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HomeMy WebLinkAbout1986-09-10 Minutes0 MINUTES OF A CITY BOARD OF DIRECTORS RETREAT MEETING The third session of a Board Retreat (begun on August 27, 1986) was held on Wednesday, September 10, 1986 in Room 326 of City Hall, 113 W. Mountain Street, Fayetteville, Arkansas. PRESENT: Mayor Noland; Directors Hess, Johnson, Lancaster, Martin and Orton; City Manager Grimes, Department Directors Burch, Coates and Linebaugh, City Clerk Kennedy; members of the press and audience. ABSENT: Director Bumpass The continuation of the Retreat began at 8:15 a.m., with five Directors present. PUBLIC WORKS GOALS FOR 1986 Public Works Director Deryl Burch presented a general summation of 326.1 1986/1987 goals and objectives for the Public Works Department, as contained in packets distributed to the Board. • Burch then presented a report for 1986 on the Engineering Division, 326.2 Contracts Administration Division, Pollution Control Division, Traffic Division, Parks and Recreation Division and Sanitation Division. Director Lancaster asked how the manpower -sharing idea can be implemented in the Sanitation division when employees work a different number of hours each day. Burch said the daily routine for Sanitation workers does not allow for these employees to be used by other divisions. Burch said manpower -sharing is operational between other divisions, with the exception of the Sanitation division. Director Martin asked if the Sanitation employees were back to working 326.3 four ten-hour days per week. Martin asked Burch if he was convinced that the Sanitation employees are not finishing their routes on some days in six, seven or eight hours. Martin asked, when this is the case, what the employees do during the remaining hours of the day. Burch said it takes eight to eight and a half hours to complete the route, giving the employees the remaining time to do primary maintenance on the trucks. Martin remarked that, with there being a $70,000 budget overrun in this division, he couldn't believe the City was getting ten hours of work per day. Burch said he thought the employees could always do more but he thought the Sanitation employees were giving as close to ten hours of work as anyone gives. Martin asked Burch if he could prove those employees were doing ten hours of 327.1 327.2 327.3 327.4 327.5 327.6 327.7 Board Retreat September 10, 1986 Part III productive work per day. Burch said that there were about 300 additional pickups each week, and there were five less employees. Martin asked how five employees could be cut and there still be a budget overrun. Burch said a lot of the overrun was in maintenance costs, such as truck overhaul expense. Burch said the vehicle maintenance budget had been cut about 40% from last year. Burch told the Board 9 routes were operating per day, that 4 new trucks had been purchased in 1984, and 3 trucks had been completely overhauled this year. Director Lancaster remarked that Consultant Jim Murphy claimed he would save the City $1 million dollars. Lancaster said a lot of programs were cut to get in under that budget, that now there is an overrun, and he was satisfied that a lot of things which were cut should not have been. Director Johnson pointed out the performance audit had shown the Sanitation employees were quitting at noon, after five hours of work, and were being paid for ten hours. Burch said he still felt the division has made gains in efficiency and in getting employees to work ten hours a day. Director Hess said that, regardless of how much efficiency has increased, employees will have to be asked to be even more efficient in the use of their time because of budget cuts. Director Johnson said she had received more complaints about the Sanitation division this year than she ever has received. Burch reported on the Community Development/Planning Division. Director Orton stated that there has been an emphasis on drainage problems and this has been a long range point of view. Orton said she thought this would help save a lot of the streets. OrtonaskedBurch if he thought the City was doing enough in this area. Burch said he thought the City needed to do more work in this area, that the City needs better ordinances which will address the property owner's responsibilities in this area. City Manager Grimes pointed out that this area• of concern will be covered in more detail in the City's subdivision regulations soon to be updated by the Planning Commission. Director Hess asked if any further thought had been given to the idea of employing a full-time planner on the staff. Burch said he had interviewed several professional planners but felt the staff needed to address other situations and may need two or three years to collect some necessary data before it will be cost effective to hire a planner. Burch explained the data would include the need for inventories to be conducted in three areas - streets, drainage and utilities. Board Retreat September 10, 1986 Part III City Manager Grimes said when changes were made in the Planning Department about 1 1/2 years ago, the staff talked to some planners. Grimes said that the Regional Planning Commission will be undergoing some federal funding cuts