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05 City Council Minutes 02-25-08CITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: 2-22-008 City Clerk Janice Ellis Council Date: 5 3-10-2008 RECOMMENDED MOTION: Motion to approve as presented. POLICY ISSUE~S~: BACKGROUND: Council Minutes from the meeting on February 25, 2008. BOARD~COMMISSION RECOMMENDATION: EXHIBITS: The attached minutes from the meeting of February 25, 2008. ACTION: BUDGET INFO: ❑ Financial Report ~ Minute Order Expense $ ❑ Department Report ❑ Resolution Budgeted Amt. $ ❑ Presentation ❑ Ordinance YTD Actual $ ❑ Public Hearing ❑ Other Acct. Name Acct. Number FISCAL NOTES: REVIEWED AND APPROVED BY: ~ Administration ~ City Clerk ❑ Communiry Development ❑ EMS/IT ❑ Finance ❑ Fire ❑ Municipal Court ❑ Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities City of Paris Revised 2/04/08 REGULAR MEETING OF THE CITY COUNCIL, CITY OF PARIS February 25, 2008 The City Council of the City of Paris met for a regular session at 6:00 P. M. Monday, February 25, 2008, at the City Council Chamber, 107 E. Kaufinan, Paris, Texas. Present: Absent: OPENING AGENDA Mayor: Jesse James Freelen Council Members: Mary Ann Fisher; Kevin Gray; Stephen Brown; Will Biard; and Don Wilson City Staff: Kevin Carruth, City Manager; Kent McIlyar, City Attorney; Janice Ellis, City Clerk; Gene Anderson, Finance Director; Shawn Napier, City Engineer; Priscilla McAnally, Library Director; Karl Louis, Police Chief; Kent Klinkerman, Director of EMS; Ronnie Grooms, Fire Chief; and Doug Hams, Interim Director of Utilities Council Member: Bill Strathern, Mayor Pro Tem L Call meeting to order. Mayor Freelen called the meeting to order at 6:00 p.m. 2. Invocation. Reverend Fisher gave the invocation. 3. Pledge of Allegiance. Council Member Brown led the pledge. 4. Citizens Forum. No one spoke. 5. Introductions, announcements, and recognitions. a. Proclamation declaring March 16-22, 2008, as "Poison Prevention Week" in Paris, Texas. Regular City Council Meeting February 25, 2008 Page 2 Mayor Freelen read the Proclamation declaring March 16-22, 2008, as "Poison Prevention Week" in Paris, Texas. CONSENT AGENDA Mayor Freelen inquired if there were any items that Council Members wanted to pull from the Consent Agenda for discussion. Council Member Biard stated he had a change to the minutes of February 11, 2008, and had a question for Pete Kampfer on the PEDC minutes. Mayor Freelen said he had a question on the City Council Task Force minutes. Council Member Wilson stated he had a question on the monthly financial report. Mayor Freelen said the only item not pulled forward was item 7c. Council Member Brown made a Motion to approve 7c. ( Paris Visitors and Convention Council minutes for 10-26-07) and Council Member Fisher seconded the Motion. Motion carried, 5 ayes - 0 nays. Mayor Freelen moved to the minutes of February 11, 2008. 6. Deliberate and act on the approval of minutes from the meetings on February 11 and 14, 2008. Council Member Biard asked that paragraph 4 of item 6 of the minutes from the City Council meeting of February 11, 2008, be corrected to insert the words "Mr. Gray" between the words "however" and "arrived." Mayor Freelen moved to item 7. 7. Receive and deliberate on reports and/or minutes from the following boards, commissions, and committees: a. City Council Task Farce on Code Enforcement (1-22-08) Mayor Freelen inquired if electric fences were acceptable if constructed within another fence. Council Member Wilson said that issue came up in the discussions and the recommendation was it should be acceptable. Mayor Freelen also inquired if barbed wire fences were grandfathered in under the proposed new fencing ordinance. Council Member Biard said he did not think they were grandfathered in, if deemed the barbed wire fence proposed a health risk. He gave an example such as a barbered wire fence in a residential neighborhood. Mayor Freelen wanted to know if an agriculture zone are was an exception. Council Members Biard, Wilson and Brown answered in the affirmative. Council Member Wilson said that staff would be bringing to Council the ordinance for their review and action. b. PEDC (1-23-08) Regular City Council Meeting February 25, 2008 Page 3 Council Member Biard asked for clarification about the account balance at Liberty National Bank as discussed in the minutes of January 23, 2008, and it being outside of his normal internal control. Gene Anderson said the quarter percent sales tax money that goes to EDC, results in four or five months out of the year where that a single deposit exceeds $100,000.00. Gene went on to say each time that happens, the City is going to be in violation of the $100,000.00 limit in protection under FDCI Insurance. Mayor Freelen moved to item 8. Deliberate and accept monthly financial report. Council Member Wilson, as did several other Council Members said their packets did not include the departmental expenditure information. A Motion to table item 8 until receipt of such information is received at the next meeting was made by Council Member Wilson and seconded by Council Member Biard. Motion carried, 5 ayes - 0 nays. Council Member Fisher made a Motion to approve the remainder of the Consent Agenda and Council Member Wilson seconded the Motion. The Council voted five (5) for and none (0) to approve and adopt the remainder of the Consent Agenda Items. Regular Agenda 9. Hear and deliberate on presentation by Dr. Pam Anglin on strategic planning. Dr. Anglin gave a presentation on strategic planning outlining the six step process. See Exhibit "A" attached. Kevin Carruth pointed out that Dr. Anglin recommended a different course than discussed in an earlier Council meeting specifically, the process starts with the City Council rather than the departments. Kevin inquired as to the length of time to complete a strategic plan. Dr. Anglin stated it would take somewhere between six and nine months to complete. Council Member Wilson expressed concern about changing the plan every couple of years, because of the change in Council every couple of years. Dr. Anglin suggested Council look at long term goals rather than specific goals. 