
oversizing 'the existing anchors by core
drilling. A recommendation of contractors who
provide drilling services was given to the
Parks and Recreation manager. The job was
performed successfully, and best of all, within
budgeted expenditures.
Quite honestly said, from the time when a project begins
as a thought, through to the end of its existence as we may know
it, we contribute to our City's welfare.
Page 8
How can we improve ,_-,ur o_-,ntributic, n?
We can improve our contribution to the system by loc, king
at our past perfnrmance, comparing that to our present level of
service, and planning for future developments and organization.
In the Inspections Department, we look at mistakes to find the
right path to progress. Every mistake has a partial success
attached to it. The key is to recognize at what point in the
project the wrong decision occured. Make a change from the
former decision at that point, and plan from there. We don't
change our procedures in this department, we imprc, ve on them
instead by using this philosophy.
During our weekly staff meeting, we have discussed some
departmental procedures that could be improved through the
cooperative initiation of programs that would help our
contribution efforts. I have listed a few of them below.
1. Exchange file information with the tax
department via computer linkup. We could have
first hand information on property legal
descriptions when the department has to include
this infc, rmation in correspondence. (Sherry
Tu c ker )
2. Create a citywide database of complaints that
could be administered from one data entry
station. This would enable a caller to
telephone one number and file complaints, (and
hopefully some favorable comments) that could be
routed to the proper department. In many
instances, by the time a complaintant has
contacted a department that can help him, he has
had to change tel'ephone numbers, been put on
hc, lda couple of time, has been referred back to
the same department he called originally, and
just plainly becc, mes irate even if he wasn't at
the beginning of this process. (Teresa Spears)
3. Establish a program geared 100% to cc, de
enforcements on a citywide basis that would be
handled by one person. This requirement wc, uld
recluire hiring an additional person. (Linn
Dixon)
Page 9
4. Have o'ffice computers that could create a five
year compilation of house inspections and
complaints processings. Repeat violatc, rs would
be easy to 'find, and this information could
possibly mean the difference between winning or
losing in court cases. (P. Ray Layman)
5. Put our telepl-,ones ,z,n the same lines as the City
Hall phones so we could intercom other
departments. (Bnb Hut chison)
6. Create more programs that involve the entire
city force such as interaction and crnsstraining
between departments instead of just witf, in
departments. (Judie Tal b,z,t)
7. Invite the cooperat'i, on o'f businesses and city
departments to establ±sl-, a toll free m,z, bile
telephone number that c,z, uld be posted at the
city limits. Drivers o.-.,uld call this number and
obtain information on where the parks and
special events are along with s,-,me go,z,d
restaurants and places to visit. (Mike)
8. Standardize nf'fice supplies under one general
c,f lice budget. (Mike)
9. Start a "ROUNDUP FOR CLE~NUP" campaign that
would ask citizens to rnund up t,-, an even amount
when paying their utility bill. The surplus
, money cc, uld be used tc, fund special cleanup
prc, jects and city beautification pr,'-,jects.
(Mike)
10. Start a Department Head "THINI,.". T~NI{" (Mike) ~
The Inspectic, ns Department is lo,:,king forward tc,
a gc, od seas,],n in 1989-90. We are always 1,:,oking
· for ways to impr,_-,ve c, ur service t,:, the city and
make it more appealing.
MEMORANDUM
TO: MR. BILL HALL, CITY MANAGER
FROM: MIKE RUSSELL, BUILDING OFFICIAL ~
RE: 5 YR. GOALS
DATE: MAY 23, 1989
In my original mission statement, I have not included the
five year goals that are attached.
Mike
st
Within a period of five years, the Inspections Department will
be most effective if:
1. We establish an Engineering Inspection Division for Public
Works Construction.
2. We establish an in house training program for street and
right of way maintenance supervisors that adheres to our
new construction standards.
3. Our offices are relocated closer to City Hall.
4. We have copies of all filed plats and individual plot plans
on microfilm.
5. We establish and fund a building abatement program.
6. We ~ave one code enforcer for every 10,000 residents.
7. We collect 85% of expenditures in revenue.
To: Bill Hall, City Mgr.
From: Van Morrison, Fire Chief
Date: 6/12/89
Re: Notes from Retreat
Did you hear about the Aggies latest invention?
They have developed a smoke alarm that let's you sleep an
extra 10 minutes.
Original purpose stated:
TO SAVE LIVES, TO PROTECT PROPERTY AND TO SUPRESS FIRE
Changed it to state:
The Mission objective of The Colony Fire Department is to
serve all of the community's citizens by safeguarding
collectively and individually, their lives against the
death-dealing and injurious effects of fire and to provide
a professional level of emergency medical care, all within
the budgetary guidelines as prescribed by the ~ity
Council.
We will always strive to serve our city to the best of our
abilities,'as would any of our other city departments.
ACCOMPLISHMENTS SINCE LAST RETREAT
1. Bradburry and Deslauriers completed EMT-P school.
All shift personnel are now paramedics.
2. Trip to E.M.I. with City Mgr. Capt. Carroll and
myself.
3. Capt. Wallace appointed to MetroCrest Medical board of
directors.
4. Acquired testing equipment for Self Contained
Breathing Apparatus.
