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HomeMy WebLinkAboutMin - City Council - 1989 - 03/17 - WorkshopALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 17 & 18, 1989 Friday. March 17. 1989 Present: Joe Farmer, Mayor Council Members: Rex Womack Jerry Wilson, Mayor Pro Tem Bobby Glass (arrived at 2:15 p.m.) Jim Wolfe Jim Pendleton Gary Edstrom City Staff: Jon McCarty, City Manager LMarty Hendrix, City Secretary Richard Carroll, Police Chief Charlotte Smith, Finance Director Bill Petty, Director of Community Development Tom Glab, Director of Public Works Barbara Buehler, Library Director Ron Gentry, Fire Chief Rhoda Savage, Director of Parks & Recreation Joel Blaylock, Substance Abuse Prevention Coordinator Michael Stanger, Assistant to the City Manager I The Allen City Council and city staff convened at 12:00 noon on Friday, March 17, 1989 in the China Berry Room of the Harvey Hotel, 1600 N Central Expressway, Plano, Texas, to eat lunch and begin the planning and workshop session. With a quorum of the Council Members present, the called - special planning and workshop session of the Allen City Council was called to order by Mayor Farmer at 12:45 p.m. on Friday, March 17, 1989, in the China Berry Room of the Harvey Hotel, 1600 N Central Expressway, Plano, Texas. Agenda Overview (Agenda Item II) City Manager Jon McCarty provided a brief overview of the agenda item topics to be reviewed and discussed during this planning and workshop session. ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 17 & 18, 1989 Page 2 Current Fiscal Year Budge t (Agenda Item III) Finance Director Charlotte Smith distributed to the Council handout materials on the revenues for the general fund. Using overhead transparencies, she reviewed the various handout materials That information was general fund revenues for the period ending February 28, 1989; (recap of general fund expenditures for the period ending February 28, 1989; and general fund expenditures for the period ending February 28, 1989 for each city department. The Council discussed with city staff the revenues received for recreation fees, traffic violations and building permits, and if the projected figures were still adequate. The Council also discussed the collection of ambulance bills and how successful the city had been in this effort and if the percentage of collection was the same as surrounding cities The Council discussed the Finance and Administration Subcommittee looking at the mid -year adjustments to the budget, rather than all adjustments being made in the end of the year �» ■ The Council discussed the status of the bond funds for the police and courts ■f�� building The Council also discussed the payments to the Municipal Court Judge and how the payment for arraignments should be handled, that is either by trips or actual number of arraignments This issue was brought up in order to clarify exactly how it should be done. At the present time the Judge is being paid by trip. There was further discussion by the Council on how the budget is amended, the need to decide if departments should meet total budget amount or line item amount. It was concluded that more discussion was needed on this matter Liability Exposures and Risk Management (Agenda Item IV) Police Chief Richard Carroll spoke before the Council on liability exposures/risk management. He distributed to the Council an outline of all topics he was going to review He pointed out to the Council the various city services that can be involved in liability exposures. Chief Carroll then explained the difference between proprietary and judiciary functions He explained the various types of law suits that can arise from liability issues. Those suits being action, inactions, employee and individual. E Chief Carroll then reviewed portions of the Constitution that are included in law suits, Le , speech, association, religion, due process, self-incrimination, search and seizure, privacy, and equal protection. ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 17 & 18, 1989 Page 3 Liability Exposures and Risk Management (cont'd) (Agenda Item IV) Chief Carroll explained to the Council the prima facia evidence or pre- requisite to filing a law suit, and that included gross negligence and damage, and how the suits can be settled for actual damages and punitive damages. Chief Carroll reviewed for the Council the City's insurance coverage for public officials and police liability, auto, and general. At this time, Michael Stanger, Assistant to the City Manager, spoke before the Council on the risk management field. He explained to the Council the exposure loss, risk evaluation and risk controls, risk funding and risk admini- stration. Mr Stanger reviewed the levels of insurance that the city currently has. Those include general liability, workers compensation and auto coverage. Other insurance includes multi -peril, which covers the city's properties, and crimes coverage for the city employees Mr Stanger then reviewed with the Council the increases in premium rates for the liability insurance, which was 34$ in FY 87-88; the increase in the city's health insurance which was 30$ in FY 87-88 and 48% in FY 88-89; and the increase in the city's workman's compensation insurance of 22$ in FY 86-87, 21.6$ in FY 87- 88, and 6% in FY 88-89 The Council briefly discussed the city's policy of paying the smaller workman's compensation