HomeMy WebLinkAboutJuly 3, 2001Management Team Minutes
City Hall Training Room
July 3, 2001
9:00 a.m.
New Items:
1. Coversheets (Tom)
2. Agenda Planning Calendar (Tom)
3. Strategic Plan (Jeff)
4. Coversheet Training (Tom/Harvey)
5. Advisory Board Orientation (Tom)
6. Final Healthplan Recommendations (Julie)
7. Purchasing (Imp. Team Rec., Legislation) (Charles)
8. Other
1. Coversheets : Tom Brymer, City Manager, reviewed agenda coversheets for the July 12, 2001
City Council meeting.
2. Agenda Planning Calendar: Tom reviewed the agenda planning calendar and item were added
and rescheduled. He informed the team that they need to make sure they are getting items on the
calendar that they plan to take to council. This assures everyone is aware of an item before its
coversheet is submitted.
3. Strategic Plan: The draft 2002 Strategic Plan was distributed and the team was directed to
review their implementation plans and submit any changes to Charles Cryan and Jeff Kersten no
later than Thursday July 5, 2001.
4. Coversheet Training: Tom informed the team that in August a coversheet training session will
be held to inform staff of the process of submitted a coversheet to Council. All employees who
work on coversheets should be present. The team requested a written outline of the coversheet
process that includes a template, legal requirements, and submittal procedures.
5. Advisory Board Orientation: Tom informed the team that an orientation for council appointed
boards will be held on July 30th at 6:30pm in the City Council Chambers. All staff board liaison
should be in attendance and prepared to present board specific orientation.
6. Final Healthplan Recommendations: Julie O'Connell, HR Director, distributed her final
recommendations for changes to the City's healthcare insurance plan and informed the team that
healthcare costs for June were $293,000, or Over the monthly budgeted $200,000. On July 16th -
19th Susan Smith from TML will conduct employee meetings to educate employees on our plan
and preferred service providers. The team discussed the recommendations and asked Julie to
explore other healthcare options. The item will be revisited during the July 10, 2001 Mgt. Team
meeting.
7. Purchasing (Imp. Team Rec., Legislation): Cheryl Turney, Purchasing Manager, informed the
team that legislation has been passed that will effect purchasing. These changes are:
- On September 1, 2001, the bid limit will increase from $15,000 to $25,000.
- The City can conduct reverse auctions online.
- City may use design-build on projects except public works.
- A city may choose either the lowest bidder or the best value bidder.
Eric Hurt spoke on behalf of the City's Purchasing Improvement Team and recommended the
City adopt the $25,000 bid limit. He also informed the team that increasing the City Manager's
approval to $50,000 has kept 25 items from going before Council. The consensus of the team
was to accept the PIT recommendation. Tom stated that there is potential for abuse with the CM
approval method. He stated that we have the rules to provide accountability for the spending of
taxpayers money and that everyone must follow them. It is each department heads responsibility
to monitor spending in their department.
8. Other:
- Change Orders: Tom informed the team that if a change order is over $25,000 it must
go before the City Council for approval, if the change order equals 25% or more of
the original bid the item/job must be rebid. He stated that the team needs to work to
minimize the number and amount of change orders. Tom and Glenn must be
informed of any impending change orders as soon as the department learns about
them, do not wait until the coversheet is submitted to inform the CM and ACM.
- Budget: Tom is reviewing SLA's and has determined that there is very little money to
budget for ongoing costs. He will present a list of prospective SLA's as soon as
possible.