10. Deliberate and act on request for proposals and funding for demolition of Casa Bonita Apartments. Kevin Carruth informed Council that Brady Environmental Services, Inc. had given the City a quote in the amount of $1,020.00 for preparation of requests for proposals. 11. Deliberate and act on establishment of vehicle allowances for certain positions. Regular City Council Meeting February 25, 2008 Page 4 Mayor Freelen advised Council this item was tabled at a previous meeting and should they wish to discuss this matter, he would need a motion to bring it from the table. A Motion to bring the item from the table was made by Council Member Wilson and seconded by Council Member Brown. Motion carried, 5 ayes - 0 nays. City Council discussed at length pool cars, purchasing of new vehicles, mileage logs and in general car allowances for department heads. Council Member Gray arrived to the meeting at 6:50 p.m. Kevin Carruth stated the positions who were promised car allowances as part of their packages were the police chief, fire chief, EMS director, finance director, community development director, city engineer/public works director and assistant city attorney. A Motion to restore car allowances to the police chief, fire chief, EMS director, finance director, community development director, city engineer/public works director and assistant attorney was made by Council Member Biard and seconded by Council Member Gray. Motion carried, 6 ayes - 0 nays. It was a consensus of City Council for the city clerk, city attorney and city utilities director, as well as all other city employees to file reimbursement of miles driven in their personal cars on city business. A Motion to make this retroactive to January 1, 2008, was made by Council Member Brown and seconded by Council Member Fisher. Motion carried, 6 ayes - 0 nays. 12. Deliberate and act on establishment of unified non-civil service pay plan. Mayor Freelen advised Council this item was tabled at a previous meeting and should they wish to discuss this matter, he would need a motion to bring it from the table. A Motion to bring the item from the table was made by Council Member Biard and seconded by Council Member Gray. Motion camed, 6 ayes - 0 nays. Gene Anderson went through the proposed combined pay plan. He said he had received several complaints regarding employees being on two different pay scales. Gene explained the proposed consolidated plan had 75 grades, each with 10 steps, and it would take a minimum of 20 years to top out. He also stated the first five steps of the consolidated plan were identical to the Z plan and steps six and seven of the combined pay plan were the same as steps four and five of the old plan. Gene also said steps eight, nine, and ten of the consolidated plan were entirely new steps. Council discussed the additional cost of expanding to ten steps. Regular City Council Meeting February 25, 2008 Page 5 A Motion to adopt the consolidated pay plan through step seven was made by Council Member Biard and seconded by Council Member Brown. Motion carried, 6 ayes - 0 nays. 13. Deliberate and act on reclassification of certain positions. Mayor Freelen advised Council this item was tabled at a previous meeting and should they wish to discuss this matter, he would need a motion to bring it from the table. A Motion to bring the item from the table was made by Council Member Biard and seconded by Council Member Gray. Motion carried, 6 ayes - 0 nays. Kevin Carruth explained these recommendations were being made to improve competiveness and to get more in align with the same type positions in other cities. Mayor Freelen said he wanted to review the reclassifications individually. He moved to the emergency dispatchers and solid waste collectors. Mayor Freelen said he felt strongly that these positions needed to be reclassified, because of the high turnover rate. - A Motion to reclassify emergency dispatchers from a grade Z13 to a grade 18; and reclassify solid waste collectors from a grade ZS to a grade 11, and make such reclassifications retroactive to January 1, 2008, was made by Council Member Wilson and seconded by Council Member Brown. Motion carried, 6 ayes - 0 nays. A Motion to discuss the city clerk and the librarian separately was made by Council Member Biard and seconded by Council Member Fisher. Motion carried, 6 ayes - 0 nays. Council Member Wilson stated compared to other cities surveyed where the city clerk was not also serving as finance director, that the pay for the city clerk position was in line with other cities He also compared the positions of city clerk and county clerk. Mayor Freelen factored in that additional responsibilities had been added to the city clerk. Council Member Brown stated the city clerk had to attend all night meetings and the county clerk did not. Kevin Carruth said additional responsibilities of the city clerk were the supervision of