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22 BudgetCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: O 1 /20/09 Council Date: City Council Kevin Carruth 22. O 1 /26/09 RECOMMENDED MOTION: Not an action item POLICY ISSUE(S): Budget BACKGROUND: During the council meeting of January 12, Council Member Brown asked for a discussion item on the positions and funding of the building and electrical inspector and chief building official. In February 2008 the Chief Building Official (CBO), Rick Hundley, retired. Building and Electrical Inspector (BEI) Jason Browning was temporarily promoted to CBO and the BEI position was left vacant. At the time staff was working on a departmental reorganization plan to handle the additional work brought on from the ordinance changes recommended by the Code Enforcement Task Force and to improve overall efficiency and responsiveness. The reorganization was delayed to become part of the FY 2008-2009 budget process. Council declined to include the reorganization in the budget and by this time Mr. Browning had been promoted to permanent CBO. In November the Director of Community Development requested permission to post the BEI position and it was posted at the end of December with the same title, pay grade, and description it has had for many years. After ten days only one application was received (from a current employee). Since the BEI position was posted, Council Member Brown has publicly commented that he thinks that the Council was "duped" or otherwise mislead by staff because his understanding was that the October pay increase for the CBO position was to be accomplished by eliminating the BEI position. This has never been the understanding of the City Manager, Director of Community Development, Director of Finance and Human Resources, or any other staff inember. A review of the video recording of the October 13 and October 27 council meetings where the budget amendment required to fund the CBO's salary increase was acted upon shows no discussion whatsoever about eliminating the BEI position, nor does a review of the meeting minutes. Also, none of the packet materials for these meetings discuss eliminating the BEI. On the contrary, in the ordinance amending the budget several line items were reduced to offset the increases in the other line items, such as the CBO's higher salary. Had the BEI position been eliminated, none of the other reductions throughout the ordinance would have been necessary because the BEI salary savings would have been enough to compensate. While there may have been a misunderstanding or miscommunication regarding the Building and Electrical Inspector position, there certainly was no attempt to deceive Council. If there is discussion that the BEI position is not needed and should be eliminated, staff still maintains that the position is critical to the functioning of the department because the inspection and plan review volume in Paris is too great for a single person. Coincidental to the discussion of this issue, staff has been conducting the most comprehensive survey of Texas Cities regarding fire and building plan review and inspections that has been done. One of the questions in the survey is how many building inspectors/plan reviewers (non-fire) the city has. For the 25 Texas cities with populations approximately 10,000 of the Paris population, the average number of inspectors is 3.08 and the average for the 11 cities with populations in the 20,000's, the average number of inspectors is 2.7. City of Paris - 000105 Revised 2/04/08 BOARD/COMMISSION RECOMMENDATION: EXHIBITS: Council Member Agenda Item Request ACTION: BUDGET INFO: ❑ Financial Report ❑ Minute Order Expense $ ❑ Department Report ❑ Resolution ❑ P Budgeted Amt. $ resentation ❑ Ordinance ❑ Public H rin E O h y'I'D Actual $ g ea t er Acct. Name Acct. Number FiscAiL NoTES: REVIEWED AND APPROVED BY: E Administration E City Clerk E Community Development ❑ EMS/IT E Finance ❑ Fire ❑ Municipal Court ❑ Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities City of Paris ~ 000100 Revised 2/04/08 FOR YOUR INFORMATION City of Paris, Texas Council+Staff Operating Agreements Council Ask For List 1. Complete and accurate information in the context of the question 2. History on the issue 3. ROW - Results Oriented Work 4. Don't assume we have the information or knowledge the staff does 5. Change the paradigm from "Can't Do" to "Can Do" Council Commit To List 1. Never give instruction to a city employee 2. Be willing to listen 3. Provide direction to staff through the City Manager 4. Work issues through the City Manager 5. Stand behind staff when they have done what was asked 6. Provide open communication 7. Acknowledge accomplishments and milestones achieved by the departments Staff Ask For List 1. For the Council to seek clarification on issues and ask questions before meetings 2. Adequate