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HomeMy WebLinkAbout06/29/1992 City Council 004898 MINUTES OF THE CITY COUNCIL MEETING HELD ON JUNE 29, 1992 The Work Session of the City Council of the City of The Colony, Texas was called to order at 7:00 p.m. on the 29th day of June, 1992 at City Hall with the following Council roll call: William Manning, Mayor Present Mike Lynch, Councilman Present Billy Sharp, Councilman Present Joe Agnew, Councilman Present Tom Bogan, Councilman Present John Dillard, Councilman Present Joel Marks, Mayor Pro-tem Present and with seven present, a quorum was established and the following items were addressed: 1. RECEIVE PRESENTATION FROM DEPARTMENT HEADS REGARDING THE RESPONSIBILITIES, ORGANIZATION AND GOALS OF THEIR RESPECTIVE DEPARTMENTS Mayor Manning stated this would be an informal time of hearing presentations from all city departments and asked the Council to hold their questions to the end of all the presentations. CITY SECRETARY Patti Hicks, City Secretary gave a brief history of the Office of the City Secretary and how it has changed since the incorporation of the City, stating it has come from a one person, one office arrangement to a three person two office arrangement. Ms Hicks outlined some of the responsibilities of the office and reminded council that in the State of Texas, each incorporated city is required to have a city secretary. One of the goals, cited by Ms. Hicks is to have the complete history of the city computerized. PERSONNEL Margaret Burkett, Personnel Director, stated she is fairly new in this position, but is well aware of it's importance. Ms. Burkett said her office is responsible for advertising for employment opportunities, orientation of new employees, and coordinates employee benefits. Going on, Ms. Burkett stated she works closely with payroll and aids in resolving differences and problems for employees as well as coordinating workers compensation. She said she is currently working on bringing the city into compliance with the new Americans with Disabilities Act (ADA) and initiating the Drug Policy Ordinance. Some of the goals cited by Ms. Burkett were: 2 004397 1. A revised salary plan. 2. Awards ceremony for employees. 3. Employee of the Year program. 4. Incentive program for physical fitness. At this time, Mayor Manning said if Council has any questions, to go ahead and ask them now, but to keep them to a minimum. Ms. Burkett fielded questions regarding the pay plan and how long it takes to top out as well as worker's compensation and safety, stating that there is a T-100 Safety Committee to which accidents are reported. LIBRARY Joan Sveinsson, Library Director, gave a brief presentation covering what a library is and what it does, stating the Library does more than house books, ie, (1) Collect and organize library materials and information, (2) Provide access to materials an information, (3) Assist patrons in locating materials and information and (4) Encourage the use of materials and information. Ms. Sveinsson then more fully explained each of the functions mentioned above. She also listed the types of materials and the various services offered at the Library. The short term goals were listed as follows: * continue expansion/improvement of services to youth * continue improvement of coordination with public schools * upgrade/expand juvenile & easy collections * improve signage * streamline retrieval via Municipal Court (delinquent patrons) * production of library brochure and business information brochure * improve productivity/efficiency of computer network * improve file organization/management on computer network * establish a compact disk collection * place HVAC units under a preventative maintenance contract * bring all aspects of materials and services into compliance with ADA * provide public access to the on-line catalog Ms. Sveinsson answered questions regarding the video program and the outdated card system. There was also a discussion regarding tying the Library into the City Hall computer network computer system. Ms. Sveinsson said that would be very beneficial in many areas. FINANCE Ms. Jackie Carroll filled in for Mr. James England, who is on vacation. Ms. Carroll said the Finance Department is responsible for all financial duties for both the General Fund and the Utility Fund. Under Utility Administration, Ms. Carroll said billing of customer accounts are handled using an NCR main frame computer system, noting the ---- 004898 utility offices are connected by modem to the City Hall system. She said payroll and leave information for both General Fund and Utility Fund employees are maintained and coordinated through the Utility Administration office. The Finance department handles accounts payable, general ledger, financial reports, budget accounting and revenue management. Ms. Carroll noted that the City had received the award for excellence from the Government Finance Officer's Association the past two years and that Mr. England was in Orlando this week to receive that award. Goals of the department are: 1. Cycle billing of customer accounts 2. Drive up drop box for payment of customer accounts 3. Computerized meter