claims of $150 00 and less, rather than turning them over to the insurance company Mr Stanger advised that those figures were $861 00 in FY 87-88 and $1,300 in FY 88-89 to date. There was further discussion by the Council on the approximate cost of damages to city's property, such as park sites, Main Street lights, etc., and if the city or insurance company pursues collection from the individuals causing the damage. There was further discussion on workman's compensation claims, what type of claims have been made, and how many large claims have been paid to date. At this time, Chief Carroll advised of risk management efforts to date in the Police Department and those areas were communicable diseases, such as AIDS, and training, and policies. Fire Chief Ron Gentry then spoke before the Council on risk management efforts in the Fire Department in training, line of duty injuries and deaths, and enforcement. Chief Carroll and Chief Gentry then spoke about risk management in future management of those departments and especially as it relates to the upcoming paramedic program. ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 17 & 18, 1989 Page 4 Liability Exposures and Risk Management (cont'd) (Agenda Item IV) There was discussion by the Council on the status of employees and the "at will employee" and their "property right" entitlement. The Council also discussed the current legislation regarding civil service and various aspects of it. Ron Gentry also advised that the emergency management system would also fall under risk management. Mayor Farmer recessed the called - special planning and workshop session of the Allen City Council at 2 45 p.m. The meeting was reconvened at 3.00 p.m. Computer Utilvation (Agenda Item V) Michael Stanger, Assistant to the City Manager spoke before the Council on the number of computers installed in the city to date, and the various types of software being used in the different departments Mr Stanger advised that this was all of Phase I of the computer plan. �! Mr Stanger then advised of Phase II of the program, which includes Lpurchase of the mini main frame and the training on the system by the finance and utility billing personnel. The Council discussed how much of the finance and utility billing functions had been placed in the system to date. City Secretary Marty Hendrix spoke before the Council from the user point of view She explained the effectiveness of the software and hardware in completing the work in her office and the additional work created by the computers in that there is so much information that can be produced from the input provided. Ms. Hendrix pointed out the success of the "User's Group" which consists of the clerical support in the city and how this group meets once a month to provide training, answer questions, discuss problems, and provide other support in the use and operation of the computers. Other Issues: EAS, Purchasing Study and "Splash" (Agenda Item VI) Purchasing asing Study Barbara Buehler, Library Director, spoke before the Council on the status of the purchasing study that was conducted by Charles Binford, a consultant hired by the city to review the city's purchasing policies and procedures. Mr Binford then made recommendations in the form of the study to be implemented by the city Mrs Buehler then reviewed the areas that had been accomplished in the study ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 17 & 18, 1989 Page 5 Other Issues. RAS, Purchasing Study and "Splssh" (cont'd) (Agenda Item VI) Purchasine Studv (cont'd) Mrs Buehler advised of the written policies and procedures by the Finance Department on the use of purchase orders and check requests and the implementa- tion of those procedures Mrs Buehler advised of the fixed assets inventory that was conducted by each department at the Finance Department's direction and the tagging of the city's equipment and property Mrs Buehler pointed out that the other aspect of the study was the "centralization" of the purchasing process and that this had not been accomplished by the city The Council discussed with Mrs Buehler how a city employee would go about purchasing an item. Finance Director Charlotte Smith reviewed with the Council the purchasing process by the use of a purchase order and/or check request. She also referenced open purchase orders and how those are handled. The Council then discussed with city staff the methods for requesting payment of certain bills and how the checks for those items are handled and who signs the checks Extended Area Service (RAS) - "Splash" Ron Gentry, Fire Chief, spoke before the Council on ideas for having a large celebration when the EAS is actually turned on for the city in January of 1990 Since this topic was a recommendation of Councilman Jim Wolfe, Chief Gentry turned the presentation over to Councilman Wolfe Councilman Wolfe explained that he felt there had been so many people and work involved to get EAS in Allen that a big special event should be planned when the city actually has the service turned on. Councilman Wolfe recommended that the work on the event should include working with the local newspaper, as well as the newspapers in the surrounding communities and in the Dallas area. He also suggested advertising the big event on cable television, radio, and with mail outs The Council discussed the plans for such an event and discussed with staff if there was