HomeMy WebLinkAbout98 0122 min MINUTES
CITY COUNCIL WORK SESSION
January 22, 1998
The Plainview City Council met in a Work Session on Thursday, January 22, 1998 at 11:30
a.m., at the Plainview Convention Center. Mayor Woods called the meeting to order at
11:40 a.m. and Councilmember Ross Owen delivered the Invocation. Councilmembers
present were: Larry Dickerson-Precinct 1, Rey Rosas-Precinct 3, Ross Owen-Precinct 5,
Bobby McGehee-Precinct 6, and Irene Favila-Precinct 7. Absent Councilmembers were:
Mary Virginia Kirchhoff-Precinct 2, and Mike Hutcherson;Precinct 4.
Staff members present were: Jim Jeffers-City Manager, Gary Glass-Fire Chief, Cindy
Gasaway-Administrative Assistant, Dale Simpson-Director of Civil Service, John Castro-
Director of Community Services, John Berry-Assistant Director of Public Works, Oscar
Rodriguez-Streets Supervisor, Wally Hatch-City Attorney, Norman Huggins-Director of
Finance, Will Mull-Police Chief.
News media present: Richard Orr and Jeff Stevens with the Plainview Daily Herald.
THIS IS A WORK SESSION AND NO ACTION CAN BE TAKEN:
The first order of business was the review by the Council and Staff, of the agenda posted
for the regular City Council meeting for January 22, 1998.
Liaison Reports:
Mayor Lloyd Woods reported on the meeting recently held in Plainview by elected officials
and managers of area towns, where they discussed problems faced by small cities. He
said it was very productive and the City of Floydada will host the next meeting next quarter.
Councilmember Buddy McGehee attended the Canadian River Municipal Water Authority
board meeting. He reported there are still many problems to be solved in getting the
aqueduct in place for water to be brought from Roberts County. The Authority is engaged
in a lobbying effort to reform the Endangered Species Act.
Dale Simpson gave a short report on the various Building Committees appointed to make
recommendations for a new fire station, council chambers/municipal court and community
building in the 7~ Street Park. He said they were keeping a list of construction managers
on hand to consult, He said some proposals will soon be ready to submit, and some of
these will have preliminary cost projections. He said nothing was firm but as soon as it
was, the groups will make reports to the Council.
C:\MyFiles\Work Session Minutes\98 0122 wsmi.O.~e 1 of 4
City Manager Reports:
Mr. Jeffers told the Council the S.A.F.E. program was scheduled to be included in the
agenda for January 27, 1998, but Councilmember Irene Favila will be out of town on that
date and she asked that it be postponed to the next Council meeting. There were no
objections,
Mr. Jeffers said that Councilmember Rey Rosas had requested that the Housing Authority
be a topic on the Work Session today. Mr. Rosas read a statement in which he asked for
a clarification as to whether or not the Mayor will, or will not, confer with the Council prior
to appointing someone to the Housing Authority Board of Directors. He said he understood
the Mayor would do so.
Mayor Woods said state law says he alone, appoints board members to the Housing
Authority. He is not required to consult or inform the Council, and does not intend to
consult the Council before making appointments. Mayor Woods said if the Council had
other requests or concerns on this subject, they should put them in writing, and address
such to him.
Purchasing:
Director of Finance, Norman Huggins, told the Council he reviewed several proposed
changes in the purchasing process of the City. He distributed examples. The present
system authorized certain employees in each department to make incidental
repaidreplacement purchases and they must sign invoices, and purchase order approval
is required by the department head. Mr. Huggins explained the routine system for
handling purchaser orders, noting two people normally sign the purchase order. He said
approximately 600 purchase orders are processed each month. He said to "inventory" all
the parts and equipment monthly would take an exorbitant amount of money. There is a
checks and balances system in place. After reviewing the items taken in recent Parks
Department incident, the items were routine and would logically have been approved for
payment by the supervisor. Mr. Huggins said there is no fool-proof method for stopping
an individual from stealing small items. He said from 3 to 5 people look at each purchase
order prior to payment. He is going to recommend that each Director sign off on all
purchase orders, rather than only a supervisor. Mr. Huggins explained the "tracking"
system for items valued over $500. He said the present system is comparable to other
cities, and that other cities have some of the same problems, with no better answers. All
items costing over $15,000 are required to be bid and speCifications for the bids are
formulated by each department. Items coSting under $15,000 must have three "quotes",
however these quotes are not always turned in. Most items are purchased locally. He told
the Council that employing a purchasing agent is not cost effective.