reading 4. Upgrade and expand current computer system Councilman Lynch asked what she would do with a million dollars if the council gave it to her. Ms. Carroll said buy a new computer. Councilman Sharp asked about the computerized meter reading. Councilman Dillard said the receipt of the award should be publicized. There was a brief discussion regarding paying utility bills at City Hall. Ms. Carroll stated there were some concerns with that. PUBLIC WORKS Tommy Turner, Director of Public Works said this department is made of four different areas: Vehicle Maintenance, Public Works, Wastewater and Water, with four superintendents and a total of 52 employees. Mr. Turner turned the presentations over to the respective superintendents. VEHICLE MAINTENANCE - Don Owens advised this department maintains all city vehicles and motorized equipment, down to weed eaters. This department ensures the city complies with all EPA regulations as well as other Federal and State requirements. Vehicle Maintenance maintains the fuel supply for all departments and keeps extensive repair records on all equipment. Mr. Owens said he helps to write the specifications for new equipment and cited the following goals: 1. Fleet management on computer 2. Larger facility Mr. Owens fielded questions from the council regarding the recent legislation regarding freon and also discussed using vehicles that run on natural gas. PUBLIC WORKS - Ken Leverich explained this division is responsible for streets, medians, sidewalks, some parks, drainage, and concrete. Mr. Leverich said his department also shares traffic control with police and fire, providing barricades and cones. Going on, Mr. Leverich said the biggest problem his department has is the drainage areas of the city 4 004393 and one of his goals is also to expand the computer capability in this department. Councilman Bogan asked the biggest need and Mr. Leverich said new equipment to maintain the drainage areas. WASTEWATER - Kenneth Huffman stated this department maintains the wastewater system for the city, as well as provides electrical and other maintenance for all departments. Mr. Huffman said his goals are to develop a comprehensive bio-monitoring sludge site and to maintain the certification of his personnel. Councilman Lynch asked Mr. Huffman what he would do with a million dollars and Mr. Huffman said first he would give good cost of living raises to his personnel and then purchase a computer system. WATER - David Yordy advised the council of his level of responsibility, stating he provides administrative control and direction for the various divisions of the Water Department and works with consulting engineers for technical assistance. Mr. Yordy went on stating he directs the operation of overseeing 61.6 miles of water maim, 61.1 miles of sewer mains, 7418 residential and commercial meter connections in The Colony and 256 connections in the Eastvale subdivision and 451 fire hydrants, as well as inspect the work performed by contractors and developers. Mr. Yordy cited the following goals: 1. Rehabilitation of the elevated storage tank #2 on N. Colony Blvd. 2. Rehabilitation of the well at pump station #3 behind Fire Station No. 2 One future project for this department is to upgrade the water system in the Eastvale subdivision to bring it into compliance with the Texas Water Commission. When asked what he would do with 2 million dollars, Mr. Yordy said first he would reward the dedicated employees in his department with better salaries and then he would upgrade the Eastvale area water system. There was a brief discussion regarding tying the system in Eastvale into the City's main system. PARK AND RECREATION - Sylvia Brantley said this department provides athletic, recreational and cultural programs to the citizens of The Colony. She said they work with LISD on a cooperative program for use of facilities and coordinate Senior programs. The goals for Park and Recreation are: 1. Computerize all registration and other information 2. Complete all park bond fund development projects this year. 3. Upgrade athletic fields 4. All parks under Park and Recreation, not Public Works, which would require more people and equipment. 5. Remodel the racquetball courts 6. Development of Stewart Creek Park, ie, electrical and primitive camping, courtesy dock, bathrooms with showers, fishing pier, another sand lot volleyball court 7. Enclose the courtyard at the Rec Center for additional space 5 004460 8. Passenger van 9. Divider for the gym Councilman Lynch asked about the swim area at Stewart Creek Park. Ms. Brantley advised the Beach area is finished but the swim area is not, noting she is waiting for the Corps of Engineers to provide the gas line pipe to mark the area. Elise Knox, Aquatic Park Manager, described the facilities at the pool, and outlined all the programs and services provided. She said goals are to improve the volleyball court and possibly to have more water area. An immediate need is the re-plastering of the indoor and outdoor pool. INSPECTIONS/ANIMAL CONTROL/HEALTH/PLANNING Bob van Til introduced himself and stated he would be covering all three areas, noting that he serves as Building