any funding available from the EAS funds and perhaps getting additional funds from the Chamber of Commerce and other interest businesses or parties. There was other discussion on the what the special event should be, such as the Mayor of Allen calling the Mayor of Dallas, invite the Public Utility Commission, and other important officials. There was also discussion on this event �+ being used to promote the City of Allen's "public image" and "public relations" ■ The Council discussed the need to prepare a plan for the event, a budget, Land support to get the word out on this event. They also discussed the need to recognize the people who were involved in working on the EAS plan and how ALLEN CITY COUNCIL CALLED -SPECIAL PLANNING & WORKSHOP SESSION MARCH 17 & 18, 1989 Page 6 Other Issues: RAS, Purchasing Study and "Splash" (cont'd) (Agenda Item VI) Extended Area Service (EAS) - "Splash" (cont'd) important this event is to the city and the people who worked so hard to get this for the city In further discussion, Mayor Pro Tem Wilson advised that perhaps Karen Cage, with DLM, might help with the development of plan for this event. The Council discussed the date for the event, i.e., January 15, 1990, when EAS is to be implemented. The Council then discussed other people who might be asked to work on this special event. The Council recommended someone from the school district, the major businesses in the community, presidents of the local civic groups, and members of the Economic Development Alliance. In further discussions, Mayor Farmer advised the Council that he would work on a plan of action and bring it back to the Council for their review and consideration. At this time, Councilman Wolfe also brought up the issue of the new police and courts building and what the city was going to do for the grand opening of this new facility There was considerable discussion on the need to have an open house and dedication of the building, with a lot of publicity and public officials invited to attend, with an important guest speaker During the discussion, it was pointed out that there were several big events forthcoming in Allen, i.e., EAS, the new police and courts building, and the new library building The Council discussed further having one major big event that would bring attention to all of these matters. Recess (Agenda Item VII) Mayor Farmer recessed the called - special planning and workshop session of the Allen City Council at 5 05 p.m. on Friday, March 17, 1989 ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 17 & 18, 1989 Page 7 Saturday, March 18, 1989 Present: Joe Farmer, Mayor Council Members: Rex Womack Jerry Wilson, Mayor Pro Tem (arrived at 12.00 noon) Bobby Glass Jim Wolfe Jim Pendleton (left meeting at 9.20 a.m.) Gary Edstrom The Allen City Council and city staff convened at 8.00 a.m. on Saturday, March 18, 1989 in the China Berry Room of the Harvey Hotel, 1600 N Central Expressway, Plano, Texas, to eat breakfast and begin the planning and workshop session. With a quorum of the Council Members present, the Allen City Council reconvened at 8 30 a.m. on Saturday, March 18, 1989, in the China Berry Room of the Harvey Hotel, 1600 N Central Expressway, Plano, Texas, to continue the called - special planning and workshop session. Water and Sewer Recovery (Agenda Item II) Tom Glab, Director of Public Works, spoke before the Council on the water storage capacity that the city has at the present time, and explained about the working relationship with the North Texas Municipal Water District. Mr Club provided to the Council handout information on water accountability r difference and reviewed the handout information with the Council. Mr Glab ■ explained efforts to account for water loss caused by water leaks and advised of City Staff• Jon McCarty, City Manager Marty Hendrix, City Secretary Richard Carroll, Police Chief Charlotte Smith, Finance Director Bill Petty, Director of Community Development Tom Glab, Director of Public Works Barbara Buehler, Library Director Ron Gentry, Fire Chief Rhoda Savage, Director of Parks & Recreation Michael Stanger, Assistant to the City Manager The Allen City Council and city staff convened at 8.00 a.m. on Saturday, March 18, 1989 in the China Berry Room of the Harvey Hotel, 1600 N Central Expressway, Plano, Texas, to eat breakfast and begin the planning and workshop session. With a quorum of the Council Members present, the Allen City Council reconvened at 8 30 a.m. on Saturday, March 18, 1989, in the China Berry Room of the Harvey Hotel, 1600 N Central Expressway, Plano, Texas, to continue the called - special planning and workshop session. Water and Sewer Recovery (Agenda Item II) Tom Glab, Director of Public Works, spoke before the Council on the water storage capacity that the city has at the present time, and explained about the working relationship with the North Texas Municipal Water District. Mr Club provided to the Council handout information on water accountability r difference and reviewed the handout information with the Council. Mr Glab ■ explained efforts to account for water loss caused by water leaks and advised of ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 17 & 18, 1989 Page 8 Water and Sewer Recovery (cont'd) (Agenda Item II) work to replace defective water meters He also advised of major water meter replacement for the meter at the Lucas Pump Station and that