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HomeMy WebLinkAboutMay 9, 2001Management Team Minutes Council Chambers May 9, 2001 8:15 a.m. AGENDA ITEMS New Items: 1. Review Agenda Planning Calendar (Tom) 2. County Emergency Management Exercise (Steve) 3. Other 1. Review Agenda Planning Calendar: Tom Brymer, City Manager, reviewed the agenda planning calendar and items were removed, added and rescheduled. Mark Smith was directed to follow-up on the CSISD parking lot paving project to assure that it is accomplished soon. Charles Cryan was directed set a meeting with Tom to discuss the Performing Arts Council. Jim Callaway was directed to add language to the Council agenda coversheet to show costs associated with increasing development fees. 2. County Emergency Management Exercise: Steve Beachy, PARD Director, reported that on June 4th from 1:OOpm until approximately 5:OOpm Brazos County will be conducting a tornado response exercise. College Station will provide limited support and participation to the exercise. Tom commented that the last EOC exercise did not include an emergency scenario and that a scenario would help EOC members become more familiar with the new software. Steve responded that another EOC exercise will be scheduled at a later date. David Giordano, Fire Chief, reported that the City of Bryan has contracted with a coastline community to use Bryan's EOC in the case of a major emergency on the coast. He also informed the team that the City of Pearland has contacted regarding entering into a similar agreement. Tom stated that the agreements need to be coordinated through the LAPC to assure that resources are allocated appropriately. Tom directed David and Steve to place the topic on the next LAPC agenda for discussion. Steve also reported that DEM is going to use the CoCS EOC to conduct a Foot and Mouth Disease exercise on June 26th - 27th. 3. Other: ➢ Strategic Planning Retreat: Jeff Kersten distributed the retreat notebooks and informed the team on the contents of the notebook. Tom stated that he wants everyone to be familiar with the notebook and a full understanding of strategies (pages 7 & 8 of the notebook). Everyone attending the retreat must be at Del Lago and ready to work at 10:00 am on Monday. During the retreat staff and the Council need to review the current and future capital projects list and prioritize it to assure that the projects that are scheduled are actually being completed. This is important when budgeting/issuing debt. ➢ Veteran's Memorial: Steve showed a model of the Veteran's Memorial statue and reported on the process used to choose it. The total cost of the memorial is $250,000, but the Veteran's group is attempting to raise $500,000. The group will be holding a free concert to raise money for the memorial at Wolf Pen Amphitheater on May 19tH ➢ Council Follow-up: Tom distributed copies of past Council follow-up memos and asked directors to review the list and assure that they have addressed the follow-up. ➢ Performance evaluations: Tom reminded that the need to get their 2001 goals and objectives with comments to him as soon as possible. They should be accompanied by their assessment of their progress and why items have not been met. He also stated that directors need to relay information from the management team meetings to their employees so that it is not a surprise when changes are made to items such as the healthcare plan. This topic will be visited during performance evaluations. Directors were also informed that they are expected to review the performance evaluations that are done on frontline employees to assure that supervisors are conducting them properly. ➢ Tom extended thanks to Julie O'Connell and the HR Staff for their work on the City picnic. The turnout was good with representation from every department. Police and Fire attendance was down. Tom stated that maybe changes need to be made to the event to make it more attractive to all employees. The employee banquet will be held October 26th at the Brazos Center. ➢ Performance Measures: Tom reported that overall it seems that the City has fallen behind on performance measures during the first half of 2001. Departments need to review their performance measures and reporting/recording methods to assure that they are being recorded regularly. ➢ Base Budgets: were due Friday, May 4111. If you haven't submitted your budget do so as soon as possible. ➢ Electronic Signatures: Olivia reported that MIS will be installing the software on director's computers next week. Directors must visit HR on Friday between 1:OOpm and 5:OOpm to enter their signature into the network. ➢ PC Inventory: Olivia passed out departmental list of computers. Jeff informed directors to look into the computers in their departments and remove those that are not needed to reduce the amount of money being put into the computer replacement fund.