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HomeMy WebLinkAbout1986-08-27 Minutes (2)30"r MINUTES OF A CITY BOARD OF DIRECTORS RETREAT MEETING The second session of a Board Retreat (begun on August 27, 1986) was held on Thursday, August 28, at 6:30 p.m. in Room 326 of City Hall. PRESENT• Mayor Noland; Directors Lancaster, Bumpass and Johnson'; City Manager Kennedy, Department- Directors Linebaugh; members of the press and Martin, Orton, Hess, Grimes, City Clerk Burch, Coates and audience. The meeting began at 6:30 p.m .,'with seven Directors' present. REVIEW 307.1 The Mayor announced that Directors Bumpass and' Hess .had agreed to travel to Little Rock to observe that city's agenda meeting. The Mayor said there has been a suggestion that all. committee meetings be scheduled during the week between Board meetings, for a half/day over the next few months, to see how that idea works out. He added that this might be done with the thought in mind to reorganize the committees into three major 'committees, in line with the three reorganized departments, perhaps with four Directors serving on each committee. Directors Bumpass and Johnson spoke in favor of meeting at a regularly established time. Director Hess spoke in favor of the idea of reorganizing the committees into three committees. Director Lancaster spoke in opposition to four Directors serving on a committee, stating that committee meetings with four Directors voting would be like having a Board meeting in advance of the regularly scheduled Board meeting. Director Johnson asked that the'staff continue to have' its own agenda meetings on Wednesday mornings of the weeks between Board meetings. Director Hess suggested the Board begin referring to the committees°as'Public Works Committee, Public Safety Committees and Administrative Services Committee. EMPLOYEE INTRODUCTIONS 307.2 Employees supervising the various divisions throughout the City introduced themselves to the Board. FINANCIAL PROJECTIONS 307.3 Linebaugh presented the Board with a Summary of Revenues and Operating Expenditures budgeted in 1986 and projected for 1987, as well as a Board Retreat August 28, 1986 Part II Schedule of Division Expenditures to Operating Expenditures 1982-1986, and Expenditures within Divisions 1982-1986. Linebaugh projected the City would have a $2,331,237 loss in 1987. Linebaugh said that figure could possibly be larger because capital expenditures and revenues are not included on the report for Sanitation, Water and Sewer and Airport divisions. Linebaugh reported there to be a net loss of $1,541,131 this year. He said that although the City has been running at a loss over the last two years, it has all been covered by surplus funds which had accumulated but which are now almost depleted. Linebaugh said the staff feels that it will be necessary next year to cut down on projects and concentrate on maintenance. Linebaugh assured the Board the staff intends to bring them a break-even budget, with no loss. Linebaugh noted the loss of revenue sharing funds is still expected but is unknown at this time. He said that turnback funds received from the State government are expected to go up a little bit. Director Hess remarked that the situation for 1988 would probably be no better than 1987, unless the City finds a way to either raise revenues or increase efficiency and productivity with the current staff. MISSION STATEMENT Linebaugh asked that the Board adopt a mission statement and measurable goals for the City Manager's guidance for the next fiscal year, to be the foundation for measuring the accomplishments of the City Manager and his staff. Linebaugh said the question of "Where do we want to go?" relates to the goals and objectives, and the question of "How do we want to get there?" relates to strategies and policies. Linebaugh said the staff plans to develop, with the Board, the goals and objectives, both overall and departmental. Linebaugh explained the staff will then develop division goals and objectives and strategies to include in the budget and bring before the Board. Linebaugh said finally the staff will develop and implement a work program. Director Johnson said she thought there was a problem in understanding of the terms "mission", "goals" and "objectives" and urged that these be defined so that they are understood in the same way by all. Johnson said she thought the overall mission for the City should be developed first. Director Hess requested the objectives be quantifiable. Linebaugh explained the mission statement should be a general statement to be supported by goals, objectives, strategies and action plans that articulate the overall mission and the direction of the Board in the discharge of its responsibilities. ? O8 308.1 308.2 308.3 308.4 308.5 Board Retreat August 28, 1986 Part II 309.1 Linebaugh recommended the Board split into three groups to hear presentations from the three department directors. After discussion, it was decided to first develop a mission statement, and then for the entire Board to hear presentations from the department directors on goals and objectives from 1986. Linebaugh said the staff recommends that, after developing goals and objectives for 1987 at this retreat, and after developing a budget for 1987, sometime in February five-year plans can be developed. 