the meter was running and the district was not delivering water The Council discussed with city staff what caused the water meter to improperly measure the water, how the meter functioned, and a better explanation from the North Texas Municipal Water District as to why the meter was not registering properly The Council discussed with city staff when the total telemetry study would be implemented. The Council discussed further the Water and Sewer Department keeping an eye on the meter with the district. Mr Gish advised of meeting with Mr Waddell, with the district and discussing the problem with him. Mr Glab advised that the department would be putting together a packet of information to state the city's position on this matter Mr Glab then reviewed the inflow/infiltration issue and Mr Glab explained this situation to the Council. Using the information in the handout materials and overhead transparencies, Mr Gish reviewed the flow of sewage to the Wilson Creek Wastewaster Treatment Plan for the months of September, 1988 to February, 1989 The Council discussed with Mr Glab the correlation of water usage with sewer treatment. As reflected on the charts, Mr Gish reviewed the amount of rain fall registered and how it effects the sewer system. There was discussion by the Council with city staff on the differences that can been seen in the daily useage, what the city is going to do to eliminate inflow/infiltration in the city's system, and the work of the Council's Development Subcommittee on a work plan to correct some of the problems referenced by Mr Glab. Mr Glab advised that the work plan would create a three-year recovery program, a three-year projection of capital equipment requirements, cost saving analysis of meter reading equipment, disposition of the Belz Outlet Mall Con- tract , rate structure analysis, water/sewer rate equity, and water loss control study It was pointed out that the city needs to develop annual goals to get these problems under control, and to get control of the inflow/ infiltration problems There was discussion by the Council on the need for this work plan as soon as possible and that an outline should be put together by the Council's subcommit- tee to be brought to the Council for review Mayor Farmer recessed the meeting at 10:10 a.m. The meeting reconvened at 1026 a.m. ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 17 & 18, 1989 Page 9 Water and Sewer Recovery (cont'd) (Agenda Item II) Mayor Farmer referenced the sewer line needed for the High Point Estates Addition and what the status of that project was at this time and the need to proceed quickly with the plan of action. F.M. 2170 Feat (Agenda Item III) Bill Petty, Director of Community Development, spoke before the Council on the right-of-way needed for improvements to Main Street (F M. 2170) east of State Highway 5 Using a street right-of-way map, which showed the property owners, Mr Petty reviewed the property owners on the portion of road from State Highway 5 to Allen Heights, being 1.3 miles or 13.640 linear feet. He advised that 10' of right-of-way was needed for each side, that the total right-of-way needed was 136,400 sq ft., and that 40,977 sq ft. had been dedicated, leaving a balance of 95,423 sq ft. He advised that the estimated cost was $7 50 per square foot, for a total of $715,671. The Council discussed the right-of-way needed and what will happen to existing businesses in place Mr Petty advised that new developments have met the right-of-way dedication needs, it is the older existing developed properties that the city will be concerned with at this time Mr Petty then reviewed why the street needed to the constructed, advised of the projected capacity of the roadway at total buildout and that the current capacity on the roadway was what was projected for total buildout, being 18,700 vehicle trips per day Mr Petty then advised of the construction estimates. The Council discussed the cost difference between a six lane divided roadway and a four lane divided roadway and if there would be any utility relocations. Mr Petty then advised of the funds available for this construction, the additional funds required and the amount of bond funds available but not yet sold. Mr Petty then identified the policy issues. Those issues are that the payment plan would be 25$, emphasis on school safety, pedestrian/vehicular traffic, right-of-way purchase versus dedication, bond sale, need for right-of- way map showing alignment and house locations, right-of-way strategy, and the potential problems. Mr Petty then distributed to the Council a report from the North Central Texas Council of Governments regarding traffic accident analysis in the Allen High School area along F M. 2170 Mr Petty advised of approval of signalization of F M. 2170 and Jupiter Road and F.M. 2170 and Allen Heights. He advised that these contracts should be let in September of 1989 and operational in March of 1990 There was discussion by the Council on the maintenance on the east portion of F M. 2170. ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 17 & 18, 1989 Page 10 F.M. 2170 East (ccnt'd) (Agenda Item III) Mr Petty then advised the Council of the number of houses that are located along the roadway and the problem that the present right-of-way alignment would take property right up to the houses. Mr Petty advised that he is proposing that the right-of-way be taken on the north side of the roadway from the undeveloped properties He advised of the need to do the alignment map as soon as possible in order to see if the realignment can occur There was considerable discussion by the Council on the strategy for obtaining the needed right-of-way Mr Petty pointed out to the Council the items that they needed to consider for this project as follows. How and When Does the Council want to do the project? yes no Is the roadway to be M6D or M41) Does the city sell bonds and when? When is the engineering to be done? Right -of -Way to be purchased, dedicated, and how Does the city want to pursue the right-of-way alignment map and when. At this time Mr Petty also brought up for discussion the problems with obtaining the necessary right-of-way from the Shell Oil Company property There was considerable discussion by the Council with city staff on this issue and how it will be resolved. The Council then returned to the discussion on the Main Street project, east of State Highway 5 and the issue regarding the sale of city bonds for this project and when the bonds needed to be sold. In further discussion by the Council, it was recommended that the Council was in favor of this project, that it be a 6 lane divided thoroughfare, and that the right-of-way map for the alignment was a project that needed to be gone forward with at the present time Mayor Farmer recessed the called - special planning and workshop session of the Allen City Council at 11.30 a. m. The meeting was reconvened at 11.46 a. m. Other Issues: Economic Development (Agenda Item IV) Michael Stanger, Assistant to the City Manager, distributed to the Council as a matter of information the preliminary results of personal interviews which were requested to be conducted by the Economic Development Alliance through the consulting firm of LWFW Mr Stanger then distributed copies of surveys that LWFW had prepared to be sent out to all Allen local businesses and a random selection of residential homes. The Economic Development Alliance had requested that these surveys be conducted in order to get information from the community in order to develop an economic development strategy ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 17 & 18, 1989 Page 11 Other Issues: Economic Development (cont'd) (Agenda Item IV) The Council briefly reviewed the documents and discussed where the strategy of purpose was shown in the survey document and where the explanation of how the survey will be used is shown. Mayor Farmer recessed the called - special planning and workshop session of the Allen City Council at 12.00 noon in order to eat lunch. The meeting was reconvened at 12.53 p.m. Mayor Farmer requested that the Council review the survey documents at their leisure and if they have a problem with any part of them, then they should contact Mr Stanger by Tuesday, March 21, by noon. There was further discussion by the Council on some of the questions and how they should be answered, that the purpose of the survey and how it will be used should be placed at the end of the survey documents. Customer Service (Agenda Item V) Bill Petty, Director of Community Development, spoke before the Council on �i the issue of customer service and provided an introduction into the presentation fel' that would be made by staff on this subject. Rhoda Savage, Director of Parks and Recreation, spoke before the Council on the characteristics of an organization that get positive results and the leadership function. Using overhead transparencies, Ms Savage reviewed with the Council the need to build and articulate our vision for customer service and the city's image. With feedback from the Council, Ms. Savage listed the positive characteristics of a service organization. Some of those characteristics were: 1 Kill Them with Kindness 2 Responsiveness 3 Willingness to Respond 4. Service Attitude 5 Uncompromising "Integrity" 6 Listen/Respond 7 Values 8 Consistency 9 Focus 10 Self -Evaluation and Correction 11 Commitment 12. Efficiency 13 Effective 14. Productive 15 Team -Oriented ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 17 & 18, 1989 Page 12 Customer Service (cont'd) (Agenda Item V) 16. Pride 17 Friendly/ Congeniality 18. Non -hostile 19 Individual Attention 20. Individual Accountability 21 Surpass Customer Expectations 22. Proactive 23 Don't Lay Blame/Don't Make Excuses 24 Humble 25 Knowledgeable 26. Avoid Reaction Ms. Savage then explained how positive characteristics effect customer service and that they improve work quality, the definition of "quality service" and that the city needs to create our vision or dream of customer service. Ms Savage then requested input on the definition of what the city's customer service should entail. There was considerable discussion on what the definition should be, that personal contact was important, and that an employee must be satisfied in their capacity in order to project a good image There was 1 further discussion on the problems citizens perceive of government employees. Ms Savage then explained that to create good customer service, the agency should empower and enable staff to do that function. She pointed out that key staff needs to believe in a vision, identify who are the city's customers, and that the city staff is empowered and enabled by listening and responding to customers, setting standards and measuring performance, training and trusting