07-Update on the items in the departmental business plansCITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date:
06/ 19/09
Council Date:
06/22/09
Originaring Depattment:
City Manager
Presented By:
Kevin Carruth
Agenda Item No.:
7
RECOMMENDED MOTION:
Not an action item
POLICY ISSUE(S):
Planning
BACKGROUND:
Council has requested an update on the items
in the departmental business plans.
BOARD/COMMISSION RECOMMENDATION:
N/A
EXHIBITS:
ACTION:
BUDGET INFO:
❑ Financial Report ❑ Minute Order
Expense
$
❑ Depattment Report ❑ Resolution
gudgeted Amt.
$
~ Presentation ❑ Ordinance
y'I'D Actual
$
❑ Public Hearing ❑ Other
Acct. Name
Acct. Number
FISCAL NOTES:
REVIEWED AND APPROVED BY:
• Administration Z City Clerk Z Community Development Z EMS/IT Z Finance Z Fire
• Municipal Court ❑ Legal ❑ Library E Police Z Eng./Public Works Z Utiliries
City of Paris
Revised 2/04/08
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
1. Complete negotiations with NextEra Energy
2. Compete Revisions/Negotiations on Water Supply Agreement with NextEra Energy
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5. Review PEDC economic incentive agreements (e.g. Campbefl 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.
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.
10. Develop strategy and agreements for Airport Manager and FBO Agreements.
12. Assist with review of Manufactured Housing Zoning Regulations and Standards
Development
13. Rcs-rcw-irmv-v-ccc M 'ccing Cvzicres••r F f b.un.ale.a T T6l4y Cn«vinos off :°,`7 tv D»`..,
°s,rcxcicixis
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 a ci 0 0 1)1 J Revised 9/17/09
City Clerk
*In Progress
1. Continue organization of the files and vault - One row remaining
2. Refine agenda and packet process
3. Refine board, commission, and committee process - Updating master list to reflect new
appoitnees
4. Continue to work with the county elections administrator to combine polling places for
future elections We have not had an opportunity to combine polling places, because the
County and City have not yet had a joint election since implementation of the county
elections administrator. I believe an opportunity may present itself in November 2009.
*Pending
5. Rearganize 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
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3. Complete study of Lake Pat Mayse - Committee expected to complete their work in July
4. Implement strategic planning process - Waiting for PEDC
5. Continue implementation of radio public service announcements
6. Make information technology improvements to Council Chamber, including r-e„
pr-ejeste~ 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 - Working with programmers on
escalation 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 - Solicited Chief interview questions
from Police Department employees; Written personal notes to employees; issued
recognition certificates
*Pending
City of Paris Needs Assessment Page 2
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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
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 lCMA 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 -
Waiting on completion of FY 2009-2010 budget process
2. Review permit and plan review fee structure
3. Revise permitting forms to be more user friendly
4. Evaluate third-party reviews and inspections
5. Adopt 2006 building codes
6. Evaluate feasibility of moving Main Street to City Manager or PEDC - Ad hoc
committee of Council and PEDC Board has agreed to the concept. We are awaiting a
written plan from the PEDC Executive Director
7. Select and implement a software solution for tracking permits, plan reviews, and
inspections - Currently provided by Bureau Veritas
8. Review maintenance and disposition of city-owned or in-trust properties
9. Investigate establishment of Airport Manager position and resuming operation of fuel
farm
10. Stabilize and restore Bywaters Park peristyle
11. Pursue opportunities to access American Recovery and Reinvestment Act funding
12. Administer current grant projects
13. Continue abatement of One Oak Apartments - Asbestos abatement contractor selected
and agreement executed
15. Continue program to decrease inventory of city owned lots
*Pending
16. Increase code enforcement abatement crew
City of Paris Needs Assessment Page 3
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17. Evaluate initiation of certificate pay program
18. Create a code enforcement supervisors position
EMS
*In Progress
1. Develop and adopt exclusivity ordinance
2. Pursue opportunities to access American Recovery and Reinvestment Act funding
3. Develop/Expand training options for EMS and First Responder Organizations
4. Replace one ambulance
5. Develop life cycle period for all durable medical and communications equipment.
6. Utilize AVL with the CAD system when released by CSI.
*Pending
7. Teach all city employees CPR
8. Make repairs to South Station and Transfer Station
9. Replace one ambulance
10. Develop/Research plan for Northside EMS Station in the north medical complex area.
11. Develop employee retention plan utilizing certification pay and pay cycle improvements.
12. Assist with the development of a scholarship plan with PJC in Emergency Medical
Technology.