5. Occupant Restraints installed on all engines.
Budgeted item.
6~. Central Fire Station
7. New Ford F-35~ Diesel Ambulance
8. 5 volunteer personnel achieved their state
certification.
9. Several firefighters attended the Longview fire school
this year. We had ceased going to this school because
of budget constraints (4 years ago).
10. 3 officers (2 paid & 1 vol.) attended the National
Fire Academy this year.
OUR PERCEPTION OF THE CITY'S NEEDS AS IT RELATES TO OUR
DEPARTMENT
, Some are long range and others short range needs.
1. The city has some liability regarding our lack of
high angle rescue equipment.
2. Additional personnel.
The fire department has not added personnel since
6/85. .'
Total emergency calls: 1985 = 850 1988 = 1132
1989 = 1200 + projected
Back to back calls are inundating the department.
Calls do not come in one at a time any longer.
There have been some minor complaints regarding our
moving the paid staff to the South end of the city,
3. There is a need to address the future requirements for
either an engine and a ladder or a combination of
both.
Engine 3 (acquired from Eastvale) has been out of --
certification for 8 years. It spends more time in the
shop than sitting in the station.
LONG RANGE FINANCIAL PLANNING
A "Quint" is a combined ladder (55' or 75') and a
pumper.
1989 cost = $ 300,0~0
1993 cost = 440,~
Quints (55') do not have the reach of a Ladder
Platform (110') but they perform many of the same
functions very well.
1989 cost for L.P. = $ 560,000
1989 cost for Quint = 300,000
These units receive credit from the State Board of
Insurance as either a pumper or an aerial apparatus
depending on the city's need.
4. There is a need for an extended fire prevention
program in the schools that goes beyond our 1 week
presentation in October.
Fire Safety cannot be over stressed in the schools.
00327
/tTT/~CHMENT "I"
THE COLONY POLICE
MEMORANDUM
FROM: N.C. Ri stagno
SUB3ECT: June 1989 Council Retreat Presentation
Based on three questions provided.
DATE: 6-20-89~
Q. Why'does The Colony Police Department exist?
A. While law enforcement is available to all individuals through County, State or
Federal agencies, we believe that The Colony Police Department exists today for
the following reason:
A. The community wants their own policing agency who is:
1. Responsive to the needs and priorities of its citizens
2. Is readily available for the protection of life and property at any
personal sacrifice
3. Is genuinely concerned for the general welfare of the community in
which they serve
4. Is accountable to the citizens they vow to protect
Q. What accomplishments has the department realized the past year?'.
A. 1. General Activity:
See attached activity reports.
2. Additional Accomplishments:
a. School Resource Officer- appointment
1.Establishing positive rapport with faculty and students of local
schools
2. In three months, lectured a number of classes involving over 800
students
3.Investigates offenses occurring in and around schools
4.Enforces truancy laws
b. Addition of Law Enforcement Television Network (LETN)
1. Provides on premise in-service education and training
2. Addresses current, pertinent law enforcement issues
3. Provides the opportunity for developing a video film library in all
matters concerning law enforcement
c. Developed and is now enforcing a comprehensive Animal Control ordinance
which now regulates dangerous and vicious animals in addition to general .
provisions
d. Initiated and assigned a Warrant Division which collects an average of
$3,400.00 per month of outstanding warrants
e. Partially reorganized the organizational plan adding one Captain
f. Conducted a successful undercover drug enforcement operation. The first
criminal court trial held from this investigation resulted in a 20 year
prison sentence.
cont'd'
~.0327o
/~9
ATTACHMENT "J"
THE COLONY PUBLIC LIBRARY
MISSION STATEMENT
JUNE 1989
Page two
Memo to Bill Hall
From N.C. Ristagno
6-20-89
g.. Authored a Jail Procedural Manual
h. Upgrade of the National and State Telecommunications and Crime Informa-
tion Network by the addition of a new. computer terminal
i. Contributed to the formation of the Denco E911 District and served on
the E911 Task Force that formulated the recommendations now under im-
plementation
j. Have completed the Master Street Address Guide (MSAG) essential to E911
service and re-addressed the Eastvale Addition in the process
k. Provide telecommunications for the speech and hearing impaired who require
emergency services
1. Addition of Ballistic Shields for the Crisis Intervention Unit (C.I.U.)
m. Continuation of the take home car policy
n. Addition of new Animal Control truck
Q. What is your perception of the City's needs from your departmental perspective?
(This question is interpreted to mean those issues that affect the department's
area of responsibility in respect to traffic, safety and criminal activ.ity.)