resources (Human, Financial, Time) 3. Live the Golden Rule 4. Clearly defined priorities and goals 5. No micromanagement - Just buy the bus, determine the destination and let staff drive it 6. Follow the chain of command 7. Acknowledge that we are professionals and know our jobs 8. Support council decisions in public and to the media 9. Allow the system to work Staff Commit To List 1. Being Honest 2. Admitting when we don't know something and committing to obtaining the answer 3. Helping to achieve goals 4. Not being antagonistic 5. Supporting council decisions in public and to the media 6. Maintaining and improving excellent customer service 7. Helping council find solutions Paris City Council 7-18-08 n ()U()10 ,`'_i Quality Quantifiers Requested "IVlust Nevers" Staff Must Never Deceive Council Must Never Discredit Council or Members to Others Must Never IVfiake False Promises to Council COU11C1l Must Never Publicly Humiliate Staff Must Never flAake Assumptions Without Asking for Facts Must Never Under Resource a Project or Activity Must Never Assume Expertise Because of Elected Status Must Never Shoot the Messenger Must Never Over React to Single Complaints Must Never Lie Must Never Forget to Get all of the Facts First Must Never Forget the Golden Rule City of Paris, Texas Final Draft 7-18-08 0001UJ We Define Success Council Hearing Praise Hearing Declining Severity of Comments Hearing Truth Hearing Facts Seeing Progress Seeing Teamwork Seeing Results Seeing an Increased Level of Service Feeling Pride Feeling Accomplishment Feeling Respect Feeling Cooperation Feeling the Confidence of the Staff Feeling Focus Staff Hearing Open, Vigorous and Respectful Debate Hearing Reasonable Direction Hearing Appreciation for a Job Well Done Seeing Fewer Negative Newspaper Articles Seeing Civility Feeling Trust Feeling Positive Perception Feeling Understanding and Tolerance for Human Error Experiencing Mutual Respect City of Paris, Texas Final Draft 7-18-08 ■ 000110 NOTICE OF REGULAR MEETING OF THE PARIS INDEPENDENT SCHOOL DISTRICT BOARD OF TRUSTEES Notice is hereby given that on the 12TH day of JANUARY, 2009, the Board of Trustees of the Paris Independent School District will hold a SPECIAL meeting at 5:30 P.M., at the Elaine Ballard Administration Building Conference Room, 1920 Clarksville Street, Paris, Texas, 75460. The subjects to be discussed are listed on the agenda that is attached to and made a part of this Notice. If, during the course of the meeting covered by this Notice, the Board of Trustees should determine that a closed meeting or closed session of the Board of Trustees is required, then such closed session or closed meeting as authorized by the Texas Open Meetings Act, Texas Government Code Section 551.001 et sea., will be held by the Board of Trustees at the date, hour, and place given in this Notice or as soon after the commencement of the meeting covered by this Notice as the Board of Trustees may conveniently meet in such closed session or closed meeting concerning any and all purposes permitted by the Act, including, but not limited to the following sections and purposes: Texas Government Code Section: 551.071 Private consultation with the Board's attorney. 551.072 Discussing purchase, exchange, lease or value of real property. 551.073 Discussing negotiated contracts for prospective gifts or donations. 551.074 To deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee; or to hear a complaint or charge against an officer or employee. 551.076 Considering the deployment, specific occasions for, and or implementation of, security personnel or devices. 551.082 School Children; School District Employees: Disciplinary Matter or Complaint - Considering discipline of a public school child, or complaint or charge against personnel. 551.0821 Consider personally identifiable information about a student 551.083 Considering the standards, guidelines, terms, or conditions the Board will follow or wi❑ instruct its representatives to follow, in consultation with representatives of employee groups. 551.084 Excluding witnesses from a hearing. Should any final action, final decision, or tinal vote be required in the opinion of t6e Board of Trustees with regard to any matter considered in such closed session or closed meeting, then the final action, tinal decision, or final vote shall be either: (a) in the open meeting covered by the Notice upon reconvening of the public meeting; or, (b) at a subsequent public meeting of the Board of Trustees upon notice thereof; as the Board of Trustees shall determine. On the 7TH day of JANUARY, 2009, this Notice was mailed/FAXED to news media who had previously requested such Notice and an original copy was posted on the bulletin board in the Elaine Baliard Administration Building at 3:00 p.m. on the said date. Rebecca Norment Secretarv, Paris ISD Board of Trustees _i ~ Pt:p1l The