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HomeMy WebLinkAboutMin - City Council - 1991 - 04/05 - WorkshopALLEN CITY COUNCIL SPRING PLANNING SESSION APRIL 5-6, 1991 Present: Joe Farmer, Mayor Council Members: Rex Womack, Mayor Pro Tem Mickey Christakos Bobby Glass Mike Nichols Alan Fyke Gary Edstrom City Staff: Jon McCarty, City Manager Judy Morrison, City Secretary Joel Blaylock, Substance Abuse Prevention Coordinator Barbara Buehler, Library Director Richard Carroll, Chief of Police Ron Gentry, Fire Chief Bill Petty, Director of Community Development David Pitstick, Economic Development Coordinator Rhoda Savage, Director of Parks and Recreation Charlotte Smith, Finance Director Michael Stanger, Assistant to City Manager Dave Whitehead, Director of Public Works Others Present- Ronald C. Simpson, Facilitator Noel Crume Stephen Allen David Bishop Kevin, Lilly FRIDAY, APRIL 5, 1991 IV Lunch Lunch was eaten at El Rio Restaurant in Allen, Texas prior to the Spring Planning Session. i 0 ALLEN CITY COUNCIL SPRING PLANNING SESSION APRIL 5 - 6, 1991 PAGE 2 Call to Order (Agenda Item I) With a quorum of the Council Members present, the Spring Planning Session of the Allen City Council was called to order by Mayor Farmer at 1: 02 p. m. in the Library Meeting Room, Two Allen Civic Plaza, Allen, Texas. Mayor Farmer welcomed everyone and introduced Ron Simpson, who will Facilitate the meetings scheduled for Friday and Saturday, April 5 and 6, 1991. Develop Misaion Statement (Agenda Item II) Ron Simpson, Facilitator, elicited responses from Staff and Council with regard to the City of Allen and their experiences with the City, whether they be good experiences or bad. The following is that list: Ineffective Communication w/Public Declining Revenue Base Staff Morale Concerns Competent/Willing Staff Changing Demographics Unequal Quality of Life High Expectations Community Cooperation Educated People Traffic Jams Economic Pressure Aggressive Family Oriented High Taxes Abundant Land Small Geographic Boundaries Water Loss Expectations vs. Resources Strong Infrastructure Loss of Trust Apathy Transportation Resources Reduction in Bond Rating Smoke Athletic Program Participation Small/Strong Business Community Caring Community Ineffective Communication with Staff Increase Public Demand Responsive Community Pride in Development & Accomplishments Feeling of Safety Strong Volunteer Effort Active Chamber Community Spirit High Weeds Dedicated Community Progressive Community Removed From Metroplex Blight Control Good Educational System Identity Crisis Unique Land Resources Black Gumbo Bedroom Community Aging Infrastructure Conflict With Other Entities & Cities Cooperative with Other Entities Flexibility & Innovation Non Smoking Multi -Age Focus (Interest) Softball Field Condition Lack of Shopping Facilities Pride ALLEN CITY COUNCIL SPRING PLANNING SESSION APRIL 5 - 6, 1991 PAGE 3 Develop Mission Statement (Cont'd) (Agenda Item II) At this time, Ron Simpson, Facilitator, asked for Staff and Council responses as to the ideal city, the dream city that they would like to see. The following are responses to that list: Diversified Economy Happy People Proud Community New City Hall Healthy Economic Growth Best Equipped Police Department Re-established Property Values Stable Local Employment Centers Unlimited Funds Clean, Litter -Free Streets Best Education System Key Personnel Protection Major Hospital Golf Course Public Transportation Tourism Enlarged Parks with Bike Trails Family Oriented Community Aesthetics (Pleasing Appearance) Quality, Cost Effective, Essential Service Fully Equipped Central Fire Station, SE International Reputation Drug Free, Crime Free Environment Communicating Same Message Job Growth Sufficient Staff Day Meetings Sandy Loam Cooperation Between Citizens & Businesses Major University Improved Recreational Facilities Best Road Systems No Unemployment Staff and Council now discussed barriers to that ideal city: Money Time Focus Plan Community Support Communication Skills Reality of Limitations Distrust Technology Base Conflict Between Organizations Benefits Packages Rigid Structure Banking Failures Cynicism I Uncontrolled Variables Effort Not There Misunderstanding of Purpose Self -Contained City Lack of Confidence in Future Geographic Competition Untrained Staff Age of City & Size Depressed Economy