Engineering
*In Progress
1. Complete negotiations with Next Era Energy
2. Merge functions into a new Department Engineering, Planning, and Development
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4. Update capital plan for water, sewer, and streets
5. Complete Lake Pat Mayse Study Committee process - Committee expected to complete
their work in July
6. Pursue opportunities to access American Recovery and Reinvestment Act funding
7. Administer current grant projects
8. Digital version of the zoning map
9. Digitize existing plans - Intern hired
10. GIS Base map with new aerial photos
♦Pending
11. Fully implement GIS
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15. Review and update subdivision regulations
16. Evaluate initiation of certificate pay program for licensed individuals
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Finance & Human Resources
*In Progress
1. Cross train all staff as time allows while planning for appropriate succession of key
personnel - Payroll Clerk is currently learning selected jobs of the other staff. Examples
include bank reconciliations and cash reports. The Administrative Asst. has been training
to act as back up to the Water Billing Clerk.
2. Hire consultant to assist with RFP for group medical for policy year 2010 - A letter was
sent to 8 firms stating the scope of work and requesting cost information. Five of the
firms responded with the prices ranging from $7,500 to $27,500. I am in the process of
discussion with the firm submitting the lowest price.
3. Perform actuarial study to meet requirements of GASB 45 (Other Post Employment
Benefits) - Staff is in the process of gathering the raw data requested by the actuarial
firm.
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 - A scanner is being used to electronically store invoices
processed for payment through the regular accounts payable process.
6. Implement identity theft program for utility billing office as required under the Fair &
Accurate Credit Transactions Act - A policy dealing with this issue was adopted by the
Council in April. In late May, the Federal Trade Commission delayed the effective date
of this law until August 1 St. Government Resources, a consulting firm, is developing a
training program for cities in northeast Texas. We will be sending staff to that training.
7. Revise physical layout of water office for increased efficiency - Meeting scheduled June
19l" with a contractor to discuss the details of this project.
8. Pursue opportunities to access American Recovery and Reinvestment Act funding -
Working with other departments on this issue.
9. Administer current grant projects - I have been to the required training on the new
Owner-Occupied Assistant Grant and the new Homebuyer Assistance grant. I also
continue to file the required financial reports on all of the law enforcement grants (JAG,
Auto Theft, and Felony Crimes Grant)
*Pending
10. Overhaul purchasing system upgrading to a certified and fully active purchasing agent -
Clint Pyeatt has started the 5 year process to obtain certification in public purchasing. He
recently attended training in Austin. I hope to have a new warehouse facility before he
completes this process. Without a larger building, he will be limited in what he can do.
11. Install radio read meter system and shift staffing to improve customer service - Various
systems have been looked at but installation will require a sizable cash outlay if it is
outsourced. Internally, we are not staffed adequately to transition at this time.
12. Automate preparation of the CAFR to the extent possible utilizing advanced spreadsheet
software
13. Investigate implementation of credit card style purchasing system - This program is still
being studied for how effective it would be in Paris compared to the potential problems
with type of system.
City of Paris Needs Assessment Page 5
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14. Investigate positive pay system - No action has been taken on this item other than
preliminary discussion with the bank.
15. Consolidate copier agreements and upgrade equipment where required - A survey of
existing equipment and agreements was completed. This project has been handing off to
MIS. Given MIS's work load, it may be reassigned to purchasing.
16. Implement Safety Coordinator position - This item is not including in my budget request
except as an item listed on things that need to be done if there is adequate funding.
17. Review and revise all job descriptions - I have asked Melba Harris to work on this as
time allows.
18. Evaluate feasibility of replacing warehouse building in accordance with purchasing agent
needs - An estimate to build a new building was obtained a few years ago but no funding
was provided. I looked at a building yesterday that backs up to the Public Works yard and
faced Center Street. It has office space and a 75 x 40 foot warehouse area and sits on
about an acre of land with room to unload trucks and for the trucks to get in and out
easily. The initial asking price is $125,000. It would require some cosmetic work but
looks like it might work. The Manager and the City Engineer need to look the building
over and give me their opinion.
Fire
*In Progress
1. Adoption of the 2006 International Fire Code - Scheduled far June 22, 2009
2. Continue hydrant maintenance program, including cleaning, painting (with color-coding),
numbering, and GPS coordinates for each hydrant.
3. Fully implement Pre-Fire Pla.nning Program.
4. Continue to investigate suspected arson fires; over 30 during 2008, with an additional 10
so far in 2009. Of those 40 or so cases, we've had 9 arrests and 9 convictions (as per
FM).
5. Enhance commercial inspection program by developing/training company inspection
teams (completion of this program dependent upon budget support, not only to cover the
OT costs, but for the needed Rank Restructuring). We are currently working to have our
facilities certified as a State Inspection Training Site so we can facilitate the training in-
house, thus reducing OT costs.
6. Refine interface between computer aided dispatch/records management system and
FireHouse software.