mission of Paris ISD is to provide a quality education to a diverse student population, enabling each to achieve fu[l potential and become a productive, responsible citizen. AGENDA PARIS I.S.D. BOARD OF TRUSTEES NOTICE OF SPECIAL MEETING ~ ELAINE BALLARD ADMINISTRATION OFFICE 1920 CLARKSVILLE - PARIS, TEXAS The Board of Trustees will convene in Open Session at 5:30 p.m. and immediately convene into Closed Session in accordance with Texas Government Code. Section 55I.001, et seq., The subjects to be discussed or considered or upon which any formal action may be taken are as follows: 1. Call to Order - Announce Quorum Present and Meeting Called and Posted as Required by Law 551.074 To deliberate employment 2. New Paris High School "Project Schedule" (Revised 12/18/08) 3. Donation of Outdoor Electronic Sign from Peoples Bank 4. Superintendent Evaluation and Contract 5. Announcements 6. Adj ournment Items do not have to be taken in same order as shown on meeting notice. If, during the course of the meeting, any discussion of any item shown on the agenda should be held in closed session, the Board shall convene in such closed session in accordance with the Open Meetin s Act, Texas Government Code Section 551.001 et. Sep. Before any such session is convened, the presiding officer shall public identify the section or sections of the Act authorizing the executive or closed session. All final votes, actions, or decisions shall be taken in open session. UOUli:. AGENDA ARK-TEX COUNCIL OF GOVERNMENTS EXECUTIVE COMMITTEE MEETING ~ JANUARY 29, 2009 `-s. The Executive Committee of the Board of Directors of the Ark-Tex Council of Go~~n,e,ameet at 7 0:00 AM, Thursday, January 29, 2009, at the First National Bank Omaha Office, 200 Big League Bend, Omaha, Texas. Item 1. Call to order. Item 2. Invocation. Item 3. Approve the minutes as submitted in the mail of the Ark-Tex Council of Governments Executive Committee Meeting held Thursday, October 30, 2008, in Omaha, Texas. Review and Comment Item 4. Review and Comment on a grant application to the Arkansas Department of Human Services/Office of Alcohol and Drug Abuse Prevention, from Faith, Love & Hope Youth Corporation, in the amount of $55,000, for continuation of ACROSS AGES Mentoring Program to target high-risk youth to combat use of alcohol, tobacco and other drugs. (to be presented by staff inember Genevieve Burtchell) Item 5. Review and Comment on a Texas Community Development Block Grant application to the Office of Rural Community Affairs, from the City of Como, in the amount of $28,800, to be matched with $1,440, for a total of $30,240, for a Planning/Capacity Building Program project. (to be presented by staff inember Genevieve Burtchell) Item 6. Review and Comment on a grant application to the Health Resources & Services Administration, from Special Health Resources for Texas, Inc., in the amount of $400,000, for "Survival of the Fittest" project, through Special Projects of National Significance Program, to serve Bowie, Cass, Delta, Franklin, Hopkins, Lamar, Morris, Red River and Titus Counties in our region. (to be presented by staff inember Genevieve Burtchell) Item 7. Review and Comment on an Environmental Assessment for JELD-WEN, Inc., who has applied to the Texas Commission on Environmental Quality for amendment of air quality permit to authorize modifications to its exterior door manufacturing plant located in Sulphur Springs, Hopkins County, Texas, by authorizing an increase in emissions. (to be presented by staff member Paul Prange) Item 8. Review and Comment on an Environmental Assessment for the City of Mt. Pleasant, who has received partial funding by the Texas Water Development Board Revolving Loan Fund, for construction of the new Lake Bob Sandlin Water Treatment Plant in Titus County, Texas. (to be presented by staff inember Paul Prange) Regular Business Item 9. Review and consider approval of changes made to the FY 2009 solid waste grant scoring criteria as recommended by the Solid Waste Advisory Committee. (See Attachment 1) (to be presented by staff inember Paul Prange) m uool1'0 Item 10. Review and consider approval for the Executive Director to submit a grant application for $301,390.00 to the U.S. Department of Homeland Security for construction of a Regional Multi Agency Coordination Center and Emergency Operation Center at the ATCOG office building at 4808 Elizabeth Street in Texarkana, Texas. (See Attachment 2) (to be presented by staff inember Genevieve Burtchell) Item 11. Review and consider approval of new appointment to the Regional Criminal Justice Advisory Committee to serve through December 31, 2009. (See Attachment 3) (to be presented by staff inember Patricia Haley) Other Business Item 12. Quarterly financial update as requested by members of the Executive Committee. (to be presented by staff inember Brenda Davis) Item 13. Group discussion on the benefits/drawbacks of groundwater districts in Northeast Texas. (speakers to be introduced by Judge M. C. Superville, Jr., Lamar County) Announcements The next Executive Committee Meeting will be held Thursday, February 26, 2009, at 10:00 a.m. at the First National Bank Omaha Branch, Omaha, Texas. 