A. 1. Improved drainage, particularly along Paige Rd.
2. Widening of SH121 and extension of FM423 (Main St.) to the South
3. Traffic signalization of Paige Rd. and S. Colony Blvd.
4. Installation of flashing school signals at all school zones
5. Lane striping of all major city roadways
6. Expansion of the existing or construction of a new animal shelter facility
7. Additional animal control officers
8. Addition of a special enforcement unit capable of dedicating time to special
assignments and investigations without hindering daily operations. (Likened
to a vice or task force unit that would isolate and target any of a number
of criminally related activities.) :
9. Efficient implementation of the E911 service
10. Addition of certain surveillance equipment for increased detection and appre-
hension
11. Improved street lighting
N.C. Ristag~o
Chief of Police
THE COLONY POLICE DEPARTMENT
PATROL DIV i.qlON
O/ricer Activity 1988
Annual Totals
Breakdown.- Totals
Citations 3,178
Warnings 1,957
Misdemeanors (arrests) 539
Felonies (arrests) 66
Accidents 271
Calls (citizen generated police response) 11,929
House Checks 7,425
Motorist Assists 5,240
Officer Assists 5,546
Suspicious Vehicles 5,216
Suspicious Persons : 3,278
Special Assignments 1,858
Hours Worked 37,872
THE COLONY POLICE DEPARTMENT
CRIMINAL IN VESTI(_IATION DIVISION
Offenses Reported 1988
Total 2305
Breakdown: Amount Percent of Total Percent Cleared
Burglar. ies (all) 577 25.03% 17.
Thefts 532 23.08% 38.5%
Criminal Mischiefs 379 16.44% 23.6%
Inform ation Repor ts 203 8.81% N/A
Assault (simple) 161 6.98% 82.6%
Harrassment 91 3.95% 38.
Animal Related 84 3.64% Referred to A/C
Runaway/Missing 57 2.47% 100.
Stolen Auto 49 2.13% 71.4%
Forgery/Fraud 40 1.73% 85.0%
Traffic Related 26 1.12% Referred to Patrol
Miscellaneous (minor infractions) 26 1.12% N/A
Assault (aggravated) 21 .91% 81.0%
Child Abuse 21 .91% 81.0%
Attempted Suicide 6 .26% N/A
Deceased Persons 6. .26'% N/A
Suicides 2 .08% N/A
Robberies 2 .08% 50.0%
Murder I .04% 100.9%
Rape ' 1 .04% 100.0%
THE COLONY PUBLIC LIBRARY
MISSION STATEMENT
MISSION:
The mission of The Colony Public Library is to collect,
organize, and provide access to a wide variety of library materials ,
and information resources on behalf of the citizens of the City of
The C~l~ny.
Activities inherent in provision of access include assisting
patrons in locating desired materials and/or information and
informing the citizens of the resources available through ongoing
public relations efforts.
Within this mission, the purpose of the Library is to:
Open the opportunity for self-development to people at all
stages of education and culture;
Bring people and resources together, closing the gap between
the individual and the record of knowledge;
Recognize that knowledge, information, and entertainment are
presented in many formats, such as the printed word, audio
and video recordings, and computerized data bases;
Provide specialized resources to sustain and encourage the
growth and well-being of our city;
Support the educational, civic, and cultural activities of
groups and organizations;
Enter into the community and cultural life of the city, serving
as the logical center for those activities;.
Maintain a collection of resources which reflects the past as
well as the present;
Promote and preserve those materials which chronicle the life
and culture of the citizens of Denton Countyl
Make library materials and collections available to all people
in the service area and thus encourage patrons to:
Be more capable in their daily occupations;
Become better citizens of home and community;
Develop their creative and spiritual capacities;
Make such use of leisure time as will promote personal
and social well-being;
Appreciate and enjoy works of Art and Literature;
Supplement the formal education programs of schools,
colleges, and universities;
Inform themselves about contemporary living and modern
technology;
Expand their horizons as well as their awareness of the
lifestyles of others;
Contribute to the growth of knowledge.
The Colony Public Library Board has adopted the American Library
Association's Library Bill of Rights and the Freedom to Read
Statement.
THE COLONY PUBLIC LIBRARY MISSION STAT£M£NT~ PAGE 2
HISTORY OF THE COLONY PUBLIC ~IBRARY
The Colony Public Library was born of the efforts of a loyal group
of volunteers, many of whom are still actively involved in the
support of the Library's growth and development. · Only three years
after the City's 1977 incorporation, a band of citizens formed the
Friends of The Colony Public Library, a nonprofit organizaticn~
dedicated to pursuing the establishment of a public library to serve
this vital new city.
The first officers, elected in June 1980, were~ Wanda ~illett,
president; Jo Ashman, first vice-president; Bob Barry, second vice-
president; Cathy Bock, secretary, and Jeanette Larson, treasurer.
Councilman Bill Longc spoke at the first meeting cf the Friends,
outlining the necessary steps to establishing the Library.
The Friends proceeded to coordinate with the City Council and the
City administration to accomplish establishing the Library as a
department cf the City. Potential locations for the Library were
scouted~ donations of funds and materials were sought, and
volunteers were recruited to assist with manning the Library,
processing materials, and presenting programs.
In February, 1982, the Library opened for business in Suite 540 of
The Colony Square Shopping Center~ a leased 1,985 sq. ft. space
which was shared with the Parks and Recreation Department. Staffed
by two part-time librarians~ Ann Beckel and Sandi ~ehrke~ along with
a host of volunteers, the Library was open for 21 hours per week.
The Library gained a full time Library Director, Jo Ann (Jcdie)
Phelan in October 1983; the Library's hours were then expanded to
42 hours per week.
In January, 1984, after the Parks and Recreation Department had
relocated its offices, the Library facility was remodeled to allow
increased shelf space.