employees, reorganizing and rewarding accomplishments, and creating a service culture Ms Savage then reviewed another topic of customer service, which was to create a structure that enhances employees ability to achieve excellence, and pointed out that this is constantly subject to change. The elements of this topic were policies, organization structure, rules and regulations, norms and job descriptions There was considerable discussion on customer service and the City Council's perception of what they want the city staff to do in this area. Mayor Farmer recessed the meeting at 2:40 p.m. The meeting reconvened at 2.53 p.m. Preliminary Tax Roll Report (Agenda Item VI) City Manager Jon McCarty provided to the Council handout materials on the market value of city property, and using overhead transparencies reviewed that document with the Council. The document showed the years of 1982 through 1988, the total value before agricultural use or exemptions, the market value less the ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 17 & 18, 1989 Page 13 Preliminary Tax Roll Report (cont'd) (Agenda Item VI) agricultural use before exemptions, market value less agricultural use less exemptions before loss incurred by 65 and over freeze, and the adjusted totals Mr McCarty then reviewed the handout material on the 1989 preliminary value and pointed out that there is a greater loss in property evaluation in the next year than the city experienced in the present year Mr McCarty then reviewed additional handout materials on the general fund spending history amount for each department and percentages those figures represented, the amount of general fund spending projections, revenue com- parison, and the tax rate needed to support the expenditures at a 59@ rate, 64.13@ rate and a 66.0 rate, using an estimated total appraisal value of $812,803,932.00. He then reviewed the same figures using an appraisal value of $830,489,180.00. Central Business District Taxes Mr McCarty then reviewed the taxes for the Central Business District and how they are calculated. He advised that they have the land values appraised on the market value and not on how itis being used, therefore, all of the properties J that have been identified in that district are being taxes on a commercial use. 7 Idle Funds Investment (Agenda Item VII) Charlotte Smith, Finance Director, distributed to the Council some handout materials on Certificate of Deposit investments in the operating account, government security investments in the operating account, certificate of deposit investments for the 1985-86 general obligation bond funds, the 1985 - 86 revenue bond funds, government security investments for the 1986 bond funds, and government security investments for the 1988 bond funds. Mrs Smith reviewed all of the handout materials with the Council and answered questions posed by the Council on them. There was discussion by the Council on the problems incurred with the maturity date for government funds and that they are not as flexible as CD's. They also discussed the amount of CD funds that can be insured by banking institutions in the city In further discussion, Mrs. Smith advised of the plans for an investment policy, which would include what investments are authorized by the city to be invested in, the objectives of the policy, what funds should be invested, and to delegate a person in the city who has authority to invest those funds, and an approved list of institutional brokers and dealers who the city can do business with. She advised that this policy would be brought forward in a meeting with the C Finance/ Administration Subcommittee for their review before being brought to the Council. ALLEN CITY COUNCIL CALLED - SPECIAL PLANNING & WORKSHOP SESSION MARCH 17 & 18, 1989 Page 14 Idle Funds Investment (Agenda Item VII) There was further discussion on the flexibility of CD's versus government agency securities, if the city was going to bid on a depository bank and when they are going to do this and the problems incurred with that matter Mayor Farmer recessed the called - special planning and workshop session of the Allen City Council at 4.31 p.m. The meeting was reconvened at 4 38 p.m. Recap (Agenda Item VIII) City Manager Jon McCarty reviewed each of the topics that had been presented by city staff There was discussion by the Council on who was going to spearhead the big event or "Splash" event. Mayor Farmer advised that he would work with city staff to develop a plan and about the key groups to include in the planning process and bring it forward to the Council for review and consideration. There was discussion that the customer service issue was a topic that would need more study and discussion. The budget issue news did not look good at this time The idle fund investments That the Finance I Administration Subcommittee would have an opportunity to look at a policy and bring it forward to the Council. Other comments made were the Council thanked the city staff for their work in the process The Council briefly discussed the upcoming budget retreat and any suggested locations for that function. Adjourn (Agenda Item IX) Mayor Farmer adjourned the called - special planning and workshop session of the Allen City Council at 4.54 p.m. These minutes are approved on the 20th day of April , 1989 APPROVED' Gi..P C�yfeP/t__ J96 Farmer, MAYOR ATTEST Marty Hendrix, C, City Secretary I