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HomeMy WebLinkAbout1986-09-24 MinutesMINUTES OF A CITY BOARD OF DIRECTORS RETREAT MEETING The fourth session of a Board Retreat (begun on August 27, 1986) was held on Wednesday, September 24, 1986, in Room 111 of City Hall. PRESENT: Mayor Noland; Directors Bumpass, Lancaster Martin and Orton; City Department Directors Burch, Coates and Coordinator Judy Huffaker, City Clerk of the press and audience Hess, Johnson, Manager Grimes, Linebaugh, Budget Kennedy, members The meeting began at 8:15 a.m., with six Directors present. REVIEW OF COMMUNITY NEEDS City Manager Grimes presented a report on the six major problems the City government will face next year and in the future, as perceived by the management staff: 1. Computerization and related automation New computer Mapping systems Automatic devices; i.e., reading devices, cash registers Analysis system for determining present and future needs 2. Short (1-2 years), mid-term (3-5 years), and long-range (6-10 years) planning 10 and 20 -year master plans Long range capital improvements program Setting goals and objective for planning future 3. Funding Determine the needs and funding options necessary to replace anticipated lost revenues 4. Operational Efficiencies Explore innovative techniques to improve operations including reviewing data from other cities 5. Continue to work toward completion of recommendations contained in the Performance Audit Communication with the public and within City government Public awareness of City activities Improved communication and coordination 350.1 • Board Retreat September 24, 1986 Part IV Infrastructure maintenance Utilize analysis system to identify needs and schedule programs to relieve the infrastructure problems Emphasize maintenance to address identified infrastructure problems. 351.1 Director Orton pointed out these items were more solutions to problems than problems themselves. 351.2 Director Martin commented that these items were above and beyond the normal course of business for city staff, and separate from goals and objectives for operating the city. 351.3 Director Bumpass stated he would like to hear how the staff has specifically addressed the problems pointed out in the performance audit, how these have been overcome, and how things are being done better. COMPUTERIZATION 351.4 In answer to a question from Director Bumpass, Linebaugh said the cost of a new computer is expected to be $200,000. He explained that there is a lease/purchase arrangement for 1986. In answer to a question from Director Orton, Linebaugh said he expected the new computer to have a five-year life. 351.5 In answer to a question from Director Martin, Linebaugh explained the City has three computer systems - the large mainframe which handles the majority of the work - several personal computers - with the Police Department paying rent to hook on to a large computer. Linebaugh said it is anticipated that two computers will fill the City's needs, with the existing personal computers continuing to be used. Linebaugh explained that several software packages will be used, and can be installed over a period of time. 351.6 In answer to a question from Martin, Linebaugh explained that the staff is using a selection committee composed of citizens who are experts in the field along with using a consultant for some analysis. Linebaugh said that basically the staff is doing most of the work themselves. 351.7 Director Bumpass asked what benefits would be provided by the proposed mapping system. Deryl Burch explained the system would be used for the location of all utility lines, population, growth patterns, street inventory, house numbers, property tax values, residence locations, etc. Burch said the intent would be for there to be one system such as this in the City, for all utility companies and Washington County to 2 cr. Board Retreat September 24, 1986 Part IV use on a cost-sharing arrangement, but for the City to have 60% of the use. PLANNING City Manager Grimes told the Board the City needs to update its Master 352.1 Plan. Director Bumpass asked the City Manager if he intended to hire an outside consultant to give the Board options on what might be contained in the Master Plan. Director Martin said he envisioned "planning" to encompass not only 352.2 land planning, but other things such as parks, sewers, and streets. Martin said that, although management staff is responsible for key planning, he hoped the planning process for the Master Plan would include going to the public with a plan, in order to obtain their input. Director Johnson asked what the process was for the Land Use Plan after 352.3 the committee finishes its work. Planning Director Sandra Carlisle explained that, after proposals are received, these will be reviewed by the Planning Commission, with the best qualified person being chosen. Director Johnson said she would like the Plan to come before the Board before the staff sends out Requests for Proposals. FUNDING Director Johnson expressed hopes that the City can develop a five-year 352.4 financial picture. Director Bumpass said once a long range capital improvements program is 352.5 established, there are options available for seeking funding. Director Martin said, if funding is not available, the city can either raise taxes or decide not to build. He added that the city has not done any project that citizens have not been willing to fund. Mayor Noland remarked that the citizens will have to decide what they want to support. COMMUNICATION Director Orton stated the City bought two cameras which only are used 352.6 twice a month for City Board meetings. Orton said these were portable and it was hoped they would be taken out of City Hall and used in the City to help the public become more aware. Orton suggested reports to the people can be made on television, and the cameras can be used for training as well. 353.1 353.2 Board Retreat September 24, 1986 Part IV Director Bumpass said he would be in favor of the City Manager or his designee making a weekly report on Open Channel to inform the public about what is going on in City government. Director Lancaster asked if anyone on the staff was capable of operating the equipment outside of City Hall. Director Johnson said there are a number of trained camera operators who are City employees. Mayor Noland suggested each of the departments can show, on camera, what is going on in their area, and at the end of the year, a series of these reports can be compiled as a visual "Report to the People" in alternate years when the published report is not used. 353.3 City Manager Grimes said the City has morale problems in some of its departments, and some work needs to be done internally. Grimes said many employees who work hard every day never receive any publicity or visibility, or recognition for a job well done. INFRASTRUCTURE MAINTENANCE 353.4 City Manager Grimes stressed the fact that the city sewer system is a problem for the City to work on from now on, because of the age of many of the sewer lines. The Mayor pointed out that the mapping system will allow the City to locate potential problem areas. 353.5 Director Martin commented that the City, in the last ten years, has radically improved its airport, and has begun projects such as the Wastewater Treatment Plant, the Arts Center, and the Solid Waste Disposal Plant. Martin asked if the staff saw any future projects of that magnitude. 