the additional person, preparing the agenda packets, and managing the boards and commissions. Mayor Freelen inquired if Council would be willing to reclassify the position to a grade 40 instead of the requested grade 42. A Motion to reclassify the city clerk position to grade 40 was made by Council Member Fisher and seconded by Council Member Brown. Motion carried, 5 ayes - 1 nay, with Council Member Gray casting the dissenting vote, because he thought the reclassification should be a 42. Mayor Freelen moved to reclassification of the librarian. Council Member Wilson stated compared to other cities, the librarian was receiving below average pay. Gene Anderson said the Regular City Council Meeting February 25, 2008 Page 6 library director was doing her job and the job of an assistant director. Mayor Freelen inquired if Council would be willing to reclassify the position to a grade 42 instead of the requested grade 45. A Motion to reclassify the library director position to grade 42 was made by Council Member Biard and seconded by Council Member Fisher. Motion carried, 5 ayes - 1 nay, with Council Member Gray casting the dissenting vote, because he thought the reclassification should be a 45. Mayor Freelen moved to the EMS/MIS Director. Gene Anderson explained this reclassification was recommended to line up the position on the combined pay scale. A Motion to approve the reclassification was made by Council Member Wilson and seconded by Council Member Fisher. Motion carried, 6 ayes - 0 nays. Mayor Freelen moved to the Senior EMS Billing Clerk position. Gene Anderson explained the reclassification was recommended to line up the position on the combined pay scale. He went on to say it was comparable to the utilities billing clerk. Council Member Wilson said this position was a different skill level than utilities billing clerk. Mayor Freelen asked for a recommendation from Kent Klinkerman. Kent recommended Council leave the position at the current classification. A Motion to retain the current classification for the Senior EMS Billing Clerk was made by Council Member Biard and seconded by Council Member Brown. Motion carried, 6 ayes - 0 nays. A Motion to reclassify the Executive Assistant from a grade Z20 to a grade 28 was made by Council Member Wilson and seconded by Council Member Fisher. Motion carried, 6 ayes - 0 nays. 14. Deliberate and act on creation of the Lake Pat Mayse Study Committee and appointment of members. Mayor Freelen stated they had discussed at a previous meeting that each Council Member would make an appointment to the Committee. He also stated each Council Member would select an additional name and four names would be drawn from that selection to serve on the Committee. Mayor Freelen asked if Council wanted to reschedule the meeting for March 3, 2008, to allow additional time for selection of names. It was a consensus of Council to do so. A Motion to table the item was made by Council Member Wilson and seconded by Council Member Gray. Motion carried, 6 ayes - 0 nays. 15. Deliberate on possible future agenda items. Kevin Carruth informed Council that Paris Independent School District had asked far an opportunity to give Council a presentation regarding the new high school. Mr. Carruth said that PISD would be asking for funds to construct an extension of Collegiate Drive from Love Civic Center to Loop 286. Regular City Council Meeting February 25, 2008 Page 7 Council Member Wilson requested an item regarding total payroll trends be placed on the Agenda for the next regular meeting. Mayor Freelen asked for an item on restoring a turn-around lane on the northeast loop, near the overpass being constructed over Pine Mill Road. 16. Adjournment. There being no further business, a Motion to adjourn was made by Council Member Brown and seconded by Council Member Biard. Motion carried, 6 ayes - 0 nays. The meeting was adjourned at 8:20 p.m. JESSE JAMES FREELEN, MAYOR JANICE ELLIS, CITY CLERK STRATEGIC PLANNING FOR THE PUBLIC AND NON-PROFIT SECTOR Strategic planning has been defined in a number of ways but all involve the ability to make well thought out decisions today to achieve a desired future. Three Questions we are answering with strategic planning 1. Where are we going? 2. What is the environment? 3. How do we get there? Six Step Process 1. Environmental Scanning 2. Evaluation of Issues 3. Forecasting 4. Goal setting (strategic goals) 5. Implementation 6. Monitoring Environmental Scanning Internally - Evaluate attitudes of City Council, administrators, department heads, employees; capabilities of employee groups; organizational procedures; efficiency of operations; financial resources; physical resources; quality of program; and quality of services Strengths Weaknesses Externally Evaluate external factors such as: economic, technical, political, social values, legal, governmental, demographic, and family life Opportunities - Conditions that may enhance the City Threats - Conditions that might hinder the city Forecast desired and expected future City Council develops Strategic Goals to determine the direction which the City needs to move to fulfill its mission. Strategic goals determine the direction rather than the methods to get there. Strategies are developed by the leadership. Methods to get there are developed by operational levels or departmental levels. Clear goals will provide criteria for making organizational decisions at all levels. Goals and broad based assumptions come from the top down. Detailed plans come from the bottom up. EXHIBIT "A"