The Friends continued their efforts on behalf of the Library~
sponsoring an annual recognition ceremony for Library volunteers,
soliciting donations: 5,000 volumes were donated and put in storage
for future use, fund raising for the Library, assisting in public
relations activities, and, most cf all, working with the City
Council~ City administration, Library Board and Library staff to
develop plans for constructing a free-standing library facility.
In October 1984, the current Director, Joan L. Sveinsson, came on
board, to join the Library supporters hard at work on plans for a
December 1984 bond election, which was to include $590,000 for the
construction of a library facility.
THE COLONY PUBLIC LIBRARY MISSION STATEMENT PA~ ~
On December 15, 1984, the library bond issue passed, 978 to 328.
The following year was devoted to working with the architects in
developing the building program and design. The construction
contract was awarded in April 1986; a ground breaking ceremony was
held on May 5, 1986. Construction was completed in August 1987.
The relocation to the new 9,025 sq. ft. facility at 515! N. Colony.
Blvd. began on August 19, 1987. After six days of frantic activity
and hard work, the staff and volunteers proudly displayed the new
library facility to approximately 150 guests at a Preview on Monday
evening, August 24th. The Library opened to the public the following
morning.
Donations to the new facility included a refrigerator, a microwave
oven, three desks, a bookcase, two lateral file cabinets, two marker
boards, and a laminator from the Friends, a coffee maker from
Eckerds, and two crepe myrtles from the Republican Women. Gash
donations included $500.00 from the Knights of Columbus and $300.00
from the Wal-Mart employees. The $500.00 from the Knights of
Columbus has been designated by the Friends to be used towards the
microfilming of the back issues of The Colony Gourier. The funds
from the Wal-Mart employees were used to match a Mellon Foundation
Grant to receive the Library of America collection.
Improvements to the facility and its services followed, including
the installation of a materials security system, a microfiche/film
reader/printer, an automated circulation system, and a bicycle rack,
along with continued development of the Library's collection.
THE COLONY PUBLIC LIBRARY MISSION STAT£M£NT~ PA~E 4
THE COLONY PUBLIC LIBRAR~ TODAY
The Colony Public Library currently serves a population of over
26~500 (city and county residents} with a collection of over 23,000
items and a staff of 5.5 F.T.E.~ plus volunteers.
The Library is open 42 hours per week:
Tuesday and Thursday: I0 a.m. - 9 p.m.
Wednesday and Friday: I0 a.m. - 5 p.m.
Saturday: 10 a.m. - 4 p.m.
In FY 1987-88, the Library circulated over 71,200 items and over
48~640 patrons visited the Library. The Library has over 13,400
registered card holders.
To obtain a library card, a patron must present a valid driver's
license or identification card and proof of current address.
Children under the age of 17 and minors without identification must
have a parent or guardian sign the application and present
identification.
COLLECTION:
The Library's collection includes reference materials, newspapers,
periodicals, government documents, pamphlets/clippings file,
videocassettes~ books on tape, large print books, audio cassettes,
compact discs~ records~ and pu~zles~ ss well as nonfiction~ fiction~
and paperback books for all ages.
Equipment available for check out includes videooassette players,
16mm proJectors~ a slide projector, a record player, Polaroid
cameras, and audiocassette recorders.
The Library's patrons may also access the collection of 16mm films
and videocassettes owned by the North Texas Library System.
It is the function of The Colony Public Library to provide materials
for all ages~ from preschool through maturity. The aim of the adult
book collection is to make available books and other materials that
will meet educational, informational, cultural, and recreational
interests and needs of the people of The Colony. To fulfill this
purpose~ the library endeavors to maintain a carefully selected
collection of good, representative books of permanent value and of
current interest. Books will be Judged in their entirety and not by
passages taken out of context, and by their likely effect on an
average adult and not on a susceptible youngster.
The children's collection is selected to provide pleasurable reading
for reading's sake and, insofar as possible, to provide information
in all fields of knowledge which are of interest to children. It is
carefully selected for children of all ages and abilities, and
emphasis is put upon books which stimulate imagination, mental
growth, and development of taste for good literature and beautifully
made books. It is the parent--and only the parent--who may restrict
his children--and only his children--from access to library
THE COLONY PUBLIC LIBRARY MISSION STATEMENT PAGE
materials and services. The parent who would rather his child did
not have access to certain materials should so advise the child.
Young people's books are selected with the aim of helping teenagers
find self-realization, live useful, well-adjusted lives in the
community and know and understand the world at large. They are
selected to widen the adolescent's thinking to enrich his life, and~,
to help him fulfill his recreational and emotional needs.
S£RVIC£S:
The Library's services include reference and reader's advisory
servioe~ InterLibrary Loan, reserves, book lists, book displays,
income tax forms and publications, two community bulletin boards,
community information brochures, photocopier ($0.15}, typewriter
($0.25 per 15 minutes), and a microfiche/film reader/printer
($0.15).
The Library participates annually in the Texas State Library Summer
Reading Club. Preschool storytimes are presented by volunteers
twice a week. Films and special programs for children are presented
by volunteers during the summer.
Income tax preparation assistance is provided weekly at the Library
by the A.A.R.P. from February through the filing deadline.