Support of Organizations Outside City Limited Revenue Sources Dwindling Volunteer Base No Tourist Attractions Identity ALLEN CITY COUNCIL SPRING PLANNING SESSION APRIL 5 - 6, 1991 PAGE 4 Develop Mission Statement (Cont'd) (Agenda Item II) The group then discussed ways to overcome those barriers to the ideal city: Working With Each Other Money Efficiency Flexibility & Innovation Customer Respect Education Re-establishment of Property Values Planning Delegation Motivation Improved Performance Strategic Planning Mission Statement Sense of Value & Self Worth Effective Communication Hard Work & Dedication Appreciation Synergism Integrity Creativity Goals Training Effective Leadership Increased Valuation, Appreciation, Employees Organization Willing to Take Risks Technology Community Vision The group discussed the pay-off or the benefits of overcoming those barriers: Council took a brief recess. I Happy Citizens Healthy Economic Growth Lower Taxes Personal Satisfaction Self Contained City Safe, Efficient & Mobile Roadways Improved Customer Services Community Pride Strong Set of Beliefs Safe, Clean Community Golf Course Best Quality of Life for Citizens Preservation of Environment Improved Teamwork Improve Attractivenessto Business&Industry Professionalism Better Benefits Increased Reserves Diversified Economy Proud Community Re -Establish Property Values Increased Sales Tax Revenues Prosperity Community Spirit Lower Insurance Rates More Caring Community Well Educated Community Harmony Job & Career Opportunities Wide Variety of Housing Stock More Productive Community Mutual Respect Ability to Act Instead of React Recognition of Allen --Identity Reduced Stress Better Business Retention Council took a brief recess. I Happy Citizens Healthy Economic Growth Lower Taxes Personal Satisfaction Self Contained City Safe, Efficient & Mobile Roadways Improved Customer Services Community Pride Strong Set of Beliefs Safe, Clean Community Golf Course Best Quality of Life for Citizens Preservation of Environment Improved Teamwork Improve Attractivenessto Business&Industry Professionalism Better Benefits Increased Reserves ALLEN CITY COUNCIL SPRING PLANNING SESSION APRIL 5 - 6, 1991 PAGE 5 Ron Simpson, Facilitator, discussed with the group the Mission Statement. It was determined that the Mission Statement will be a Mission Statement for the City Government, rather than for the entire City. After discussions, it was determined that our Mission is to achieve excellence, while serving the community, so that conditions of living and public confidence are continuously enhanced. THEREFORE, WE WILL: • Respect and Value Citizens and Employees • Demonstrate the Highest Ethical Standards • Improve Effective Communications • Model Safety • Exemplify Professionalism • Promote Teamwork • Demonstrate Stewardship • Reward Meritorious Performance • Encourage Flexibility, Innovation, and Creativity • Utilize Effective Planning • Provide Opportunities for Personal and Professional Development for All Personnel • Assign Appropriate Responsibility and Accountability Presentation of Draft Issues (Agenda Item III) Staff began to present the draft issues at this time: Ron Gentry, Fire Department Issues: • The portion of the City south of Bethany is not provided equal fire and EMS protection. • Fire and ambulance personnel cannot continue the present level of service given the anticipated growth. • The high level of service set forth in the Comprehensive Plan will decline with continued use of present fire vehicles. • Outdoor warning siren coverage is deficient in the Northeast portion of the City. Adjourn Until Saturday (Agenda Item IV) Mayor Farmer recessed the Spring Planning Session of the Allen City Council at 5:41 p m. on Friday, April 5, 1991. ALLEN CITY COUNCIL SPRING PLANNING SESSION APRIL 5 - 6, 1991 SATURDAY, APRIL 6, 1991 PAGE 6 Gather for Refreshments (Agenda Item V) Breakfast was served at 7:30 a.m. With a quorum of the Council Members present, the Spring Planning Session of the Allen City Council was called to order by Mayor Farmer at 7: 58 a. m. in the Library Meeting Room, Two Allen Civic Plaza, Allen, Texas. Complete Presentation of Draft Issues (Agenda Item VI) David Pitstick, Economic Development Issues: • There is a need to create light manufacturing building space in the community. • Additional marketing efforts are