7. We are back to 100% staffing (2 recruits are still not on-shift, due to finishing training).
8. Enhance training for personnel (especially for our Haz-Mat personnel); currently have
rank-level personnel completing Fire Officer training at CCCC.
9. Have completed incident training drills with some industrial partners and have others
scheduled.
10. Provide fire extinguisher training for all City employees (awaiting fire ext. simulator).
11. Provide fire extinguisher training for the general public (some has been completed).
12. Pursue opportunities to access American Recovery and Reinvestment Act funding
(currently researching requirements and putting a submittal package together; also
contingent upon City budget support).
City of Paris Needs Assessment Page 6
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13. Administer current grant projects (have purchased Fire Hose and in process of purchasing
Thermal Imaging Camera from grants; purchasing Fire Extinguisher Simulator and have
purchased Haz-Mat Trailer, both with donated funds from our Industrial Partners);
pursuing other grant opportunities.
14. Completing total revamping and revision of FD SOP's (should be complete by July or
August).
15. Completing final transition from antiquated MSA SCBA to certified SCOTT SCBA (with
trading of MSA inventory to HAZ-CO for future firefighter training); including SCBA
selection, use, care, and maintenance program (so as to comply with NFPA1852).
16. Completing final phases of our PPE (bunker gear) tracking, care/maintenance, and
replacement program (so as to comply with NFPA 1851).
♦Pending
17. Replacement of our GEMS/PASS DEVICE PERSONNEL ACCOUNTABILITY
SYSTEM (current system is no longer NFPA compliant; pursuing a grant, but may
require budget support).
18. Implement capital replacement plan (contingent upon budget support).
19. Implement revenue recovery system.
20. Add Assistant Fire Marshall (a must in order to keep pace with work load).
21. Add three additional firefighters to fully staff Rescue-1 (this will provide some OT relief
and free R-1 from tandem responses with E-1).
22. Implement Rank Restructuring Program (very necessary in order to stem the mass exodus
of personnel, redefine strategic job requirements, and greatly improve department
morale).
23. Incorporate medical reporting module into FireHouse software (in progress).
24. Build a Live-Fire Burn Simulator for training firefighters; develop agreements with other
agencies for use by their personnel (contingent upon budget support).
25. Replace roof and sidewalk - Fire Station No. 3.
26. Sealcoat asphalt drive and parking area at FD Drill Field.
Information Technolog,y
*In Progress
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2. Continue to address security issues - Security audit in progress
3. Develop capital replacement plan
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, wireless phones, VOIP phones, aircards and
charges. Migrate to VOIP phones at fiber connected locations.
8. Pursue opportunities to access American Recovery and Reinvestment Act funding
9. Develop uniform best practices policies
♦Pending
City of Paris Needs Assessment
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10. Hire consultant for independent assessment
11. City-wide standardization on equipment and software
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.
14. Replace single fiber pair between FS 1 and Public Works.
15. Assist with the use of technology in the current and proposed EOC.
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.
2. Disposal of uncollectable cases over 5 years old
3. Pursue opportunities to access American Recovery and Reinvestment Act funding
4. Replacement of court bailiff
*Pending
5. Develop succession plan
6. Implement use of automated ticket writes
Police
♦In Progress
1. Complete search for Police Chief - Interviews scheduled for the week of June 22, 2009.
City of Paris Needs Assessment
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2. Investigate moving emergency operations center (EOC) to west water tower or Police
Department and keep City Hall as backup EOC - Investigating grant opportunities for
finishing out shell area in the police station as the EOC.
3. Completing the Best Practices and Recognition Program from the Texas Police Chief's
Association (Basic Department Policy re-write) - This project is about 40% completed;
several policies have already been issued.
4. Evaluate emergency and non-emergency dispatching for other law enforcement entities
within Lamar county - Although this is entirely within the department's ability to
perform, fiscal restraints for other agencies prevented this project from moving forward.
5. Move all patrol vehicle video systems from VHS format to digital - A federal grant has
been applied for which will be used for the outfitting of the 10 front line patrol cars.
6. Establish and conduct a citizens police academy - A curriculum and process is in place,
we are scheduled to start the academy towards the end of the summer.
7. Establish a citizens police academy alumni association along with a Citizens on Patrol
Program - This project will be an outgrowth of the CPA and most likely will occur after
a minimum of 2 CPA taking place for sufficient volunteers.
8. Establish a Police Explorer Post within the department - We are waiting for the BSA to
confirm our request to begin the post. 4 of our officers have already stepped forward to
become advisors for the group.
9. Expand and replace outdoor weather siren system - Electric motors had to be replaced on
2 of the sites, looking for grant opportunities for replacement of existing and additional
locations.
10. Pursue opportunities to access American Recovery and Reinvestment Act funding - A
total of 3 grants have been applied for; One 4 year grant for the hiring of 2 officers to be
used in community policing at PISD and PHA, one grant for video equipment in patrol
cars and one grant for a`live scan' fingerprint system and related computer interfaces.
