10 Planning
CITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date: Originating Department: Presented By: Agenda Item No.:
03/20/09
Council Date: City Manager Kevin Carruth 10.
03/23/09
RECOMMENDED MOTION:
Not an action item
POLICY ISSUE~S~:
Planning
BACKGROUND:
At Council's direction, I requested input from individual Council Members on what they expected in a
business plan for individual departments. Most Council Members did not indicate a particular
preference in format or content, however the consensus was a simple bullet or "to do" list that would
cover the next 18-24 months and could be utilized in planning for the FY 2009-2010 budget.
BOARD/COMMISSION RECOMMENDATION:
EXHIBITS:
Business Plan
ACTION: BUDGET INFO:
❑ Financial Report E] Minute Order Expense $
❑ Department Report ❑ Resolution Budgeted ~mt
.
$
Presentation Ordinance Y7'D Actua$
❑ Public Hearing ❑ Other
Acct. Name
Acct. Number
FISCAL NOTES:
REVIEWED AND APPROVED BY:
® Administration ❑ City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire
❑ Municipal Court ❑ Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities
City of Paris Revised 2/04/08
000027
CITY OF PARIS DEPARTMENTAL BUSINESS PLAN
The following is a business plan, by department, for the City of Paris. It is intended for use over
the next 18-24 months in anticipation of the completion of the more encompassing community
based strategic plan discussed in partnership with the Paris Economic Development Corporation.
The plan was developed following discussions with individual Council Members and utilizing
the input of those Council Members expressing an opinion of what a plan should include. It was
the consensus of Council that a simple bullet list was appropriate for the task.
The items listed were developed from the City Manager's observation and from department
heads. They are not listed in any order of priority but are separated into listings of those projects
in some stage of implementation and those that are pending. The list is not exhaustive and does
not assume there is adequate funding to implement all of the items within any given timeframe.
City Attorney
*In Progress
I . Complete negotiations with NextEra Energy
2. Compete Revisions/Negotiations on Water Supply Agreement with NextEra Energy
3. Continuing work on the multiple disannexation applications filed with the City.
4. Homebuyer Assistance Grant Administration Agreement with Paris Living.
5. Review PEDC economic incentive agreements (e.g. Campbell Soup, Daisy Dairy)
6. Assist with negotiations and agreements for sale or lease of City owned property.
7. Assist with revisions to City Code to adopt and amend 2006 building codes
8. Assist City Manager and HR Dept with several ongoing employment issues.
9. Prepare Water Supply Agreement between City and MJC for continued operations.
10. Develop strategy and agreements for Airport Manager and FBO Agreements.
11. Continue assisting Fire Chief and Fire Marshall on Christians-in-Action Fire and related
claims and public information requests.
12. Assist with review of Manufactured Housing Zoning Regulations and Standards
Development
13. Review Innovate Marketing Contract for bundled Utility Services offered to Paris
residents
14. Continue working civil litigation cases filed against City of Paris or City Employees
15. Assist outside counsel with prosecutions in City's lawsuit vs. Housing Associates, Inc., et
al.
16. Continue handling all claims filed against City of Paris for property damages, injuries.
17. Continue assisting City departments with collection efforts related to damage of City
property
♦Pending
18. Hire certified legal assistant
19. Return vehicle allowance to City Attorney budget.
City of Paris Revised 3/15/09
arl- A
City Clerk
*In Progress
1. Continue organization of the files and vault
2. Refine agenda and packet process
3. Refine board, commission, and committee process
4. Continue to work with the county elections administrator to combine polling places for
future elections
♦Pending
5. Reorganize records retention program
6. Cross train receptionist to learn birth and death record processing, as well as cross-train
her to assist Engineering Administrative Assistant
7. Cross train deputy city clerk on public information request process and agenda process
City Manager
*In Progress
1. Complete negotiations with Next Era Energy
2. Complete replacement of lights at front door of City Hall