and now will be most dependent on local funding. Grimes said if the City of Fayetteville hired its own planner it could not justify utilizing the services of the Regional Planning Commission. Grimes said he would hate for Fayetteville to be the entity responsible for the demise of the Regional Planning Commission at a time when he felt the City needed them more than ever. Hess suggested there should be some staff person who acts as a liaison with the Board so they can have more input and feedback on daily internal administration besides just the Planning Commission. Director Lancaster said he thought the City needed a planner to devise another Master Plan for the City which would address changes in the growth of the City. Director Hess said he thought there was more to planning than that specific aspect. He added that he had a problem with the identity and function of the Regional Planning Commission in relation to the City of Fayetteville. Hess said he did not object if the Regional Planning Commission was being paid by the City just to give recommendations to the Planning Commission, but he thought the City could still use a Planner whose function would also be to do such things as attend Subdivision Committee meetings. Orton said that in the past the Regional Planning Commission had done other things besides make rezoning recommendations, has helped with the City's Master Street Plan, with the Comprehensive Land Use Plan, and has done other special studies. Orton said she thought that body could be used to a greater extent than they have been utilized recently. Director Martin pointed out that, according to information provided by Linebaugh, the City spent $8 million on public works out of a total budget of $13 million in 1982, spent $12 million on public works out of a total budget of $18 million in 1983, spent $20 million on public works out of a total budget of $29 million in 1984, and in 1985 the City spent $22 million on public works out of a total budget of $30 million, and this year has budgeted $16 million out of $29 million for public works. Martin said he was very concerned about where these dollars are going. Director- Orton said the Board had no way of knowing whether that money was spent efficiently or whether it was just not enough to do the job. Orton said what matters is what will be done from this point forward. Burch reported on the Maintenance Division. Director Orton said she thought the next time the Board decides on priorities for what streets 328.1 328.2 328.3 328.4 328.5 328.6 328.7 9 C) !.. j Board Retreat September 10, 1986 Part III should be built, it should use different criteria. Orton said she thought the way this is being done now is too subjective. Burch said he wanted to be able to come to the Board with a list of priorities and the data it needs to make a decision. Director Martin agreed that the only decision for the Board to make is how to allocate the funds available between the three major departments, and whether the staff's plans comply with the goals which have been set. 329.1 Director Johnson said she thought the Board had been making decisions about streets in a vacuum because they haven't been thinking of drainage and utilities. 329.2 City Manager Grimes pointed out to the Directors that a lot of time and effort had been put into the city's Master Street Plan, including the development of an "outer loop" arrangement, the pieces of which he said have been coming together over a period of time. Grimes noted that Joyce from Highway 71 to Old Missouri Road, and from Old Missouri Road to Highway 265 was a big step in this plan; as well as the ability now to use Sycamore to travel across town. 329.3 Burch explained to the Board that the city's mowing program was in deplorable shape this year because all the city's mowing vehicles, with the exception of two, had been done away with in anticipation of the arrival of three new mowing vehicles. Burch explained the new vehicles were due to arrive in June but had just been received in recent weeks. Director Martin asked Burch if he had considered the alternative of renting mowing vehicles. Burch explained this was not done because it was continually reported that the vehicles would arrive within a week. Director Martin asked what the employees who normally operate the mowers were doing during this time. Burch said most of them were working on street overlay work or miscellaneous drainage projects and channel cleanouts. 329.4 Burch reported on the Airport Division. Director Martin commented that the Airport does not operate at a profit but is subsidized. Martin said he did not think the city'should be smug about its Airport because it costs the taxpayers a lot of money. He said he thought it needed to move toward a self-sustaining basis. 