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03/16/2020-CC-Minutes-Work SessionCITY OF SANGER, TEXAS MINUTES: WORK SESSION CITY COUNCIL MEETING Monday, March 16, 2020 6:00 PM 502 Elm Street, Sanger, Texas COUNCIL MEMBERS PRESENT: Mayor Thomas Muir; Mayor Pro Tem Gary Bilyeu; Councilmember Marissa Barrett; Councilmember Dennis Dillon; Councilmember Allen Chick: Councilmember David Clark. COUNCIL MEMBERS ABSENT: None. STAFF MEMBERS PRESENT: City Manager Alina Ciocan; City Secretary Cheryl Price; Director of Development Services Ramie Hammonds; Clayton Gray, Finance Director; City Engineer Tracy LaPiene; Laura Klenke, Social Media/Librarian; Police Chief Curtis Amyx; Jeriana Staton, HR Coordinator; Chris Hiesler, Wastewater Plant Supervisor; Police Officer Josh Bishop. 1.Call Meeting to Order There being a quorum present at the March 16, 2020 City Council Work Session, the meeting was called to order by Mayor Muir at 6:01 p.m. 2.All American Dogs Update All American Dogs Update Provided by Bob Mathews. Bob Mathews with All American Dogs was recognized to provide an update to the City Council. He noted that things seem to be going well. He noted that that there has been a large increase in the cat population. There was lengthy discussion and several questions were answered for the Council regarding All American Dogs by Mr. Mathews. 3.Recommended Changes to the Personnel Policy Manual. Review and Discuss Recommended Changes to the Personnel Policy Manual regarding Paid Time Off (PTO) and Extended Illness Bank (EIB) provided by Jeriana Staton, Human Resources Coordinator. Human Resource Coordinator, Jeriana Staton was recognized to provide a summary. She advised that the major change was allowing employees to use their sick time. Currently when an employee is sick, they can not utilize their sick time (EIB Extended Illness Sick) until they use 27 hours of PTO (Paid Time Off Vacation time). This new policy would allow employees to use their time without having to use vacation time first. She noted that there has been lengthy discussions with the Department Supervisors and Directors as to how this is expected to be utilized and if there are any signs that it was not being utilized correctly it would need to be addressed on a case by case action. It was noted that there was no policy where employees could donate time. There will be no adjustments to the EIB or PTO time balances; however, there will be some limits as caps on how much employees can accrue, which is 320 hours for vacation and 480 hours for sick time. There was discussion regarding what the accrual for vacation was in comparison to other cities. It was Page 1 CITY OF SANGER, TEXASMINUTES: WORK SESSION CITY COUNCIL MEETINGMonday, March 16, 2020 6:00 PM502 Elm Street, Sanger, TexasCOUNCIL MEMBERS PRESENT:Mayor Thomas Muir; Mayor Pro Tem Gary Bilyeu; Councilmember Marissa Barrett;Councilmember Dennis Dillon; Councilmember Allen Chick: Councilmember David Clark. COUNCIL MEMBERS ABSENT:None.STAFF MEMBERS PRESENT:City Manager Alina Ciocan; City Secretary Cheryl Price; Director of Development Services RamieHammonds; Clayton Gray, Finance Director; City Engineer Tracy LaPiene; Laura Klenke, SocialMedia/Librarian; Police Chief Curtis Amyx; Jeriana Staton, HR Coordinator; Chris Hiesler,Wastewater Plant Supervisor; Police Officer Josh Bishop.1.Call Meeting to OrderThere being a quorum present at the March 16, 2020 City Council Work Session, the meeting wascalled to order by Mayor Muir at 6:01 p.m. 2.All American Dogs UpdateAll American Dogs Update Provided by Bob Mathews. Bob Mathews with All American Dogs was recognized to provide an update to the City Council. He noted that things seem to be going well. He noted that that there has been a large increase in thecat population. There was lengthy discussion and several questions were answered for the Councilregarding All American Dogs by Mr. Mathews. 3.Recommended Changes to the Personnel Policy Manual.Review and Discuss Recommended Changes to the Personnel Policy Manual regarding Paid TimeOff (PTO) and Extended Illness Bank (EIB) provided by Jeriana Staton, Human ResourcesCoordinator.Human Resource Coordinator, Jeriana Staton was recognized to provide a summary. She advisedthat the major change was allowing employees to use their sick time. Currently when an employee issick, they can not utilize their sick time (EIB Extended Illness Sick) until they use 27 hours ofPTO (Paid Time Off Vacation time). This new policy would allow employees to use their timewithout having to use vacation time first. She noted that there has been lengthy discussions with theDepartment Supervisors and Directors as to how this is expected to be utilized and if there are anysigns that it was not being utilized correctly it would need to be addressed on a case by case action.It was noted that there was no policy where employees could donate time. There will be noadjustments to the EIB or PTO time balances; however, there will be some limits as caps on how much employees can accrue, which is 320 hours for vacation and 480 hours for sick time. There was discussion regarding what the accrual for vacation was in comparison to other cities. It was noted that under the current policy that employees that retire after 20 years of service can be compensated for up to 50% of their sick time and we are grandfathering those employees who were hired prior to March 1, 2020. The benefit to employees hired after that date will no longer be offered.. 4.Overview of Items on the Regular Agenda a.WWTP Change Order #8 Felix Construction City Engineer, Tracy LaPiene was recognized to provide a summary of the Agenda Item No. 9 which is a modification to the provisions of the contract for the wastewater treatment plant rehabilitation and improvements. These are changes that have been made as construction hase moved forward. The City staff recommends a number of changes to provide longevity and operational performance. Staff requests cleaning and repairing select ares of Plant 2 tank, furnishing and installing corner stiffeners for the UV canopy to reduce swaying, repairing select areas of Plant 3, repairing bar screens, furnishing and installing gate operator conduit and wire, additional bar screen repairs and additional walkways. There was general discussion about the various modifications on the change order and it was noted that the stairways and concerns for safety were discussed at earlier meetings 5.Adjourn There being no further work session items on the agenda for discussion, the meeting was adjourned by Mayor Muir at 6:58 p.m. Page 2