Min - City Council - 1997 - 03/21 - WorkshopI
Kevin L. Lilly, Mayor
Lonme Thomas
David Kerr, Mayor Pro Tem
Doug Gallagher
Dave Powyszynski
Steve Terrell
Melissa Owen
ALLEN CITY COUNCIL
SPRING PLANNING SESSION
FRIDAY, MARCH 21, 1997 — 8:00 A.M.
ALLEN PUBLIC LIBRARY MEETING ROOM
TWO ALLEN CIVIC PLAZA
Jon McCarty, City Manager
Judy Morrison, City Secretary
Barbara Buehler, Library Director
Richard Carroll, Police Chief
George Conner, Director of Public Works
Tim Dentler, Park Superintendent
Ron Gentry, Fire Chief
Bill Petty, Director of Community Development
David Pitstick, Economic Development Director
Michael Stanger, Assistant City Manager
Linda Vaughan, Chief Accountant
(Agenda Item I)
With a quorum of the Councilmembers present, the Spring Planning Session of the Allen City Council was
called to order by Mayor Lilly at 8:10 a.m. on Friday, Much 21, 1997, in the Council Chambers of the Allen
Public Library, Two Allen Civic Plaza, Allen, Texas.
City Manager Jon McCarty reviewed the "annotated agenda" and the events planned for the day The
Finance/Administration Standing Committee indicated this would be a tune for the Council to receive input from
staff regarding the various strategic plan projects and staffing projections but would not be a time to make
decisions. The Council will have the opportunity to gain additional information as needed prior to decision making.
Receive and Discuss Staff Reports
Concerrting States of Strateeic Plan Projects
(Agenda Item H)
A. Untried Community Vision — Jon McCarty
B. Revenue — Jon McCarty
Staff was encouraged to get creative in this area. It make take agreements between the
City and developers to enhance this area.
C. Technology — Michael Stanger
Staff was asked to provide Council our current "as is" level of systems and technology
within the City
ALLEN CITY COUNCIL
SPRING PLANNING SESSION
MARCH 21, 1997
PAGE 2
D Education and Outreach — Tim Dentler
Ideas were requested from the Parks and Recreation Department for additional items that
we could do to improve our outreach — possibly in the adult areas.
E. City Offices — George Conner
Council requested information with regard to space allocations between the present time
and the time when City Hall may be completed. It was also suggested we could consider
a design competition through a national architect's association for the design of the City
Hall. This would provide innovative ideas on a low budget.
F New Infrastructure — Ron Gentry
Staff was questioned as to the results we would be looking for in annexation of property
in the northeast quadrant of the City
G. Informed Citizens — Linda Vaughan
Staff was asked to put some thought to this area with regard to informing citizens. There
may be successful survey information that could be used especially from North Texas to
survey the citizenry E -Mail was also discussed as a possibility to more uniformly inform
the citizens of Allen.
H. Operations — Richard Carroll
Council requested information regarding cost for an ongoing training program and
consideration of interlocal training including surrounding cities or the community college
One item the City needs to specifically look at is "customer satisfaction."
Another area for staff to consider are critical processes that we perform and how those
processes can be done faster, cheaper and better.
I. Roles & Responsibilities — Judy Morrison
Staff was requested to define and develop a process so that the Boards can have a clear
definition on their actual responsibilities. A general handbook might be considered with
a customized section for each Board.
I. Existing Assets — Barbara Buehler
The staff is to establish guidelines to maintain our buildings including routine items and
contingency for major repairs.
K. Partnerships — Tun Derider
Staff was requested to develop policies on partnership issues.
L. Transportation — Bill Petty
Staff was encouraged to look into the future with regard to timing and planning essentials
and consider bringing a regional transportation system to this community
ALLEN CITY COUNCIL
SPRING PLANNING SESSION
MARCH 21, 1997 PAGE 3
M. Natural Resources — George Comer
Staff was encouraged to determine what the natural resources are in Allen and what our
strategy would be to conserve or enhance those natural resources.
N. CBD (Central Business District) — David Pitstick
Staff needs to define the focus of the CBD What do we want in the CBD and what can
we provide in this area to attract various businesses?
Receive nd Discuss Presentation of Five -Year Staffirep Projections (Agenda Item III)
This item was not discussed until after lunch.
(Agenda Item IV)
(Agenda Item III)
Administration: Public Information Officer may need to line up with the desktop publishing
personnel authorization
Building Maintenance: 1999-2000 shows City Hall coming on line
City Secretary: In addition to personnel requested, Council felt it might be good to look at
a secretary to deal with Council activities
Community Development: Council questioned the turn -around time for building permits
Finance Department: Staff was requested to look at automatic payroll functions and time savings
involved as well as employee savings
Fire Department: Fire Station No. 5 would be driven by SH 121 improvement
Library Department: No comments
Municipal Court: The growth in Municipal Court would correspond with Council allocation of police
officers. The Municipal Court Judge Council employee needs to also be
considered.
Parks and Recreation: No comments
Personnel: No comments
Police Department: Council requested consideration of used police vehicles by SRO (School
Resource Officer)
Public Works: No comment
Utility Collections: No comment
ALLEN CITY COUNCIL
9 SPRING PLANNING SESSION
MARCH 21, 1997 PAGE 4
Receive and Discusts Staff Presentatoon of Organizational Vision (Agenda Item VI)
Michael Stanger, Assistant City Manager, provided staffs core ideology and envisioned future goal.
Core values:
Honesty, integrity, trustworthiness
Commitment to community, within and outside the organization
Excellence, conscientiousness, hard work; doing things right
Positive, optimistic outlook
Core purpose:
To make a positive difference in the lives of individuals and the community
Envisioned future goal:
To become the Southwest Airlines of city governments
Tour City Facilities and Development Sites (Agenda Item VH)
Council and staff took a City tour which included The Woods, the historical dam and Fire Station
No. 3.
(Agenda Item VIII)
Executive Session (Agenda Item IX)
In accordance with The Texas Local Government Code, Property, Section 551.072, and Personnel,
Section 551.074, the Allen City Council was scheduled to convene into Executive Session in the Conference
Room of the Allen Public Library, Two Allen Civic Plaza, Allen, Texas.
The Executive Session was not held
Other Business (Agenda Item X)
Items of Interest to the Council (Agenda Item X -A)
There were no additional items of interest to the Council.
Calendar (Agenda Item X -B)
No comment
Adjourn (Agenda Item XI)
�+ ALLEN CITY COUNCIL
SPRING PLANNING SESSION
MARCH 21, 1997
1997
PAGE 5
The Spring Planning Session of the Allen City Council was recessed at 5:20 p.m. on Friday, March 21,
These minutes approved on the 3[0., day of April , 1997
ATTEST:
Ju Mory ion, CMC, CITY SECRETARY
-I
APPROVED:
v✓
Kevin L. Lilly, MAYORJ