353.6 Director Bumpass said he would like to see a new Youth Center located in the northeast part of the City. He said youth in that area are removed from being able to ride their bicycles to the existing Youth Center. 353.7 Director Johnson said she thought the Board was going to have to determine the direction in which the City is going in relation to the explosion of population in the next ten years, and what Fayetteville's place is in relation to its neighboring cities. 353.8 City Manager Grimes pointed out to the Board that the City Pool, even in a good year, has to struggle to stay in the black. He pointed out that, if another pool is built, the patronage of the existing pool would be cut in half, while operating expenses will double with the addition of a second pool. Board Retreat September 24, 1986 Part IV Director Bumpass disagreed, stating he thought the number of users would expand. Bumpass said he thought another Youth Center should be built even it takes another bond issue to pay for it. Traffic Superintendent Perry Franklin pointed out that one thing he sees as necessary in the future, which Fayetteville doesn't have now, is a transportation system. Director Martin commented that the joint venture between the City and the University for the Arts Center was the right way to go, and said he saw the City joint -venturing other service projects. Mayor Noland suggested the idea of providing facilities when major streets are built, rather than waiting for development to occur, and then place a surcharge on the developers in the future. Director Bumpass said he has consistently voted against oversizing of lines to take care of future needs, and thinks it would be a better use of limited resources to pick an undeveloped area and, over a period of years, develop a major street including sewer and water lines. Bumpass said a lot of the development costs could then be borne by the developers in that area. Director Orton said she agreed in theory but thought, in practice, it could be a very political issue insofaras whose land would be chosen for development. Mayor Noland pointed out that what he proposes for development in residential areas has already been done successfully in the Industrial Park. MAJOR PROJECTS Director Johnson commented that, when projects show up in the budget, she assumes they will be completed during the budget year. Director Martin added that the City ran into a problem with the communications system project when it was discovered there was no one staff member specifically in charge of the, project. Martin suggested a goal would be to ensure that someone is in control of the completion of a major project. Mayor Noland pointed out there is a problem in determining who is in control over projects which are not strictly City projects, such as the Resource Recovery Project and the Arts Center. ,Director Bumpass said his biggest objection to the way the Resource Recovery Project was set up was that there was no direct accountability. He pointed out that the Project Director, Louis Watts, does not fit into the City's organizational chart. Bumpass urged that City Directors and 351 354.1 354.2 354.3 354.4 354.5 354.6 354.7 354.8 355.1 Board Retreat September 24, 1986 Part IV City staff members encompass the membership on the Arts Council and Arts Foundation. Director Orton said she thought the Resource Recovery Project ought to be under Public Works, but was not sure what department the Arts Center would fall under. 355.2 Director Martin said he thought Deryl Burch, Public Works Director, "ought to be responsible from the City's standpoint, for the Solid Waste Plant, since sanitation and engineering are involved. Martin suggested perhaps Administrative Services should oversee the Arts Center. 355.3 Orton said she thought those persons need not serve on the Boards for those projects. 355.4 Director Bumpass said he thought it was necessary to send a signal to groups such as the Parks Board that the City Board makes the policy and they implement the policy. Director Orton said she felt the Parks Board should come to the City Board with their needs for the next five years, rather than the City Board dictating the policy without background knowledge. Director Bumpass said he disagreed completely. 355.5 Director Johnson asked if the City could investigate the possibility of selling shared time on its communications system, as a source of revenue. Linebaugh said that was in the plans, once the system is operating. 355.6 Director Johnson asked that the Board receive a status report on the biennial "Report to the People" calendar, and on disaster training. CITY MANAGER EVALUATION FORM 355.7 Mayor Noland introduced Board consideration of the form to be used for evaluating the"City Manager. The City Manager told the Board two items (#13 and #14) had been added to the form at the request of the Board, as well as a space for comments. 355.8 Director Johnson suggested consideration of the form be placed on the next Board agenda. 355.9 Director Orton said she thought a policy statement was needed outlining the procedure for using the form. 355.10 Grimes recommended the Directors, after filling out the form, return it to the Mayor to be compiled by an independent person. Director Johnson suggested this be followed rip by a Board session with the City Manager. 35( Board Retreat September 24, 1986 Part IV Orton said that in another organization, department heads also fill out 356.1 an evaluation form on the City Manager, because persons working under the City Manager can provide input about certain areas which Board members may know nothing about. Director Hess said he thought the central purpose of the form is to 356.2 determine whether the Board feels the City Manager is doing his job, and that it doesn't matter whether the staff feels he is doing his job if the Board doesn't feel that way. Director Bumpass said he was not very interested in the form, and he 356.3 thought there would be evidence the Board will either see first hand or which will be brought to their attention, if things are not running smoothly in the City. Bumpass said he thought the management staff should be evaluating each other all the time about how they are doing their jobs, but he did not personally have the time or inclination to get bogged down in evaluations such as this. Director Lancaster said he thought the Board owed it to the City 356.4 Manager to tell him if he is doing his job. Director Martin said he thought the specificity of the form was desirable. Director Orton said she thought if individual Directors don't put their 356.5 gripes down in an evaluation, they should just keep still. After further discussion as to whether the staff should evaluate the 356.6 City Manager, the Mayor asked that the Directors think about the issue between now and the next Board meeting. The City Manager said he would outline a procedure which he envisions as the best way to handle the process based on the discussion today. It was decided consideration of the form would be placed on the next 356.7 Board agenda. ADJOURNMENT The meeting adjourned at about 10:10 a.m., to be reconvened on October 356.8 16, 1986.