Councilmember Owen asked if under the current system, only certain employees are
C:\MyFiles\Work Session Minutes\98 0122 wsmi~.,~l~e 2 of 4
allowed to purchase things? Mr. Huggins said yes, however there is no "master list" of
those employees. He further stated the recent incident in the Parks Department is only the
3rd or 4th time in 25 years this has been a problem. He Cited incidents in the past where
a supervisor took advantage of the system by keeping and/or making "perks" for
themselves. Most thefts are discovered through informants.
CounCilmember McGehee asked if invoices are matched to billings? Mr. Huggins said yes.
Councilmember Owen said that employee dishonesty is a factor in any business and using
counter signatures on purchase orders, spot checking etc. is the best you can do. It
sounds like we are doing a good job.
Councilmember Rosas asked who compiled the list of things missing from the City in the
Holland incident? Mr. Huggins said the Police Department compiled the list. Mr. Huggins
told the Council he is looking into a system where Ches Carthel or John Berry sign off on
purchase orders, and also let them spot check purchase orders. He asked the Council if
they wanted to continue the two signature purchase order signing and spot checking
invoices, or if they wanted to hire someone to do this? Mayor Woods said to continue spot
checking.
Mr. Huggins complimented the Police Department on the god job of locating many items
that were taken from the City and on getting the cooperation in returning the items from
Holland.
Jim Jeffers said staff will bring proposals to improve the system, for Council consideration.
Retreat:
Mr. Jeffers asked the Council about the format of the Council Retreat. He asked for
suggestions, from disposing of the practice of holding a Retreat, to holding them more
often.
Councilmember Owen said holding a Retreat at the Convention Center might be helpful.
He said Retreats are productive, particularly for long range planning and should be held
more often than once a year, Mayor Woods agreed. Councilmember Favila said they
should be held twice a year and Councilmember McGehee agreed.
City Manager Jeffers said the problem is getting everyone together. He said a date
needed to be set in advance, with all in agreement. He is to prepare suggested dates for
Council consideration.
C:\MyFiles\Work Session Minutes\98 0122 wsrni~.~e 3 of 4
Parks:
Mr. Jeffers said he had recently received a complaint from a parent who called upset that
her children had been "run out of" a City park for riding horses. It was close to Kidsville
in Regional Park. There is no City ordinance regarding horses or livestock in City parks.
It stands to reason that horses and small children are not a good mix. The Parks Advisory
Commission has proposed an ordinance banning livestock in City parks.
Councilmember Owen suggested the ordinance declare specific areas in some parks
where horseback riding would be acceptable, but not where children might be playing.
Mr. Jeffers said an ordinance would be formulated for the Council to review.
Excel - water:
Mr. Jeffers reported last week the first meeting with Mr. Steve Mellinger and others from
Excel regarding purchasing water from the City. Talks centered around buying treated
water, or taking water from the CRMWA aqueduct. A copy of the contract the City has with
Cactus Feeders was sent to them. Mr. Jeffers said a decision should be coming from them
within the near future. He said the Council can become more active in the negotiations if
they choose. Councilmember Owen said they should wait until Excel comes back with an
answer, then the Council could make specific recommendations if necessary.
Mayor woods adjourned the meeting at 1:00 p.m.
Passed and approved on February 10, 1998.
K~ren McBeth, city secretary
C:\MyFiles\Work Session Minutes\98 0122 wsmi~.~e 4 of 4