required to create an awareness of development opportunities and the quality of life features in Allen. • The Economic Development office is not fully equipped to produce timely, L organized development proposals to new businesses. • The City of Allen does not presently provide financial assistance for start-ups and expansions of small businesses in the community. Bill Petty, Department of Community Development Issues: • Inadequate safety and inefficiency exists in the City's transportation and signalization system. • There are neighborhoods in Allen where the quality of life and property values are not being maintained. • An additional demand for planning services is being realized by the City of Allen. • The individualized inspection functions are not in place to support the future needs as determined by the State of Texas. • The mobility of the Allen transportation system has been restricted and is not at an optimal level. • The City organization is not structured to handle the complexity of the services that are currently requested regarding health and environmental services. [ • An assessment of the proper allocation of development costs needs to be made. ` Affordable and fair development costs should be attained. ALLEN CITY COUNCIL SPRING PLANNING SESSION APRIL 5 - 6, 1991 PAGE 7 Bill Petty, Department of Community Development Issues: (Cont'd) • Community Development is currently unable to provide certain information in response to community requests because there is an inadequate supply of an up-to-date database. Judy Morrison, City Secretary Issues: • The City of Allen is unable to restore all its vital records in case of disaster. • The citizens are not being provided the quality and quantity of information that is necessary for a well-informed population. • The City Government is unable to provide accurate, high quality, and complete information due to lack of technology to the citizens of Allen in an efficient manner. Michael Stanger, Administration Department Issues: • The property tax base (assessed valuation) continues to decline while demand for services continues to increase. Taxpayers believe their ad valorem property taxes are too high. F�I� • Our customers do not receive enough courtesy, respect and professional treatment from City employees and officials. • The City provides inadequate public information with which to promote programs, services, issues under discussion, and other activities. • The organization is not providing timely or comprehensive support to departments and employees regarding employment procedures and regulations. • State law enabling civil service protection for police and fire fighters presents a threat to local control of our employee base. • The quality of the City's services to its employees with respect to insurance benefits is threatened by the sheer growth of the system. • The quality of garbage collection, is not high enough, based on the perceptions of our customers. • The City is not providing enough recycling services. y� • Customers are widely dissatisfied with cable TV services. L • The City is not collecting its fair share of franchise revenues from certain L public utilities, namely telephone. ALLEN CITY COUNCIL SPRING PLANNING SESSION APRIL 5 - 6, 1991 Barbara Buehler, Library Department Issues: PAGE 8 • The Allen Public Library is currently unable to provide information to its customers when asked. • The City of Allen is unable to provide adequate reference service. • The storage space and staff time needed to retrieve and to re -file hard copies of magazines and newspapers is inadequate. • The Library is not adequately available for citizen use. • The Library building is frequently left unlocked and unattended in order to allow citizens access to the public meeting room located in that building. Richard Carroll, Police Department Issues: The responsibilities of the dispatching function have increased to the extent that one person can no longer efficiently and effectively handle the function. • Anticipated growth will increase the demands on the police department and E threaten its ability to maintain desired levels of crime protection and response. • It has been increasingly difficult to maintain training requirements of the Texas Commission on Law Enforcement Officer Standards and Education, Federal requirements and local needs. Rhoda