HomeMy WebLinkAboutApril 11, 2001Management Team Minutes
City Hall Training Room
April 11, 2001
8:15 a.m.
AGENDA ITEMS
New Items:
1. Agenda Planning Calendar/Strategic Calendar Update
2. Strategic Planning Retreat
3. Travel Policy
4. Director Performance Pay
5. George Bush Library Update
6. Microsoft Audit
7. Negotiations Training Feedback
8. Other
(rom)
(JefJ)
(Charles)
(rom)
(rom)
(Linda)
(Julie)
1. Agenda Planning Calendar/Strategic Calendar Update: Tom Brymer, City Manager,
reviewed the planning calendar and items were added and rescheduled. Tom informed
directors that they need to evaluate projects that they do not anticipate starting or finishing so
that the City does not issue debt for projects not being constructed.
2. Strategic Planning Retreat: JeffKersten, OBSP Manager, presented the draft agenda for the
May Strategic Planning Retreat. Currently all members of the Mgt. Team are expected to
participate in the retreat. The team decided that the retreat preliminary issues should be
discussed with Council during the May 10th Workshop to allow additional time during the retreat
for plan revisions. Tom stated that the plan needs to be moved from a one-year plan to a multi-
year workplan. The mgt. Team discussed the implementation of the plan and the prioritization of
plan items and other non-strategic plan items in departmental masterplans. Tom said that during
the retreat the items may be reviewed for addition to the Strategic Plan. Linda Piwonka asked if
daily operations could be added to the strategic plan. Tom responded that there will always be a
problem with trying to hardwire the strategic plan to the budget. Jeff informed the team that this
year the strategies will prioritized exactly. Tom told mgt. Team members that they all need to
understand the definition of a strategy.
2. Travel Policy: Charles Cryan, Fiscal Services Director, introduced the new travel policy on
meal costs. The new policy makes several changes to the way eating expenses are handled.
Meal expenses should be paid for via procurement card.
Meal receipts should be turned into accounting within five (5) days of receiving them.
The appropriate department head will determine when the City will pay for meals.
Meal allotments will be: $12 breakfast, $15 Lunch, $25 Dinner, (all amounts include tips)
If accounting receives costs higher than the allotted amount item will be returned to the
department head.
If the department head decides the amount is insufficient then he/she should talk to the
City Manager about raising it for that particular item.
Tom stated that the plan was change to keep employees from having to pay costs out of their
pocket and that people should not give unordinarily large tips to meet the limit.
4. Director Performance Pay: Tom Brymer, City Manager, stated that the process will be similar
to the one used last year. Increases will be based on performance and raises will be given
between 0% - 6%. Evaluations will be complete in June and anyone who warrants an increase in
April will receive pay back to that time. Directors should review goals to determine if they have
met them and if not, why. Directors were asked to put goals in a word document and send them
to Tom via email.
5. George Bush Library_ Update: Tom Brymer, City Manager, reported that the George Bush
Library staff is interested in partnering with the CoCS in a campaign to raise public awareness of
the library. They want more signage stating that the library is part of CS. Mark Smith was asked
to review TxDOT sign regulations to determine if the information can be added to the signs. The
team discussed adding the library to City letterhead and having an employee night at the library.
Julie O'Connell will research the topic further.
6. Microsoft Audit: Linda Piwonka/Olivia Burnside, OTIS, Mis has completed the audit of
Microsoft software licenses and the City is in fairly good shape. She asked directors to review
their files for any old licensing items and report them to her immediately. Tom stated that this
must be taken seriously and that directors need to enforce the policy that states no employees
will load software on their computers, MIS must do it. Linda will send a list of employees who
have loaded personal software top directors.
7. Negotiations Training Feedback:
8. Other:
Citizen's University: Tom report a good amount of positive feedback from the graduates
of the recent Citizen's University. He expressed thanks to directors for their hard work
during the classes.