309.2 After 'discussion, the following mission statement was suggested by Director Martin: "To provide a safe, healthy, attractive, intellectually, physically and politically stimulating place to live and work at the highest level of quality at the lowest possible cost." 309.3 Director Bumpass suggested the addition of "public comfort", "fair to all concerned", "even handed", and "publicly aware". 309.4 Director Johnson suggested using the phrase "while seeking value for the dollars expended" instead of "at the lowest possible cost". 309.5 The Mayor suggested a statement be prepared by the staff based on this discussion and brought back before the Board. 309.6 Linebaugh defined a "goal" as being designed as a statement that supports a specific portion of the mission statement, should be flexible and reflect on the ability to change as necessary. Linebaugh noted both City goals and departmental goals would be developed. Linebaugh said City goals would bridge all three departments and would include improvements or changes the Board wishes to make in the overall City picture. PUBLICSAFETYGOALS FOR 1986 309.7 Marty Coates, Public Safety Director, presented a report on 1986 goals for the Public Safety Department as detailed in packets distributed to the Board. Linebaugh pointed out that most 1986 goals were not quantified because statistics have not been built up. 309.8 Hess asked Coates if all the goals for the Police Department.had been accomplished. Coates said some of the goals had not yet been achieved but are anticipated to be by the end of the year. 309.9 Director Lancaster asked Coates what feedback he has received from the general public about the Inspection Department. Coates said he thought Board Retreat August 28, 1986 Part II the department had a good overall rapport with the public and with builders, although there are occasional instances when people who have not complied with the Code are unhappy with the department. In answer to a question from Director Johnson regarding complaints about scheduling Inspectors, Coates said the Inspectors try to get to the job as quickly as possible. Coates said the hiring of the Sign Inspector may have alleviated the work load somewhat, and that a new inspection form: has been designed. Coates said in about a month the inspection fee schedule will be updated. Director Bumpass asked if the Fire Department inspected residential child care facilities. Fire Chief Mickey Jackson said these inspections are made both on a regular annual basis and on an unannounced basis. In answer to a question from Director Johnson, Jackson said the goal to inspect 50 residential apartment units is an Objective of the Fire 'Prevention Program and, although that objective may not have been completely met,• it is underway and will continue. In answer to a question from Director Bumpass, Coates saidhethought the 521 -CITY number was an effective service. •Linebaugh said that number receives a large amount of calls. Director different that was worked. Lancaster asked if Animal Control Officers could work shifts so they would not be working overtime. Coates said a possibility but there is not that much overtime being -ADMINISTRATIVE SERVICES GOALS FOR 1986 Administrative Services Director Linebaugh presented the Administrative Services Department's goals for 1986, as contained in packets distributed to the Board. In answer to a question from Director Johnson, Linebaugh explained that the Safety Program which was originally set up under the Personnel Division has been moved under the jurisdiction of the Public Safety Department. In answer to a question from Director Lancaster, Coates explained there is an overall City Accident Prevention Committee which investigates and works towards prevention of accidents. In answer to a question from Director Lancaster, Linebaugh reported there is about $450,000 in outstanding fines, from the Municipal Court, which range from 90 days old to five years old. In answer to a question from Director Hess, Linebaugh said some results have been achieved in the collection of some of the older fines, enough to make it worth the time of the staff. Linebaugh said that letters are sent .:31e 310.1 310.2 310.3 310.4 310.5 310.6 ''t1 J 11 Board Retreat August 28, 1986 Part II first, followed by criminal summons by registered mail which require a court appearance, after which the fines is turned overto a collection agency, and if the collection agency is not successful the fine is then written off. 311.1 Director Bumpass asked if the City Prosecutor is involved in this process. Linebaugh said he has not been involved in the process. Bumpass said he thought about 1/2 to 3/4 of the City Prosecutor's job is as advocate for police officers and citizens who sign affidavits when criminal acts have taken place, and that some of his time, such as recordkeeping and docketing, is Administrative Service -related as well as Court -related. City Manager Grimes asked why Bumpass thought some of the work was related to Administrative Services. Grimes saidthe recordkeeping is all done by the City Prosecutor's staff and the Municipal Court staff. Grimes said the Code stipulates that delinquent fines be collected by the Police Chief but the Judge does not wish to follow that procedure because of concerns he has about State law. Bumpass said the City's organizational chart does not show any line from the City Prosecutor to either the Public Safety Department, or Administrative Services, or the Municipal Judge, but instead is shown as part of Legal Services, under the City Attorney. Linebaugh said the staff could meet with the City Prosecutor to go over the process of the flow between all three departments. 