Savage, Parks and Recreation Department Issues: • Completion of the Allen Special Use Facility in a timely manner is necessary to offer adequate facilities to the public. • The Parks and Recreation Department must constantly seek opportunities to accomplish our mission, "To Provide Parks and Programs that Enhance the Citizen's Enjoyment of Life in Allen." • Department Park Maintenance Standards are not being met by staff due to lack of employee morale as a result of a lack of equipment and personnel. • The City has not accomplished the goals established in the 1985 Comprehensive Plan for park land acquisition. Dave Whitehead, Public Works Department Issues: • Sewer collection system needs additional maintenance and upgrading. • Vehicles and equipment are not being replaced in a timely manner. ALLEN CITY COUNCIL SPRING PLANNING SESSION APRIL 5 - 6, 1991 PAGE 9 Dave Whitehead, Public Works Department Issues: (Cont'd) • Streets are aging and need attention before deterioration accelerates. • Overland drainage facilities are sometimes inadequate, not properly maintained, and pollutes drinking water sources. • The Engineering Department is not equipped with the technology and manpower required for proper support of City functions. • Allen is not represented adequately on the only policy-making body of the North Texas Municipal Water District. Joel Blaylock, Substance Abuse Prevention Department: • Drug and alcohol abuse is too high in the community. • The City should prevent duplication of services with local social agencies and provide opportunities to join resources. Charlotte Smith, Finance Department Issues: • There are currently no policies in place that gives direction for future decisions regarding the General Fund's fund balance and other measures of Is financial solvency. • There is currently no systematic maintenance or replacement schedule for equipment or vehicles with the exception of replacement of police squad cars. • There are no specific guidelines designating how bond fund interest earnings are to be used. Mayor Farmer recessed the Spring Planning Session of the Allen City Council from 12:00 noon until 1:00 p.m. on Saturday, April 6, 1991, for lunch. Determine Mission Critical Issues and Rank Priorities (Agenda Item VII) Staff and Council were asked to generate a list of issues that were not already brought up before the Council by Staff. This allowed independent thinking by the group and did not allow premature judgements. The focus could be on oneself without any competition. The group participated in a round robin recording of those issues. Clarification took place by the group by asking the individual who produced the new issue to explain, if necessary. The group came to a final consensus on all remaining issues. The group proceeded to rank all issues, ranking their top ten issues that they felt were most ALLEN CITY COUNCIL SPRING PLANNING SESSION APRIL 5 - 6, 1991 PAGE 10 Determine Mission Critical Issues and Rank Priorities (Cont'd) (Agenda Item VII) important and crucial to the City of Allen and the City's Mission Statement. Through the forced ranking process the following issues were the top thirteen (13) issues of those present: 1. Full Utilization & Development of Employee Potential 2. Citizen Awareness/ Education 3. Unequal Fire/EMS Protection 4. Fire/Ambulance Service Enhancement 5. Restricted Transportation System 6. Emergency Communications/9-1-1 Awareness 7. Professional Treatment of Customers (Service Attitude) S. Availability of Light Manufacturing Space 9. Neighborhood Integrity 10. Adequate Vehicles/ Equipment Maintenance 11. Technology to Support City Functions 12. Conflict: Declining Tax Base/Increase Service Demand 13. Increased Demand for Essential Police Services These issues were the next thirteen (13) top issues of those present: 1. Centralize and Develop Consistency in Personnel Practices 2. Additional Marketing Efforts 3. Records Disaster Recovery Program 4. Financial Assistance to Small Business 5. Efficiency/ Safety: Traffic Signals 6. Timely Development of Special Use Park 7. Park Maintenance - Enabling Park Staff 8. Maintenance/Upgrade of Sewer Collection System 9. Employee Confidence 10. Street Maintenance Deterioration 11. Multi -Year C.I.P. 12. Crowded Working Conditions 13. Proper Allocation of Development Costs The following issues were ranked