Official, and Administrative Staff Planner. He also noted that as Building Official he is responsible for the Environmental Health Department, which includes the Animal and Wildlife Protection Division. Mr. van Til said the Inspections Department is responsible for enforcing the Building Codes and City Codes, and handles inspections. This department also the plan and review process for new construction, as well as overseeing the use of property. The Health Department is supervised by Sandra Long, Health Director. this department is responsible for health inspections, licensing of food handlers, and registration and inspection of in-home day care centers. Animal Control is also under the Health Director. Mr. van Til said goals in these two areas are: 1. Education of the employees 2. Cross-train employees 3. Stream line and simplify the paperwork and procedures 4. Maintain public education As for the Planning Department, Mr. van Til stated he works for the City Manager and works with the Council and the Planning and Zoning Commission. He said he is responsible for long range planning, subdivision review, zoning and re-zoning cases, coordinator for primary projects in the City, economic development, liaison to the chamber and coordinates grant applications. Mr. van Til said the planning process involves staff, engineers, developers and the council. Goals for the planning department include: 1. Review subdivision zoning codes 2. Complete the Economic Development Strategic Plan 3. complete the impact fee updates 4. complete the Northeast Regional Park 5. Prepare for growth within the next decade by streamlining our processes to 6 enhance development. He said we need to get ready for what he calls the "Big Bang". The explosive development along Hwy 121. 6. Small Business Incubator Program instituted in some manner 7. Curb side recycling FIRE DEPARTMENT Dave Wallace, Captain and Fire Marshall, addressed the council in the absence of Chief Van Morrison who is on vacation. Captain Wallace said the department is what is known as a combination department, including both career employees and about 25 volunteers, who cover three shifts (A,B,C,) by working 24 hours on and 48 hours off. The main responsibilities are fire suppression EMS and fire prevention, broken out as follows: 1. Fire Suppression A. training B. two class A pumpers C. two grass units D. squad that carries air 2. EMS A. All career personnel, with the exception of the Chief, are certified paramedics. The chief is an EMT. B. Operation of MICU - emergency room on wheels. Employees can do any initial treatment just as it would be done in an emergency room, by following directions of the doctor communicating with them over the phone. C. two ambulances - both equipped as an MICU, by only one is licensed as such due to the lack of personnel. 3. Fire Prevention A. code enforcement B. fire inspections C. fire investigation D. public fire education Captain Wallace said short term goals are: 1. To get more aggressive with public fire education 2. Acquire sufficient personnel to open Station 2, stating that section of the city is at a disadvantage because all response is from Central Station. Long term goals were city by Captain Wallace: 1. Acquire personnel, equipment and training necessary to protect the upcoming development along 121. 2. Prepare for major growth. Councilman Marks asked Captain Wallace if the budgetary impact to staff Station 2 would be made available to the Council. Captain Wallace stated that had been done previously but would check on it. POLICE DEPARTMENT Captain Mike Carroll, serving as acting Police chief, addressed the council, advising the department has a total of 55 employees, 26 of whom are sworn peace officers. Going on, he stated, quoting the Mission Statement, "the main responsibilities are to protect life, health, and property, to place the public's safety and welfare above all other interests, to demonstrate integrity, honesty and fairness in all encounters; to respect the constitutional rights of all persons; and to constantly strive for excellence". Short term goals for the department are: 1. Implementation of a Traffic Division 2. New computer system Future, long term goals include: 1. Expansion of existing facility or new facility 2. Lap top computers for officers 3. Intoxilyzer machine for traffic division 4. Increase personnel in CID to implement three different divisions A. Crimes against persons B. Crimes against property C. Youth Services 5. Re-organize and expand the reserve force 6. Create a Public Relations Division 7. Traffic Signalization of intersections at: A. S. Colony Blvd. and Paige Rd. B. Main St. and Lake Highlands 8. Secured outside storage building There was a brief discussion regarding the outside storage building. Captain Carroll advised this would be mainly for storage of dead files, stating most of the storage has been used and there is no where for the records to be stored. 8 004403 Mayor Manning thanked staff for their attendance and presentations and with no further business to address, adjourned the meeting at 9:42 p.m. APPROVED: William W. Manning, Mayor ATI'EST: Patti A. Hicks, CMC, City Secretary 9