311.2 Director Johnson asked if Building Maintenance was an area where savings can be found in cross -charges for in-house work, noting that these charges had been raised considerably about two years ago. Linebaugh explained that charges had been too low because in-house charging was not being done for work the department was doing, and this was the reason that charges were raised. Linebaugh said a goals for 1987 is to provide training so that re -repairs are down to a minimum. 311.3 Director Lancaster asked Linebaugh what he meant by the statement that the Branch Shop was inefficient for the City but is very important to the Police Department because of its location, Linebaugh explained that the Shop loses time because of keeping an employee at the Branch Shop to provide quick -fix jobs for the Police Department. Linebaugh said it would be more efficient to close that Shop and have Police Officers bring their vehicles to the Main Shop. Linebaugh said, although the Police Department uses the Branch Shop the most, it also handles sedans and pick-up trucks. 311.4 Director Johnson asked if the City has a policy for checking all the water meters in the City every so often. Linebaugh said this is done every 10 or 15 years, but they aretrying- to switch to a change -out based on gallon usage. • • Board Retreat August 28, 1986 Part II Director Johnson asked if all employees who drive a City vehicle have gone .through a safe driving course. Linebaugh said a large majority of the employees have, although some new employees may not have .had the course. Coates told the Board that the goal, bothwith defensive driving courses and CPR courses, is to have City employees certified as in-house instructors. Johnson asked if there is a City policy that employees using City vehicles must wear safety belts. Coates said that has not yet been made a policy. Director Johnson asked if there was a penalty for unsafe driving of a City vehicle. Coates said. he was.sure there would be disciplinary action. 312.1 Director Martin stressed the importance of enforcing safety habits. He 312.2 noted that, at the Gas Company, the first violation of the safety policy is a warning, the second time is a layoff without pay, and on the third violation, the employee is fired. Traffic Superintendent Franklin said he thought the City has to have some disciplinary measures for employees who violate the policy especially because the City is still liable to pay Workers' Compensation charges when an employee has been injured while not following safety policy. Director Johnson said she thought the Board needed to give the staff guidelines in this area. Grimes said the staff decided to work gradually towards establishing a seat belt policy rather than just dropping it on the employees. Directors Johnson and Bumpass urged the staff to implement a seat belt policy for all employees. Director Johnson raised the issue of Board responsibility in dealing 312.3 with employee morale and feedback from the staff. She said, in the process of the reorganization, this may have been forgotten. Director Lancaster said he thought employee feedback should be solicited by the staff, not the Board. Johnson said the idea should be instilled in the employees that they don't work for the Board or the staff, but work for the citizens of Fayetteville. Mayor Noland agreed with Johnson, and commented that at times employees answer the telephone as though they are having a bad Monday morning. Noland suggested the idea needs to be passed on to the employees, particularly those dealing with the public, that they are really working for the taxpayers. Noland asked what kind of a program the City had to keep employees aware of where their responsibility lies in the area of public relations. Mayor Noland suggested the Retreat be continued on a day during the 312.4 next week between Board meetings. Linebaugh asked the Board, in the meantime, to think about what they want out of the departments in 1987. Linebaugh said the 1987 goals can be sent to the Board in a packet within the next week. Director Johnson said she still wanted to review where the departments 312.5 expect to be in the future and she wanted to Board to be able to tell the staff what they think is more important for them to do in 1987. 1 r• tj Board Retreat August 28, 1986 Part II 313.1 Linebaugh asked if the City should not hold public meetings first to hear citizen input. Johnson said she agreed that community -wide focus is needed. Noland said the Board had tried to hold town meetings in past years but received very little input. Director Bumpass said he thought people participate when certain ones are selected. who are leaders in the community. Bumpass said the City Board should provide a forum for citizens with a common interest to work together cooperatively. 313.2 Director Martin suggested the City Manager provide the Board with a five-year outlook for Fayetteville•to stimulate thinking on'the part of the Board. Johnson said she wanted to hear five-year goals before establishing the 1987 goals. Director Hess expressedconcern over the length of time it may take to establish programs for 1987, if the Board gets bogged down in the establishment of five-year goals first. ADJOURNMENT 313.3 The meeting was adjourned at about 10:00 p.m., to be reconvened on Wednesday, September 10.