3. Complete study of Lake Pat Mayse
4. Implement strategic planning process
5. Continue implementation of radio public service announcements
6. Make information technology improvements to Council Chamber, including replacing
projector and more fully utilizing existing equipment
7. Continue security improvements to Council Chamber (e.g. lighting, cameras)
8. Continue Council/Staff team development process
9. Refine customer relationship management process
10. Develop administrative services agreement between City and Health Department to
clarify relationship and minimize risk
11. Pursue opportunities to access American Recovery and Reinvestment Act funding
12. Administer current grant projects
13. Continue improvements to public communication and information program, including
"About Town" and "Talk of Paris" radio programs, Citizen Support Center CRM
program, replacement of current website, radio PSAs/spots (168 per month), TV99
segments, pre-meeting agenda review sessions with Mayor and Paris News,
improvements to meeting DVDs, and civic club presentations
14. Continue employee input and recognition efforts
*Pending
15. Conduct facility utilization study
16. Renovate interior of City Hall and consider moving City Attorney upstairs
17. Renovate second floor of old Central Fire Station and relocate some offices from City
Hall Annex
18. Renovate exterior of City Hall to prevent further deterioration (e.g. precast concrete
sections, roof) and eliminate safety concerns
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19. Formalize partnerships and scope of work with PJC, PISD, & NLISD for proposed radio
station
20. Development of preventative maintenance calendar for city facilities with allocation of
responsibilities
21. Develop uniform corporate communications program
22. Create Safety Officer position to oversee and improve safety program
23. Develop customer service training program
24. Implement performance measurement system via ICMA Center for Performance
Measurement
25. Conform Health Department information technology policies with City policies
26. Evaluate transfer of City's Health Department administrative functions from City to
Lamar County
Community Development
*In Progress
1. Merge functions into a new Department Engineering, Planning, and Development
2. Review permit and plan review fee structure
3. Evaluate third-party reviews and inspections
4. Adopt 2006 building codes
5. Evaluate feasibility of moving Main Street to City Manager or PEDC
6. Select and implement a software solution for tracking permits, plan reviews, and
inspections
7. Review maintenance and disposition of city-owned or in-trust properties
8. Investigate establishment of Airport Manager position and resuming operation of fuel
farm
9. Stabilize and restore Bywaters Park peristyle
10. Pursue opportunities to access American Recovery and Reinvestment Act funding
11. Administer current grant projects
12. Continue abatement of One Oak Apartments
13. Complete abatement of Cass Bonita Apartments
14. Continue program to decrease inventory of city owned lots
♦Pending
15. Increase code enforcement abatement crew
16. Evaluate initiation of certificate pay program
EMS
♦In Progress
1. Develop and adopt exclusivity ordinance
2. Pursue opportunities to access American Recovery and Reinvestment Act funding
♦Pending
3. Teach all city employees CPR
4. Make repairs to South Station and Transfer Station
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5. Replace one ambulance
Engineering
*In Progress
1. Complete negotiations with Next Era Energy
2. Merge functions into a new Department Engineering, Planning, and Development
3. Have city over flown for GIS purposes
4. Update capital plan for water, sewer, and streets
5. Complete Lake Pat Mayse Study Committee process
6. Pursue opportunities to access American Recovery and Reinvestment Act funding
7. Administer current grant projects
*Pending
8. Fully implement GIS
9. Update and digitize water and sewer maps
10. Create city boundary map
11. Create zoning map
12. Review and update subdivision regulations
Finance & Human Resources
*In Progress
1. Cross train all staff as time allows while planning for appropriate succession of key
personnel
2. Hire consultant to assist with RFP for group medical for policy year 2010
3. Perform actuarial study to meet requirements of GASB 45 (Other Post Employment
Benefits)