0 U0U11`t NOTICE OF MEETING OF THE COMMISSIONERS' COURT OF LAMAR COUNTY, TEXAS Notice is hereby given that a Special meeting of the Lamax County Commissioners' Court will be held on the 26' day of January, 2009 at 9:00 a.m., in the Commissioners' Courtroom, located on the first floor of the Lamar County Courthouse, 119 North Main Street, Paris, Texas, at which time there will be discussion and/or action on the following subjects: 1. Approval of minutes. - M.C. Superville, Jr., Lamar County Judge 2. Discussion and/or action regarding a Proclamation of the Lamar County Commissioners' Court to declare January 24, 2009 as "Project H.O.P.E. Day." (Helping Our Pets through Education) in Lamar County. - Mrs. Debb Fleming's fifth grade students at A.M. Aikin Elementary School; Lamar County Humane Association 3. Discussion and/or action regard.ing a Proclamation of the Lamar County Commissioners' Court to declare the month of February, 2009 as "Project H.E.A.L. Month." (Helping Everybody Accept Life) - Matthew Draeger with Project H.E.A.L. 4. Discussion and/or action regarding Lamar County Commissioners' Court to come join the Keep Paris Beautiful (KPB) Retreat. Keep Paris Beautiful is planning a community retreat from 8:30 a.m. to noon on Friday, February 13, 2009, at Love Civic Center. - Paula McFadden, Keep Paris Beautiful 5. Discussion and/or action regarding Lamar County Commissioners' Court to participate in the "Trash Offl' on Saturday, March 28, 2009 from 7:30 a.m, until noon at "The Home Depot". This will be in conjunction with Keep Paris Beautiful. - Paula McFadden, Keep Paris Beautiful Meeting of the Lamaz County Commissioners CouR Janoary 26, 2009 1/3 ft 000115 6. Discussion and/or action regarding Lamar County Commissioners' Court receiving racial profiling reports from Constables in Precincts 2, 3 and 5; Jason Garrett, Larry Cope, and Gene Hobbs respectively. - M.C. Superville, Lamar County Judge 7. Discussion and/or acrion regard.ing Lamar County Commissioners' Court receiving notification from the Texas Department of Transportation regarding the availability of surplus road materials. These materials are available for use by the county as directed by Senate bill 370 - County Assistance Program. Lamax County allocation for FY2009 is $17,491.00. - M.C. Superville, Jr., Lamar County Judge 8. Discussion and/or action regarding Lamar County Commissioners' Court demolishing and removing the "Hickory House" building located at 35 Graham Street. - M.C. Superville, Jr., County Judge 9. Discussion and/or acrion regarding Lamar County Commissioners' Court executing a"Communications Pernut" and an "Agreement" with the United States Department of Energy Southwestern Power Administration. This "Permit and Agreement" will a11ow Lamar County to relocate emergency response radio equipment on a tower owned by Southwestern Power Administration. - M.C. Superville, Jr., Lamax County Judge 10. Discussion and/or action regarding Lamar County Comrnissioners' Court approval of bonds for Gary Young, Lamar County, County Attorney. - Kathy Marlowe, County Clerk 11. Discussion and/or action regarding Lamar County Comrnissioners' Court receiving the County Treasurer Reports for the periods of October 1, 2008 - October 31, 2008; November 1, 2008 - November 30, 2008; and December 1, 2008 - December 31, 2008. - Shirley Fults, Lamar County Treasurer Meeting of the L<vnar Counry Commissioners' Court January 26, 2009 28 - 000110 12. Discussion and/or action regarding Lamax County Commissioners' Court to purchase pickups for Pct. 1 and Pct. 3 through the Buyboard. - Kevin Jenkins, Lamar County Auditor 13. Discussion and/or action regarding Lamar County Commissioners' Court to receive the county auditor's monthly financial report for the periods ending November 30, 2008 and December 31, 2008. - Kevin Jenkins, Lamar County Auditor 14. Claims - Kevin Parsons, Lamar County Auditor 15. ADJouxlv Dated this the day of , 2009 By M.C. Superville, Jr., Lamar County Judge I, the undersigned, County Clerk, do hereby certify that the above Notice of Meeting of the above named Commissioners' Court is a true and correct copy of said Notice on the bulletin board at the Courthouse door of Lamar County, Texas at a place readily accessible to the general public at all times on the 22nd day of January, 2009, and said Notice remained so posted continuously for at least 72 hours preceding the scheduled time of said meeting. Dated this the day of .2009 By County Clerk Deputy Meeling of the lamar County Commissionecs' Court January 26, 2009 3/3 U0011 i