329.5 Addressing the issue of subsidizing transportation, Director Lancaster said he thought half the economy in Fayetteville depended on whether or not Fayetteville has an airport. Lancaster commented that, after nearly $3/4 of a million is spent to extend Township, the city will not put up a toll gate to make a profit off the use of the street. Lancaster said he did not think the City expects a profit when it provides transportation for people. Lancaster pointed out that the federal government has provided 95% of the costs at the Airport, and Board Retreat September 10, 1986 Part III for most Airport projects over the last three or four years, the State has provided 5% of the funding. In answer to a question from Director Orton, Burch said he thought everything in the Public Works Department could be running smoothly in 2-5 years. Director Hess spoke about the need for quantifiable objectives for every area in the budget. Burch said that in 1987 the term "service units" will be used to put costs on everything that is done. Director Johnson asked for a definition of "in the process of completion" in Burch's report. Burch explained that certain projects are done in phases, such as street striping, and this means it has not been deleted or held over until next year. Director Johnson asked Burch what he considered to be the number one problem which needs to be addressed in the Public Works Department. Burch responded that the lack of adequate planning data was the foremost problem - particularly for streets and utility lines. He said he thought the street inventory could be completed by the end of 1987. Director Orton asked if there is information on where the sewer problems are, and if something is being done about these. Burch said that, immediately after the street inventory is completed, a sewer line inventory and investigation of conditions will take place. Orton said she thought this might be more important than streets, because of the residents who must live with sewer problems every time it rains. Orton added that the city had already paid for a lot of studies in this area and she felt some of the serious trouble spots should be alleviated as soon as possible. Director Johnson asked Linebaugh what he believed was the number one problem faced by Administrative Services. Linebaugh said he thought service levels need to be brought up in the next year, both in-house and to the public. Linebaugh said he was not satisfied with the Financial Statements being produced, with time limits, with recruiting, and with training programs. Linebaugh said the biggest obstacle to making progress in these areas is the existing computer system which has been overutilized. Linebaugh said a new computer system is not expected until January of 1987. In answer to a question from Director Orton, Linebaugh explained the old computer system would be sold. THE MEETING RECESSED AT ABOUT 10:10 A.M. AND RECONVENED AT 10:30 A.M. Directors Bumpass, Hess and Noland were absent for the remainder of the meeting. 11.. aJ C1 330.1 330.2 330.3 330.4 330.5 330.6 330.7 331 331.1 Board Retreat September 10, 1986 Part III MISSION STATEMENT Director Johnson suggested the following as the City's Mission Statement: "To have a forward thinking, credible and responsive government, to provide for our citizens a safe, healthy, attractive, stimulating place to live and work by delivering the highest quality municipal services while seeking maximum value for dollars expended, to have organized and sound deliberations, to identify emerging and vital issues and to develop reasoned policies with ample opportunity for public awareness and involvement." 331.2 Director Johnson asked the Directors to think about the proposed statement and said copies would be provided to Directors Bumpass, Hess and Noland who were not present during this part of the meeting. REVIEW OF PROPOSED 1987 DEPARTMENTAL GOALS 331.3 Director Johnson suggested the Board skip the review of proposed 1987 departmental goals, stating that she would like to have Marty Coates present for that item. REVIEW OF PROPOSED 1987 CITY MANAGER/CITY BOARD GOALS 331.4 Director Johnson introduced Board consideration of proposed 1987 City Manager/City Board goals. 331.5 Director Martin suggested the City Manager first tell the Board what he expects from the Administrative Services Department, Public Safety Department, and Public Works Department. Martin said he thought the City Manager's first goal should be to develop goals for the departments, and that the City Manager was in a unique position to do strategic planning. Martin said that secondly the City Manager should make sure that every dollar is spent efficiently. He added that the City Manager should develop a performance measurement system to determine, if the performance audit recommendations were valid, whether they have been implemented, or if they haven't been implemented, how and when they are going to be implemented. Martin said he thought the City Manager should let the Department Directors and the Personnel Officer worry about employee morale and the benefit package. 