4. Search for a new vendor to print and mail utility bills
5. Move toward digital storage of records verses paper storage-currently focusing on
accounts payable records
6. Implement identity theft program for utility billing office as required under the Fair &
Accurate Credit Transactions Act
7. Revise physical layout of water office for increased efficiency
8. Pursue opportunities to access American Recovery and Reinvestment Act funding
9. Administer current grant projects
*Pending
10. Overhaul purchasing system upgrading to a certified and fully active purchasing agent.
11. Install radio read meter system and shift staffing to improve customer service
12. Automate preparation of the CAFR to the extent possible utilizing advanced spreadsheet
software
13. Investigate implementation of credit card style purchasing system
14. Investigate positive pay system
15. Consolidate copier agreements and upgrade equipment where required
16. Implement Safety Coordinator position
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17. Review and revise all job descriptions
18. Evaluate feasibility of replacing warehouse building in accordance with purchasing agent
needs
Fire
♦In Progress
1. Continue hydrant maintenance program, including cleaning, painting (with color coding),
numbering, and GPS coordinates for each hydrant
2. Fully implement pre-fire planning program
3. Continue to investigate suspected arson fires (over 30 currently)
4. Enhance commercial inspection program by developing company inspection teams
5. Refine interface between computer aided dispatch/records management system and
FireHouse software
6. Continue recruitment until fully staffed
7. Enhance training for personnel
8. Provide fire extinguisher training for all City employees
9. Provide fire extinguisher training for the general public
10. Pursue opportunities to access American Recovery and Reinvestment Act funding
11. Administer current grant projects
♦Pending
12. Implement capital replacement plan
13. Implement revenue recovery system
14. Add Assistant Fire Marshall
15. Add three additional firefighters to fully staff Rescue 1
16. Implement rank restructuring program
17. Incorporate medical reporting module into FireHouse software
18. Develop a live-fire burn simulator for training fire fighters and develop agreements with
other agencies for use by their personnel
Information Technology
*In Progress
1. Complete development of new website
2. Continue to address security issues
3. Develop capital replacement plan
4. Complete fiber backbone to remote sites for more dependable and enhanced connectivity
5. Investigate development of training facility to conduct in-house training or webinars
6. Continue to evaluate the use of PJC for software training
7. Review all existing telephone land lines and charges
8. Pursue opportunities to access American Recovery and Reinvestment Act funding
*Pending
9. Hire consultant for independent assessment
10. City-wide standardization on equipment and software
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11. Develop uniform best practices policies
12. Implement a policy stipulating that IT must be involved in the early stages of every
project that will create or utilize an IT asset
13. Relocate fiber line between City Hall Annex and Library
Library
♦In Progress
1. Cross train staff
2. Encourage City of Paris departments to utilize the library staff and resources for their
information needs
3. Pursue opportunities to access American Recovery and Reinvestment Act funding
4. Administer current grant projects
♦Pending
5. Integrate IT systems into overall City system and policies
6. Explore diversification of collection and services
7. Investigate funding from Lamar County and/or membership fees for non-city residents
(with fees encumbered for Library capital)
8. Reach out to targeted audiences to inform residents about the information opportunities
provided by the library
9. Promote the library and its resources and services to the community at large and other
city departments
10. Add teen and adult programming, and increase library open hours
11. Pursue additional grant opportunities
Municipal Court
*In Progress
1. Participation in warrant round-up
2. Disposal of uncollectable cases over 5 years old
3. Pursue opportunities to access American Recovery and Reinvestment Act funding
*Pending
4. Develop succession plan
5. Implement use of automated ticket writes
Police
*In Progress
1. Complete search for Police Chief
2. Investigate moving emergency operations center (EOC) to west water tower or Police
Department and keep City Hall as backup EOC
3. Completing the Best Practices and Recognition Program from the Texas Police Chief's
Association (Basic Department Policy re-write)
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4. Evaluate emergency and non-emergency dispatching for other law enforcement entities
within Lamar county
5. Move all patrol vehicle video systems from VHS format to digital
6. Establish and conduct a citizens police academy
7. Establish a citizens police academy alumni association along with a Citizens on Patrol
Program
8. Establish a Police Explorer Post within the department
9. Expand and replace outdoor weather siren system
10. Pursue opportunities to access American Recovery and Reinvestment Act funding
11. Administer current grant projects
*Pending
12. Investigate use of storefronts
13. Rehabilitate Police Athletic League building and programming
14. Re-establish the training sergeant position in the department
15. Establish an interface between the municipal court and police department records
management system
16. Thoroughly implement of the incident command system throughout all city emergency
services.
17. Establish a secondary entrance to the police department for emergency vehicles
18. Upgrade communication technologies in anticipation of the move of radio spectrum for
emergency services
19. Continue expansion of mobile data computers for criminal investigators, SRO's, and
animal control.
20. Reinstate PISD School Resource Officer position
Public Works
*In Progress
1. Construct extension of Trail de Paris west of Old Clarksville Road
2. Construct extension of Trail de Paris east of 12th Street
3. Pursue opportunities to access American Recovery and Reinvestment Act funding
♦Pending
4. Review management staffing
5. Require that specifications for any vehicle or motorized equipment must first be reviewed
by the shop
6. Implement street sign replacement program
7. Evaluate mission and staffing level of Street Department
8. Implement manager and supervisor training program
9. Evaluate staffing of Parks, Recreation, and Right-of-Way Department
10. Rehabilitate Lake Gibbons dam
11. Evaluate feasibility of replacing warehouse
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Utilities
*In Progress
1. Complete negotiations with Next Era Energy
2. Complete study of Lake Pat Mayse
3. Conduct study of wastewater treatment plant feasibility of new wastewater treatment
plant in different location
4. Conduct study of master lift station
5. Pursue opportunities to access American Recovery and Reinvestment Act funding
♦Pending
6. Develop water plant capital plan, including filter and piping rehab
7. Implement security enhancements for water plant
8. Implement security enhancements for wastewater plant
9. Rehabilitate east elevated water tank
10. Install a grit & screenings facility at the flow equalization basin
11. Upgrade electrical system Pat Mayse Lake intake
12. Develop phased program to equip lift stations to accept portable power
13. Rehabilitate Lake Crook dam
14. Rehabilitate drying beds at the wastewater treatment plant, including the under drain
system
15. Install two additional variable frequency drives at the Master Lift Station
16. Install three (3) additional variable frequency drives at Pat Mayse Intake
17. Replace Smith Creek bridge at water treatment plant
18. Replace drainage structure under Lake Crook Road at water treatment plant
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