The meeting and conference rooms in the Library are provided
primarily for library-related activities; however, as part of the
Library's service program, the rooms may be reserved for use by
educational~ civic~ and cultural groups. ~
The Library facility also offers study tables and comfortable
seating in the reading area.
FUNDING:
The Library is a department of the City of The Colony and, as such,
is funded primarily through the city budget. Since FY 1985-86, the
City has received Library funding from Denton County and the Library
therefore serves all county residents.
The Library also receives services, equipment, and some materials
purchasing power from the North Texas Library System, which is
funded by the Texas State Library with state and federal funds. The
Library's 1985 Video History Project was funded by a grant from
N.T.L.S.
The Friends of The Colony Public Library accept and administer
donations on behalf of the Library. Examples include funds donated
for the purchase of memorial books, for purchase of special
materials or equipment~ or to fund special projects.
TH£ COLONY PUBLIC LIBRARY MISSION STATEM£NT PAGE 6
The Friends of The Colony Public Library is a non-profit, volunteer,
citizens organization which supports the growth of public library
service for The Colony and the surrounding area through promoting
the Library within the community, assisting with special Library
events, fund raising, and financial contributions. Persons
interested in becoming a volunteer and/or joining the Friends are
urged to contact the Director.
THE COLONY PUBLIC LIBRARY BOARD~
The Colony Public Library Board is comprised of five members and two
alternates as appointed by the City Council. The Board's purpose is
to act as an advisory board to the Council and to the Library
Director in regards to the~policies and services of the Library.
Current members of the Library Board are:
Cathleen K~elling, Chai~
James Althaus
Lowell Barton
Dell Holmes
Morris Seay
Diana Kruzich, Alternate
Ken Wood, Alternate
Persons interested in serving on the Library Board are urged to
contact the City Secretary.
PLANNING:
The Colony Public Library Board works with the Library Director to
develop goals and objectives and to plan for the Library's
development.
In FY 1988-89, the Library Board and staff conducted a survey to
solicit public input as to the Library's operating hours. In
addition, the staff conducted a "traffic survey" to study current
use patterns. The results of these studies indicate a strong
interest in additional evening hours, longer hours on Saturday, and
the addition of Sunday hours.
LIBRARY STAFF:
Joan L. Sveinsson, Library Director
Janet E. Sapp, Reference Librarian
Georgette E. Belisle, Technical Services Librarian
Alice D. Collins, Circulation Supervisor
Carolyn B. LeMaire, Clerk/Typist
Helene Rooney, Clerk
Becky Betancourt, Clerk
Jamie Lang, Page
THE COLONY PUBLIC LIBRARY MISSION STATEMENT. PAGE 7
THE COLONY PUBLIC LIBRARY IN 1995
The Colony Public Library will be serving a population of 35,000 to
40,000 (county and city residents) with a collection of over 40,000
items. Staffing will total 14 F.T.E.~ plus volunteers.
The Library will be open 64 hours per week:
Monday - Thursday: l0 a.m. - 9 p.m.
Friday & Saturday: 10 a.m. - 6 p.m.
Sunday: 1 p.m.. - 5 p.m.
The Library's annual circulation will top 140,000 items and patron
visits will number over 80,000 per year. The Library will have over
20~000 registered card holders.
COLLECTION:
Library goals include the continued upgrade and development of the
collecticn~ adding and updating standard reference titles and the
core collection, as well as adding current interest titles.
A travel file and a picture file will be available.
Patrons will be able to access sources available on CD-ROM.
A Genealogy Society will have been established to help fund the
acquisition cf genealogical research materials.
A local Historical Society will have been e~tablished to help
collect and fund the processing and housing of local history
information.
Local business clubs will assist in funding the acquisition and
updating of business reference sources.
New collections will include framed art prints for check-out.
The videccassette, compact disc, and books on tape collections will
be substantially expanded.
SERVICES:
A Dial-a-Story service will allow homebound and latchkey children to
phone the Library to hear a recorded story.
The addition of a Youth Services Librarian and an assistant will
provide a full range of children's programming, as well as improved
~cccrdinaticn with the schoolst A puppet stage, puppet collection,
and a flannel board, will improve the Library's programming
capabilities.
PatrQns will be able to search the Library's on-line catalog in the
Library~ as well as via remote (dial-up) access with a computer.
THE COLONY PUBLIC LIBRARY MISSION STATEMENT PAGE
Homebound residents will be able to have library materials delivered
to their homes. In addition, a deposit collection (including large
print materials and books on tape) will be available to senior
citizens at the Civic Center (or Senior Center, if it has been
established).
Adults will be able to attend educational and informational programs..
at the Library.
Patrons will be able to use public access microcomputers in the
Library.
Patrons will be able to listen to and view audiovisual materials in
the Library.
Patrons will be able to attend adult education classes in the
Library via satellite transmission from local universities (such as
the Association of Higher Education's TAGER system).
Additional equipment will include additional microfilm/fiche readers
and reader/printers, storage cabinets for microfilm and microfiche,
an overhead projector and an opaque projector for public use.
New information presentation formats, such as hypermedia, will
continue to be explored and, if appropriate, to be implemented.