11. Administer current grant projects - Working with the Felony Crimes Unit which funds 2
officer positions and the Auto Theft and Burglary Prevention grant which funds 1
sergeant and 1 officer position.
*Pending
12. Investigate use of storefronts - COPS grant request will provide a storefront at the PHA.
13. Rehabilitate Police Athletic League building and programming - The PAL Board of
Directors are considering options with the program.
14. Re-establish the training sergeant position in the department - This position has been
requested and is on hold due to staffing shortages in the department.
15. Establish an interface between the municipal court and police department records
management system - Funds for this project have been requested through a grant
application and will proceed once funding is made available.
16. Thoroughly implement of the incident command system throughout all city emergency
services - There is a re-write of the emergency operations plan on going and as that plan
is published, the ICS will be included for day to day operations. We now have access to
a computer program, WebEOC which will enhance our disaster preparedness and
response. It is not totally operational as training of personnel will be needed.
City of Paris Needs Assessment Page 9
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17. Establish a secondary entrance to the police department for emergency vehicles - This
project will be part of a public works imitative involving the addition of a parking lot and
roadways for the Trail De Paris.
18. Upgrade communication technologies in anticipation of the move of radio spectrum for
emergency services - We have held meetings with local directors for needs assessment
and are still in the process of gathering information which will allow us to make
appropriate decisions regarding a long range plan for radio communications for the City
of Paris.
19. Continue expansion of mobile data computers for criminal investigators, SRO's, and
animal control - One auto theft task force investigator has been equipped with mobile
data through a grant application.
20. Reinstate PISD School Resource Officer position - COPS grant funding expected to be
confirmed in September will have this officer back at the school.
Public Works
*In Progress
2. Construct extension of Trail de Paris west of 12t" Street
3. Pursue opportunities to access American Recovery and Reinvestment Act funding
4. Street sign replacement program is 15% complete city wide and 90% complete on major
streets
*Pending
5. Review management staffing
6. Require that specifications for any vehicle or motorized equipment must first be reviewed
by the shop
8. Evaluate mission and staffing level of Street Department
9. Implement manager and supervisor training program
10. Evaluate staffing of Parks, Recreation, and Right-of-Way Department
11. Rehabilitate Lake Gibbons dam
12. Evaluate feasibility of replacing warehouse
13. Evaluate initiation of certificate pay program for licensed individuals
Utilities
*In Progress
1. Complete negotiations with Next Era Energy
2. Complete study of Lake Pat Mayse - Committee expected to complete their work in July
3. Conduct study of wastewater treatment plant feasibility of new wastewater treatment
plant in different location - Hayter Engineering has been engaged to complete study by
April 2010
4. Conduct study of master lift station Hayter Engineering has been engaged to complete
study by Apri12010
5. Pursue opportunities to access American Recovery and Reinvestment Act funding
City of Paris Needs Assessment
Page 10
i~,-D
6. Modification of shaft-driven pumps to belt -iriven pumps at Master Lift Station - One
completed, two scheduled for completion by end of August.
7. Installation of a news VFD at the Flow Equalization Basin - VFD ordered
8. Replacement of two check valves at Master Lift Station
9. Upgrade SCADA system - Replacing RACO (telephone dialsers) throughout the system
with radio communication
*Pending
10. Develop water plant capital plan, including filter and piping rehab - Media has been
replaced in all ten filters; considering installation of air-scour filter backwash capability
11. Implement security enhancements for water plant - Ongoing; 2-person minimum shifts
implemented
12. Implement security enhancements for wastewater plant Ongoing; 2-person minimum
shifts implemented
13. Rehabilitate east elevated water tank - Included in Engineering's long-range capital plan
14. Install a grit & screenings facility at the flow equalization basin - Included in the FY
2009-2010 budget request
15. Upgrade electrical system Pat Mayse Lake intake - Engineering study required
16. Develop phased program to equip lift stations to accept portable power - Limited
inventory of trailer mounted portable pumps for lift stations in stock; Engineering study
needed
17. Rehabilitate Lake Crook dam - Foliage control in place; phased plan submitted by
engineering consultant
18. Rehabilitate drying beds at the wastewater treatment plant, including the under drain
system - Ongoing; Included in FY 2009-2010 budget request
19. Install two additional variable frequency drives at the Master Lift Station - One
completed and one ordered with scheduled completion in mid-August
20. Install three (3) additional variable frequency drives at Pat Mayse Intake - Depends upon
NextERA negotiations
21. Replace Smith Creek bridge at water treatment plant - Grant applied for and is also in FY
2009-2010 budget request
22. Replace drainage structure under Lake Crook Road at water treatment plant FY 2009-
2010 budget request
City of Paris Needs Assessment
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