third: 1. Policy Representation on NTMW District 2. Prevalence of Alcohol/Drug Abuse 3. Future Directions Fund Balance/General Fund 4. Cycle Time Reduction 5. Access/Resources for Customer Information Needs 0 I I ALLEN CITY COUNCIL SPRING PLANNING SESSION APRIL 5 - 6, 1991 PAGE 11 Determine Mission Critical Issues and Rank Priorities (Cont'd) (Agenda Item VII) 6. Technical Expertise Needed for Code Enforcement 7. Law Enforcement Officer Required/ Critical Training Adequacy 8. Health/ Environmental Protection 9. Cable TV Franchise/ Regulation 10. Enhanced Reference Services 11. Cost -Effective Use of Library/Hours 12. Civil Service: Chapter 143/Local Management 13. Employee Insurance Benefits Management 14. Franchise Revenues Re: Public Utility 15. Perception that Tax Rate is Too High 16. Development Proposals to Business 17. Periodical Storage/Misuse/Deterioration 18. Complexity of Employment Law 19. City Charter Revision 20. Deficient Warning Siren Coverage 21. Park Land Acquisition 22. Trash Collection 23. Recycling Services 24. Access/Security of Library/Booking 25. Storm Drainage Facilities 26. Efficient Non -duplication of Substance Abuse Prevention Services 27. Designated Bond Fund Interest Earnings 28. Teamwork 29. Comprehensive Plan Update 30. Full-time Legal Staff 31. Present Condition of Systems 32. City Beautification 33. Year-round School Impact Michael Stanger, Assistant to the City Manager, informed the group that Staff will now generate goals and objectives, stated as outcomes, programs and service and other steps to attain their goals. We will be doing this without attaching dollars to it at the present time. It will be an interdepartmental process. The next step will be to attach money to each of these items and will be brought before Council in the future. The goals, objectives, and preliminary budgets will be presented to Council on May 30. The Council will be asked to adopt the goals and objectives after thorough review at their Council meeting on June 6. Although the priority one list will receive priority attention, no items on the issues list will be unattended to. The Mission Statement was again reviewed at this time and the consensus of the group felt the following would be the Mission Statement to come out of the Spring Planning Session. ALLEN CITY COUNCIL SPRING PLANNING SESSION APRIL 5 - 6, 1991 PAGE 12 Our Mission is to achieve excellence in managing development of the community and in providing City services so that conditions of living and public confidence are continuously enhanced. THEREFORE, WE WILL: • Respect and Value Citizens and Employees • Nurture Community Involvement • Demonstrate the Highest Ethical Standards • Improve Effective Communications • Model Safety • Exemplify Professionalism • Promote Teamwork • Demonstrate Stewardship • Reward Meritorious Performance • Maximize the Use of Technology • Encourage Flexibility, Innovation, and Creativity, • Utilize Effective Planning • Provide Opportunities for Personal and Professional Development for All Personnel • Assign Appropriate Responsibility and Accountability Ron Simpson, Facilitator, encouraged the group to share their feelings of the importance of this day and a half session and exactly what it meant to each individual. The meeting was recessed at 5:35 p.m. Executive Session (Agenda Item VIII) In accordance with Article 6252-17, V.A.T.C.S. (Open Meetings Law), Sections 2(f) and 2(g), the Allen City Council convened into Executive Session at 5:35 p.m. in the Meeting Room of the Allen Public Library, Two Butler Circle, Allen, Texas in order to discuss matters pertaining to City Employees and Council appointments and purchase of new property and disposition of existing property. The Executive Session was adjourned at 6:00 p.m. Reconvene (Agenda Item IX) The Allen City Council reconvened into the Spring Planning Session at 6:00 p.m. Adjourn (Agenda Item XI) MOTION: Upon a motion made by Councilman Edstrom and seconded by Councilman Nichols, the Council voted seven (7) for and none (0) opposed to adjourn the Spring Planning Session of the Alen City Council at 6:01 p.m. , on Saturday, LApril 6, 1991. The motion carried. ALLEN CITY COUNCIL [" SPRING PLANNING SESSION LAPRIL 5 - 6, 1991 PAGE 13 These minutes approved on the 18th day of April, 1991. ATTEST: 1, I APPROVED: �flF' �CGosc �-yL- ,ce Farmer, MAYOR