FUNDING:
The Library's main funding source will continue to be the City of
The Colony.
!
Denton County will continue to contribute funding, therefore
enabling the Library to continue to serve all county residents.
A Library Foundation will be established to solicit and administer
bequests and donations for the long-range growth and development of
the Library.
As the area east of The Colony develops, demand from those
neighboring Collin County residents for library service will result
in contracts for service from Collin County and/or the City of
Frisco.
FACILITY:
The equipment and furnishings of the staff work areas will have been
upgraded to provide more efficiency and productivity.
Plans will be underway for expanding/remodeling both the public and
staff areas of the facility. Additional space will be needed in the
public areas to allow additional seating and study tables, as well
as to accommodate new and additional equipment. A local
history/genealogy room will be under consideration. Additional
space will be required in the staff work areas to efficiently
accommodate staff functions.
00327
ATTACHMENT "K"
TIlE COLONY PUBLIC WORKS DEPARTM]YNT
MISSION STATEMENT
The Public Works Department of The Colony evolved from the need to provide
services for City residents. [Public Works maintains streets, alleys, side-
..Ffl ....' ....... . .. Our depart-
~alks, parks, city buildings, street signs and drainage areas
ment also assists in the development of new parks.
~~~gii_.~9~l'~~ the Public Works Department started with one full
time maintenance man and 1 working director.
Today, P~blic Works is brokep into 5 departments: streets, drainage, city
maintenance, parks and the sign department. 0f. the. 5 dep~rtmemts, streets
~'o~.~large~t:reS~onsibility,'f°ll°wed b'Y'~'alleys' ..... and_......'~id'~lk~'~ .... To main-
tain 111 miles of streets, we have a 6 man crew: 1 supervisor, 1 crew
leader, 3 maintenance men, and 1 equipmen~ operator.
~'~~tenance .... oO~ke'~'"~'SZ~nd city buil~k&~'&~/J'ust'2,0f th~
~,'. _"e~'~ '~~ ~'r~'~'~'~'~ ~v"~ ~ ...... 7 · -
~~7~i.u~..n<cre~yis,..F~onsib~,zfo~. Ail City mowzng and new park de
velopment are also handled by this department.
Drainage department handles all street drainage. At present we are all in
a battle with the elements. ,Plain. has.. ._ helped~to~ pinpoin~ ...... our most'~ severe,.. ~
~~ The drainage department handles two types of problems: ~1- to
control weeds, build and maintain ditchlines; ~2 - to repair sto~ sewers.
We have 4 men in this department.
~~,~?:~:~5~~?~'~.L:~.~'. .... ~ ........................
~mprov~me~Cs Co ~urner SC. Bark, the complex, B.~. ~en, Came5 and
Creek ~ark a~e just a ~e~ parks chis ~ man cre~ maintain. They have
cenC~5 p~ayed a ~ar~e parc ~n the ~mprovemencs o~ these parks.
~n ~ve years ~ ~ou~d ~ke co see...Che Public ~orks Dep~rCmenC continue Co
meet the needs of The Colony. [f~'~rd.~..t°~do~tha~; w~ must allow for growth'
Each of the Public Works departments help keep us informed of some of these
needs. In the future, Parks & Rec. may see a need for a maintenance crew
to work directly with them to insure a continuous improvement and development
of parks. ?rganlzed sPorts are a large part of the future development of our
FROM: David P. Yordy, Water Supe~i~T "L!'
RE: Answers to questions for Council Retreat, June 10, 1989
DATE: June 8, 1989
1. Why does your department exist?
See attached copy of Mission Statement.
2. What are your accomplishments since the last retreat?
A. Completion of items requested by the Texas Department of Health in order
to obtain the status of "Public Water Supply Approved". This was
accomplished May of chis year.
B. The pump'and motor on the well at Pump Station #2 at N. Main and Witt
was pulled and reworked due to line shaft locking up in pipe column.
C. All water productions operators at Office Creek Pump Station are now
certified by the State.
D.Rehabilitation of the aerator Cowers on the ground storage tanks
at Wells sites only. This had to be done due to age, 10 years.
E. This department was able to come in under budget for the year.
3. What is your perception of the City's needs as it relates to your department?
See attached copy of Mission Statement.
4. Next years goals:
A. Rehabilitate well motpr, pump and column shaft at Well Site
#3 on N. Colony.
B. Repaint elevated storage tank #2 on N. Colony.
C.Minimum modernization of instrumentation at Of£%ce Creek Pump Station
and well sites.
COLONY WATER DEPARTMENT
MISSION STATEMENT
The Water Department evolved from a need for safe potable water for human
consumption, sanitation and recreational purposes. This was brought about
because of an area that used to be farm land, that developed into a community.
At this time there was only one small water well located on Clover Valley,
serving only the south side of town.