331.6 Director Johnson expressed concern about the need to quantify the objectives, with given times and numbers. - Board Retreat September 10, 1986 Part III Director Lancaster said he thought, if the Retreat had brought out one good point well, it is that the Board has one employee - the City Manager. Lancaster stressed that the Directors are policy makers, not administrators. Director Martin urged the City Manager to develop a plan for self- improvement. Director Martin commented that, if he had any fault with today's meeting, it was in the fact that Marty Coates was not present. Director Johnson said she did not want a "figurehead" City Manager, and did not want the Board dealing directly with departmental directors. City Manager Grimes asked that it be understood by all what is to be done, so that everyone is pulling in the same direction. Director Lancaster suggested the Board should meet in executive session with the City Manager every three months to discuss any problems. Martin asked that the goals and objectives be in the same format for all three departments. Director Orton pointed out that continuing education was something which had not been offered in the past to this or any, other City Manager, something which she said was the fault of the Board. Orton said she thought the City Manager should be aggressive in telling the Board what needs to be done. Director Martin suggested the City Manager develop a system for his public, board and employee relations, to be responsible but efficient at the same time. OBJECTIVES FOR CITY MANAGER'S PERFORMANCE Director Johnson stated she was extremely disappointed because, when the Personnel Committee met to review the evaluation form for the City Manager, Consultant Jim Murphy was to develop two more items - policy development and Board relations. Johnson said those were still not included and there has been no response from Murphy. Johnson said she had a problem with the Board evaluating the City Manager and the City Manager evaluating the departmental directors, using the same criteria. Director Martin said he thought there was some benefit to using the same form, in that everyone can be evaluated on the same basis. ,l,2,, 3.3,.. 332.1 332.2 332.3 332.4 332.5 332.6 332.7 332.8 332.9 332.10 332.11 Board Retreat September 10, 1986 Part III 333.1 Martin asked if the City Manager and staff involved could develop the remaining two items. 333.2 Director Orton suggested adding to the form a place for comments or further explanation. 333.3 Director Orton raised the question of how the evaluations will be compiled. Director Lancaster suggested the Mayor be the person to coordinate the process. 333.4 It was agreed the evaluations should be done toward the end of 1986. CITIZEN COMMITTEE VACANCIES 333.5 Director Johnson asked the Board if they wished to review current applications on September 16 for the vacancy on the City Planning Commission, or if they wished to advertise the position. 333.6 Director Orton stated she wished to propose some criteria to use for the selection of a Commissioner, before reviewing applications, and that the applicants be furnished a list of criteria. 333.7 The City Manager asked the Board if they had ever given thought to a 7 - member Planning Commission. Grimes pointed out the statutes require a minimum of five members. Director Johnson said she thought their number was increased because of attendance problems. Director Orton said she thought their number should be kept to nine, because of the subcommittees. 333.8 Director Orton said she thought there was a real need for the Commissioners to be representative of the community as a whole. Orton said she would like a rundown of how the current Commissioners fit the criteria, such as the area of town in which they reside, and their occupation. 333.9 Director Martin said if specific qualifications are developed, the Board should be very thorough. He pointed out that, although geographical representation is desirable, if there were two qualified candidates in the same part of town, and unqualified candidates in another part of town, he would rather choose the qualified candidates. Martin suggested research be done as to whether other cities have qualifications for citizen committees. Director Orton pointed out that the ward positions on the City Board were set up because at one time in the past there were six Directors on the Board from the same part of town. Orton stressed the criteria would be used more as guidelines than as qualifications. Board Retreat September 10, 1986 Part III Director Lancaster suggested the Board lean more towards all facets of the population being represented, moreso than geographical representation. Director Lancaster said he wished the criteria could have been developed before applications were solicited, pointing out that a change of criteria could be interpreted as an attempt to eliminate some of the applicants. Director Orton stressed that appointments should be made based on other criteria besides how many Board members know the applicant. Director Johnson suggested the position not be advertised but that the Nominating Committee meet to discuss guidelines. A member of the press asked if it was not normal procedure to advertise for committee positions. Director Johnson stated this was done only on a quarterly basis. Director Orton said she felt it was important to advertise the vacancy. Director Martin pointed out an announcement had been printed on the front page of the newspaper, but stressed that if there is a requirement to advertise, it should be done. It was agreed that the Nominating Committee would discuss criteria at its next meeting. ADJOURNMENT The meeting was adjourned' at about 11:30 a.m., to be reconvened on September 24, 1986. 3 ry 3 334.1 334.2 334.3 334.4 334.5