01/19/1995-CC-Minutes-Work SessionMINUTES:
PRESENT:
OTHERS
City Council Workshop
January 19, 1995
Mayor N%= Armstrong, Councilman Tommy
Councilman Jack Richardson, Councilman
Councilman Jerry Jenkins, Councilwoman
Braxton
Kincaid,
Joe Bell,
Margie
PRESENT: City Administrator John Hamilton, City Secretary
Rosalie Chavez, Larry Yoast, Electric
Superintendent
1. Mayor Nel Armstrong called the workshop to order.
2. Discussion concerning Procedures Manuale
a}. The Mayor Armstrong suggested that in our Policy and
Procedures Manual that we should put tabs to section
off the different policies that fall under that
department.
b). Mayor Armstrong also inquired as to when did Mr.
Hamilton raise the $35.00 per diem for travel. The
City Administrator stated he raised it on August 31,
1994. The Mayor suggested it be brought to the City
Council for approval.
c). The Mayor also stated that where we refer to the name
of the doctor as our Health Officer that instead of
stating his name to put Health Officer, this way it
will prevent changes in the future.
d). Worker®s Compensation procedures were also discussed
from the time an employee is injured to when our
worker®s compensation carrier picks up the claim and
follows through with the necessary steps.
e). Discussion included fees for insufficient checks.
Councilman Bell asked if there is a list of delinquent
utility accounts and if it is possible for the council
to review the list at least once per month.
f). The Mayor stated she felt she wanted to see a list of
who actually owes the city money or �.s in arrears.
g). The City Administrator stated this item was to be
addressed during February for consideration of a
collection agency. The mayor stated they wanted to
review the list to see what is actually outstanding.
h). Another item discussed was customers on life support
and how are disconnects and power outages handled in
regards to these circumstances. Larry Yoast stated
these customers are not disconnected if they become
delinquent. The office does try to work with these
customers. Larry Yoast also mentioned they are in the
process of placing stickers on these meters to indicate
which customers are on life support. The City
Secretary advised only one customer presently is
delinquent who is on life support.
i.) The Mayor suggested that the office get a calendar and
to write on this calendar everything that is listed in
our Policy and Procedures on a yearly basis. The Mayor
advised that posting on the calendar will remind us
when to do certain jobs throughout the year, i.e.,
sending out letters to remind people who are on life
support that they need to update their status.
3. Other items discussedp
CC WORKSHOP MINUTES
01/19/95, PAGE 2
a). The policy regarding unlocking vehicles and the use of
release forms by Police officers, and how we need to
continue to assist these people.
b). Personnel Records° The City Secretary keeps the
personnel records of all employees.
c). The Mayor also suggested that in these Policies where
names are indicated that we need to (when we have 'rime)
go back and type 0/Clerk I," 98Clerk II, °B "Accounts
Payable Clerk," etc*, and then state responsibilities.
d). The employee uniforms were discussed as to who supplies
the uniforms.
e). The memorandum to Benny Erwin regarding policy
operating plans needs to be removed from the manual.
f). The Mayor sugges'�ed the Police Procedure Manual needs
to be reviewed to see if changes need to be made.
g). The policy concerning take-home vehicles is in regards
to employees taking vehicles home when on vacation was
discussed. The Mayor did ask if Maintenance Records on
vehicles are being maintained. The City Administrator
advised Craig Waggoner, City Mechanic, is taking care
of that.
h). Partial payments were discussed as to the method of
payment of customer paying either water bill or
electric bill. The Mayor stated they would like a
quarterly report on work orders.
i). Refund of deposits on utility accounts was discussed.
j). On Memorandum 88, dated December 29, 1989, Mayor
Armstrong inquired if the committee still meets
concerning disconnects. The City Administrator stated
that it still does, not as a group but possibly two
people at different times.
k). Mayor Armstrong asked if utility customers are extended
more than a month without payments. The City
Administrator advised not unless there is a contract.
The Mayor asked how many months do we allow on
agreements. The City Administrator replied possibly 3
months. Mayor Armstrong advised that this method is
acceptable; however the office does not need to
continue doing this over and over for the same people
on a continuing basis. The City Administrator advised
that this method is used only if current bill is paid
currently.
1). The City Secretary advised there is also an inter-
office memorandum concerning customers placing
utilities in different names to prevent a cus'�omer from
paying a delinquent balance. This policy prevents this
from occurring and allows the office a possible chance
to collect delinquent balances.
4. Discussion concerning Police Department:
a). The Mayor discussed whether the Police Department
should answer calls outside the city limits. The Mayor
stated °°common sense°A has to be used on all ins'�ances
concerning leaving the city limits to answer calls.
CC WORKSHOP MINUTES
01/19/95, PAGE 3
b). The Mayor stated when a Policy is passed it needs to be
written in policy form and put somewhere.
c). Mayor Armstrong stated there used to be a monthly
report that was 1�repared for council that indicated how
much is deposited into each savings account, for
example the Utility and General Fund Equipment
Acoounts, the Interest and Sinking Saving Accounts e-tc.
The council would like to see these reports prepared
for council on a monthly basis. The council indicated
they want to see these reports.
d). The Mayor asked if we are making the transfers into
Interest and Sinking accounts on a monthly basis for
Bond Payments. The City Administrator advised -than
they are deposited into these accounts on a monthly
basis.
5. Personnel Policy was discussed at length:
a). The Mayor asked if the staff gives orientation to the
new employees when they are hired.
b). Sick leave and vacation benefits were discussed.
c). The City Secretary advised sick leave and vacation time
is kept manually and on the computer.
d). Councilman Bell discussed the holidays. He suggested
that employees be given a personal holiday in lieu of
Martin Luther King. This would allow those who want to
observe the holiday to do so, and those who do not want
to take the holiday to possibly tape a personal holiday
at a later time. Councilman Bell would like -the city
office opened on that day. Another holiday discussed
was Good Friday.
e). The City Administrator advised these items would be
addressed during budget workshops. The Council can
make those changes effective in the 1996 budget.
f). Councilman Jenkins advised during budget time is the
time to approve the holidays.
g). The council brie-f-ly discussed the officers getting paid
double time for the holidays they work.
h). Councilman Bell expressed concern regarding the job
descriptions; for example: the Fire Chief°s position.
Discussed.
i). The Mayor inquired as to whether the staff does job
evaluations on their employees. The Council requested
that all department heads need to do job evalua'ions on
their employees.
j). A memo is to be sent to all department heads that job
evaluations be completed by March 1 of every year.
6. Other issues discussed:
a). The City Administrator also advised that the city l�.as
recently received a summons against the Police
Department concerning a lawsuit involving Fran3� Millar
and two State Troopers. Our insurance company will
handle the case and there will be some cost involved
-through the Insurance.
b}. Library bids were again discussed briefly® The council
expressed concern regarding the way the bids came in.
CC WORKSHOP MINUTES
01/19/95, PAGE 4
c). The Mayor also discussed the overbid on the foundation.
She stated that no one said a thing until the concrete
was being poured and then it was too late. She
expressed her disappointment and advised it is already
over budget, and it will continue to be over budget.
n). Discussion followed as to a possibility to re -bid the
work.
o). The City's
whether it
the site.
ATTEST:
Workers compensation was discussed as 'co
could cover the local contractors working on
Armstrong, Mayor