The Water Department has gone from a four person operation to fifteen em-
ployees. Most of which are certified by the Texas Department of Health by
requirement after training and schooling. We have two departments: Water
Distribution/Collection a~d'Water Production. The first department which
consists of 1 supervisor and 6 operators, is involved with complete main-
tenance of all water mains, storm sewer systems, fire hydrants, sewer mains,
water/sewer taps and reading all water meters. We have went from about 150
connections to approximately 7000 connections since 1974. Ail equipment this
department has is set up on a schedule to assist in the maintenance of the
system. This department responds to all water main breaks, City sewer
stoppages and customer service problems. The second department, also con-
sists of 1 supervisor and 6 operators. Their responsibilities are to assure
the City has water to meet all needs as they arise, this is a twenty-four
hour operation. ~
The Water Department handles operation, maintenance and repairs on all pump
stations and well sites. These locations are Office Creek Pump Station on S.
Main, Well Site #2 at Witt Road and N. Main, Well Site #3 at 5572 N. Colony,
Eastvale Pump Station at Witt and Elm, and also Stewart Creek Park Well System.
Presently the City has a water storage capacity of 6.4 million gallons. This
consists of:
1 - 3.0 million gallon above ground storage tank
2 - 400,000 gallon ground storage tanks
1 - 600,000 gallon ground storage tank
1 - 1.0 million ground storage tank
2 - 500,000 gallon elevated storage tanks
3 - Water wells on the Trinity Sands water table
1 - Water well on the Paluxy water table
1 - Water well on the Woodbine water table
1 - 36 inch water line from the City of Dallas to The Colony
This department also responds to after hour calls. Our meter shop is located
at Office Creek Pump Station.
I would like to see in the next five years ... the Water Department to increase
in size from fifteen to twenty-two employees, modernization of equipment and in-
strumentation, more City wide involvement on an extensive safety program for
all employees. An extensive beautification program for all pump stations.
Abandon the water Well at Stewart Creek Park and connect to City water supply
for a greater supply of safe potable water. A new service center to accomodate
the crowded condition that now presently exists. ~
003281
JUNE 10, 1989
QUESTIONS & ANSWERS:
1. Why does your department exist?
To treat the City's wastewater in compliance with regulatory agencies
guidelines and mandates covering all aspects from source, pretreatment
at industries and businesses, to the release of the treated effluent
and ultimate disposal of sludge.
2. What are your accomplishments since the last retreat?
A. Operation of the treatment plant for 12 months in compliance and
within budget.
B. Provide a baseline analysis and other requested information to the
City's engineer for plant expansion permit application from 2.5 to
7.5 MGD.
C. Provide maintenance services to all City departments through a Work
Request Order system, implemented August 1, 1988.
3. What is your perception of the City's needs as it relates to your de-
partment?
A. Sludge site
B. Sewer Use Ordinance
C.
00~28~
CITY OF THE COLONY
SPECIAL COUNCIL SESSION
UTILITY ADMINISTRATION PRESENTATION
JUNE 10, 1989
CITY OF THE COLONY
SPECIAL COUNCIL SESSION
UTILITY ADMINISTRATION. PRESENTATION
JUNE 10, 1989
Through this brief statement, I will answer the following three questions:
What is the purpose of the Utility Administration Department? What has the
Department accomplished since the last retreat? What are the needs or future
goals of my department?
Payroll processing was always a function of The Colony Municipal Utility
District Administration Department. After the City/M.U.D. merger, I continued
this operation, and in January of 1987, I added the General Fund payroll to the
Utility Department computer. The entire payroll for the City of The Colony now
includes an average of 165 employees and is processed every two weeks. The
annual payroll total is approximately 3.3 million dollars. In addition to pay-
roll, we process an average of 135 telephone calls per day for various depart-
ments. Emphasis is placed on courtesy, accuracy, and timeliness, when routing
calls and assisting customers. The main purpose of my department is very simple-
the timely and accurate billing and collection of customer utility accounts with-
in generally accepted accounting guidelines. To accomplish this, customer
accounts are billed, become due, and if necessary, are disconnected within a one
month time period. We have approximately 6,800 customer accounts with an annual
account billing totalling over 3 million dollars in Utility Fund Revenue. Pay-
ments· are processed, deposited, and posted daily utilizing an on-line computer
system. Our primary purpose is to collect for services provided by the City
thereby providing funding for those services, and we have accomplished some im-
portant goals this past year to facilitate that purpose.
The past year has been very important in upgrading our operations. We have
made major strides in improving billing procedures. In July of last year the
conversion of the customer utility billing system from the Burroughs to the NCR
computer was completed. The conversion was a massive effort which included the
redesigning of forms such as the utility bill and Final Notice; the actual
electronic transfer of all active customer accounts, and verifying balances,
deposits, and other information. Prior to the conversion, three video display
terminals were added to the department. Presently, customer accounts are updated
daily through these terminals from various locations. This network now includes
four terminals and one personal computer which all interface to the central pro-
cessing unit. Customer inquiries can be answered within seconds from any work-
station within the department. Beginning in October of 1988, we gradually
introduced a new billing schedule which greatly reduced the amount of time between
billing and eventual disconnection of delinquent accounts. This new cycle has
reduced the outstanding accounts receivable arrears amount by over $100,000.00.
In addition, all of these changes have worked to reduce the number of customer
requests for account researches by about 90 percent. Because of a large amount
in uncollectible accounts from previous years, we also contracted with Credit
Management, Inc. in 1988 to collect on these past due balances. Because of the
age of some accounts, initial results were slow but are showing improvement. We
have also managed to reduce mailing costs by adding carrier route to customer
UTILITY ADMINISTRATION PRESENTATION
Page 2
utility accounts. This has a potential savings of about $1,200.00 a year.
