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HomeMy WebLinkAboutMarch 7, 2001Management Team Minutes Council Chambers March 7, 2001 8:15 a.m. AGENDA ITEMS New Items: 1. Clean Water Act (Mark) 2. Topics for Management Academy (Julie) 3. East Bypass Small Area Plan (Tom) 4. Retreat Follow-up/Team Building (Tom) 5. Elections (Tom) 6. Addition of Signed Documents to Council Agenda (Olivia) 7. Computer Monitors (Follow-up on costs) (Olivia) 8. Agenda Planning Calendar/Strategic Calendar Update (Tom) 9. Other 1. Clean Water Act: Mark Smith, Public Work Director, reported on the upcoming NPDES Phase II clean water federal mandate. The MS$ program sets guidelines for the regulation of water runoff (into storm sewers) from man made structures that the City will be responsible for enforcing. Mark reported that the program goes into effect in 2003. The mandate will mostly effect new development and construction, and fleet facilities. The regulations will make City departments adopt new housekeeping policies and procedures to control water runoff. 2. Topics for Management Academy: Julie O'Connell, HR Director, informed the Mgt. Team that the Management Academy will be held on June 18 - 22. She distributed a list of topics that will be discussed during the training. The maximun class size for the training is 22 - 25 people and expenses will be charged to the employees department's training budget. Tom Brymer, City Manager, stated that only employees in supervisory or management positions should be allowed to attend the training. He also wants the Management Academy to be a topic in City newsletters and discussed at departmental meetings so everyone is aware of it. 3. East Bypass Small Area Plan: 4. Retreat Follow-up/Team Building: Tom Brymer, City Manager, distributed a list of topics identified by directors as needing follow-up during the Mgt. Team retreat in February. He reminded directors that they need to review the list and start to follow-up on the items listed. 5. Elections: Tom Brymer informed the Mgt. Team that there will be a contested race for at least one position on the City Council during the 2001 election. He informed directors to let him know if candidates request information form them. The team also discussed informing candidates of the rules associated with the placement of campaign signs on City property. 6. Addition of Signed Documents to Council Agenda: Olivia Burnside, MIS Director, outlined the process for adding agenda items to the P Drive. She stated that she is working to install e - signature software to director's computers. The software costs approximately $200 per machine. Tom stated that the costs should be charges to individual departmental budgets instead of MIS. 7. Computer Monitors (Follow-up on costs): Olivia Burnside reported on the costs of switching from 14" to 17" computer monitors including the cost of going to Flat Panel monitors. Replacing the currently used 14" monitors with 17" flat screen monitors would only raise maintenance costs $2,042 per year, but going to the flat panel monitor would raise costs to $28,546 per year. The team decided to replace 14" monitors with 17" monitors when they burn out. MIS will review the costs of Flat Panel monitors annually. 8. Agenda Planning Calendar/Strategic Calendar Update: Tom reviewed the calendar and items were added, removed and rescheduled. 9. Other: Capital Projects Reporting: Tom addressed the current CIP reporting/tracking process and stated that he would like staff to research an integrated reporting system that is more "real-time" and reports all City Capital Improvement Projects. Olivia Burnside was charged with setting up a CIP reporting meeting to discuss the implementation of an electronic reporting system. Administrative Policy Manual: Tom informed team that the manual needs to be reviewed and updated and put on the intranet and internet. A team will be assembled to work on the project, directors should put people on the team that can add meaningful input. EIC: Tom informed the team of what was discussed at the Employee Involvement Committee meeting on March 6th. Tom stated that he felt like employees were not getting information discussed at the Mgt. Team meetings and asked directors to be sure the information is relayed during departmental meetings and news letters. Citizen Survey: Tom informed the team that we need to continue to work to increase satisfaction even though we are getting high ratings now. Direct Deposit: Tom stated that we need to bring the issue back to the Mgt. Team for discussion. Charles Cryan, Fiscal Services Director, reported that there are currently approximately 100 employees that do not have direct deposit. Travel Vouchers and Expenses: Tom reminded directors that they need to send all their travel/expense receipts to him or Glenn Brown for approval. Receipts from business lunches need to have the persons who ate and the topic of discussion written on them. Cellular phone bills should also be checked and reimbursed for personal calls. Staff is to keep all reciepts from purchases with City procurement cards and follow the proper procedures. Emergency/Disaster Exercise: March 20 following the management team meeting there will be an afternoon tabletop exercise at the EOC. Everyone involved should bring their laptop computers.