We've had a very successful year and we're now planning additional improvements
to continue that success.
Within the next one to three years I would like to further automate and
accelerate some operations. These include the automated inserting of utility~
bills, notices, and return envelopes (currently this is being done by hand);
implementing a 4 cycle utility billing schedule; and using hand held devices for
electronic water meter reading. More immediate plans include the accelerated
processing of uncollectible accounts to further improve collections and the re-
modeling of our current facilities to correct some structural deficiencies.
Funds have already been budgeted for this project. I would also like to add a
part-time staff member because I have not been able to teach the computer how
to file yet.
The primary goal of the Utility Administration Department has been and con-
tinues to be excellent customer service in a fiscally responsible manner. Recent
computer upgrades and improvements have assisted in this goal. Through future
electronic automation and computer enhancements, the Utility Administration De-
partment will continue to meet and exceed its goals.
Council/Staff Retreat
ATTACHMENT "0"
June 10, 1989
Tax Department Presentation
Mayor, City Councilmen, Mr. Hall and fellow employees:
The Tax Department exists to enable the taxes that are levied by the City
of The Colony to be collected. The levy that is generated is a result of
the City tax rate being applied to the taxable value of all properties
located within the boundaries of the City of The Colony. The taxes levied
for the fiscal year 1988-89 were approximately 3.8 million dollars. AS of
this date we have collected over 96% of those taxes or about 3.75 million
dollars. The Tax Depar~ent collects taxes and maintains legal information
for approximately 7,600 current accounts and 500 delinquent accounts. Our
office is the repository of the ~st complete files of information on the
Individual property that exists locally.
The Tax Department also has the responsibility of making sure that all tax
liens for the City of The Colony remain in place and are enforceable. This
relates to our work on a daily basis in working with foreclosures, bankrupt-
cies, tax suits and any other cases where the City's tax lien would be placed
in jeopardy.
Public relations are a very important aspect of this office. Most of the
public contacts in our office are people wanting general t~ information
and we assist them by furnishing and explaining this info~ation according
to their needs.
During the past year we had several tax suits filed to secure the pa1~nent of
delinquent taxes. Many were settled Out of court by p~ent of the delinquent
taxes. We only had one tax suit that was actually heard in District Court
and a judgment was ruled in our favor. At this time the Abstract of Judgment
is being issued by the District Clerk.
We ~ave researched n%umerous bankruptcies and forwarded them to our tax attor-
ney so that she could file a claim with the bankruptcy court in behalf of
the, city. The number of foreclosed properties in the City of The Colony has
averaged 32 per n~nththis past year. These properties also require extensive
research and we must file a claim with the mortgage company prior to the fore-
closure sale showing any outstanding taxes. The Tax Department prepares these
claims and forwards them to the ~rtgage company shown on the foreclosure list-
ing. From the date we receive the foreclosure listing to the date of the fore-
closure sale is about 15 days.
The responsibility of the Tax Department in relationship to ren%~bering of
Eastvale, was to match the legal descriptions to the new property address, for
correlation to the tax rolls and also notification to the Denton Central
Appraisal District. This has been accomplished and the District will send
copies of their work cards to the Tax Department upon their completion of this
task.
Council/Staff Retreat
June 10, 1989
Tax DepartJnent Presentation
Page 2
My perception of the needs of the City as they relate to the Tax Department
are:
1. A larger office. At the present time the Tax Department is housed in
a room approximately 7 and one-half feet wide by 11 feet long. This
department is staffed by 2 persons. In addition to our 2 desks, this
room contains lateral files, a statement cabinet, and a telephone stand.
Plans have been ~de for this depart~ent and the computer operator to
trade offices, therby creating aduquate space for the operations of the
department and ~scellaneous taxpayer services.
2. TWO telephone extensibns. Currently the Tax Assessor-Collector an~ the
Tax Clerk share one telephone extension. This really handicaps our op-
eration because most of our public relations are handled by telephone.
Another extension was budgeted as an increase to the Telephone Expense
for the fiscal year 1988-89, but it has not been installed because of
the proposed ~ve to the computer room.
3. Computerized Collections. There are several areas that wOuld be enhanced
in our operations with computerized collections.
a. We would have better m~nagement of the high volu~e pa}nnent period
with improved cash flow. Our audi~ trail and documentation would
be enhanced with the production of various reports to the Finance
Department and also to the Council.
b. Foreclosures, rollback taxes, bankruptcies, accounts under consider-
ation for possible litigation, active tax s~lts and judgments would
be much easier to work. Research time for these items would be re-
duced considerably and the cost savings in these areas would be sub-
stantial.
c. Accessibility, accuracy and maintenance of ownership records would
be greatly improved. At the present time, at least two other city
departments rely upon our ownership records from the Denton Central
Appraisal District. Research of ownership at the present time. is
about 5 minutes per account. There are gaps in ownership that are
sometimes as much as 2 to 3 years. When notification of the owner
of record by a department is required, having an incorrect owner is
a waste of our time and the taxpayer's money.