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HomeMy WebLinkAbout2009-04-14 Workshop & Regular Meeting Packet(972) 924-3325 • fax (972) 924-2620- CITY OF ANNA AGENDA NOTICE -CITY COUNCil WORKSHOP April 14, 2009 6:30 p.m. -Anna City Hall Administration Building The City Council of the City of Anna will meet in Workshop Session at 6:30 p.m., Tuesday, April 14, 2009, at the Anna City Hall Administration Building, located at 111 North Powell Parkway (Hwy 5), regarding the following items. 1. Call to Order 2. Roll Call and Establishment of Quorum. 3. Discussion of Ethics requirements for Council Members and members of City Boards and Commissions. (Mayor Pelham) 4. Consider/Discuss/Action regarding the Branding Project. 5. CLOSED SESSION (EXCEPTIONS): Under Tex. Gov't Code Chapter 551, the City Council may enter into closed session to: a. discuss or deliberate the purchase, exchange, lease, or value of real property (fex. Gov't Code §551.072); b. consult with legal counsel on matters in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with Chapter 551 ofthe Government Code (fex. Gov't Code §551.071); C. consult with legal counsel regarding pending or contemplated litigation: 1. City ofAnna, Texas v. Wafmat /nc., et a/.; Cause No. 296-00288­ 2009, in the 296th District Court of Collin County, Texas: and 2. SHG Land Investments ofAnna Five, Ltd. V Lennar Homes of Texas Land & Construction Ltd., et al.; Cause No. 366-00970­ 2008, in 366th District Court of Collin County, Texas. 1. The Council. may vote and/or act upon each ofthe items listed in this agenda 2. The Council reserves the right to retire into t2:ecutive session ooncerning any of1he items listed on this agenda, whenever it is considered necessary and legally justified under the Open Meeting Act 3. Persons with a disability who want to attend this meeting who may need assistance should contact the City Secretary at 972 924· 3325 two working days prior to the meeting so that appropriate mangements can be made. 04-14-09 CC Regular Agenda.doc Posted 04-10-09 Post Office Box 776 • Anna, Texas 75409-0776 d. Discuss or deliberate Economic Development Negotiations: (1) To discuss or deliberate regarding commercial or financial information that the City Council has received from a business prospect that the City Council seeks to have locate, stay, or expand in or near the territory of the City of Anna and with which the City Council is conducting economic development negotiations; or .(2) To deliberate the offer of a financial or other incentive to a business prospect described by subdivision (1). (Tex. Gov't Code §551.0B7) e. Personnel: Discussion regarding annual evaluation of the City Attorney. (Government Code, Section 551.074). The council further reserves the right to enter into executive session at any time throughout any duly noticed meeting under any applicable exception to the Open Meetings Act. 6. Discussion regarding any item on the City Council's April 14, 2009 Regular Meeting Agenda. 7. Adjourn. This is to certify that I, Natha Wilkison, City Secretary, posted this agenda at a place readily accessible to the public at the Anna City Hall and on the City Hall bulletin board at or before 5:00 p.m., April 10, 2009. 1. The Council may vote and/or act upon each ofthe items listed in this agenda 2. The Council reserves the right to retire into executive session concerning any ofthe items listed on this agenda, whenever it is considered necessary and legally justified under the Open Meeting Act 3. Persons with a disability who want to attend this meeting who may need assistance should contact the City Secretary at 972 924­ 3325 two working days prior to the meeting so that appropriate arrangements can be made. 04-14-09 CC Regular Agendadoc 2 Posted 04-10-09 (972) 924-3325 • fax (972) 924-2620 CITY OF ANNA AGENDA NOTICE -CITY COUNCIL REGULAR MEETING April 14, 2009 7:30 p.m. -Anna City Hall Administration Building The City Council of the City of Anna will meet in Regular Session at 7:30 p.m., Tuesday, April 14, 2009, at the Anna City Hall Administration Building, located at 111 North Powell Parkway (Hwy 5), to consider the following items. Welcome to the City Council Meeting. Please sign the Sign-In-Sheet as a record ofattendance. If you wish to speak on an open-session agenda item please fill out the OpinionlSpeaker Registration Form and tum it in to the City Secretary before the meeting starts. .1. Call to Order. 2. Invocation and Pledge of Allegiance. 3. Citizen comments. Citizens are allowed 3 minutes to speak. The Council is unable to respond to or discuss any issues that are brought up during this section that are not on the agenda, other than to make statements ofspecific factual information in response to a citizen's inquiry or to recite existing policy in response to the inquiry. 4. Consider/Discuss/Action regarding City Council Members adopting a Strategic Vision for the City of Anna. 5. Consent Items. These items consist ofnon-controversial or "housekeeping" items required by law. Items may be considered individually by any Council member making such request prior to a motion and vote on the Consent Items. a. Approve Minutes of Regular City Council Meeting March 24, 2009. b. Review Minutes of Regular Planning and Zoning Meeting March 3, 2009. c. Authorize request for applications from banks for DepOSitory and appoint Finance Director as Designated Officer to receive and review applications. rJVayne Cummings) d. Approve the "Balderas Addition" development plat. (Maurice Schwanke) e. Approve a resolution accepting the contract with Dickerson Construction Co., Inc. for the City of Anna Slater Sanitary Sewer Main Extension Project as complete. (Philip Sanders) I I I I ! 1. The Council may vote and/or act upon each ofthe items listed in this agenda. :I2. The Council reserves the right to retire into executive session concerning any ofthe items listed on this agenda. whenever it is considered necessary and legally justified under the Open Meeting Act. : t 3. Persons with a disability who want to attend this meeting who may need assistance should contactthe City Secretat:y at 972 924­ 3325 two worldng days prior to the meeting so that appropriate arrangements can be made. 04-14-09 CC Regular Agenda.doc 3 Posted 04-10-09 Post Office Box 776 • Anna, Texas 75409-0776 6. Consider/Discuss/Action regarding a resolution concerning the proposed site plan for Harlow Farm and Ranch Supply located at 404 S. Powell Pkwy, Anna, Texas. 7. Public Hearing: (2nd) For City Council to hear public comment regarding annexation initiated by the City of Anna to annex property currently owned by AnnaLand LTD, Wood Oak Hollow LLC, and commonly known as Oak Ridge. The property contains approximately 753 acres and is generally located adjacent to East Fork Estates and on County Roads 210, 285, 827 and Farm to Market Highway 455. (Maurice Schwanke) 8. Public Hearing: (2nd) For City Council to hear public comment regarding annexation initiated by the City of Anna to annex property currently owned by Daniel James and Birgit O. Cahill. The property contains approximately 14 acres and is generally located adjacent to County Roads 210 and 827. (Maurice Schwanke) 9. Public Hearing regarding an ordinance adopting a Water Conservation and Drought Contingency and Water Emergency Response Plan. (James Parkman) 10. Consider/Discuss/Action regarding an ordinance adopting a Water Conservation and Drought Contingency and Water Emergency Response Plan. (James Parkman) 11. Consider/DiscusS/Action regarding approving a SCADA System Contract. (James Parkman) 12. Consider/Discuss/Action regarding approving amending the EDC by-laws concerning changing from 5 to 7 the number of members. (Jessica Perkins) 13. Consider/Discuss/Action regarding the appointment of two (2) members to the EDC Board of Directors. (Jessica Perkins) 14. Consider/Discuss/Action regarding approving an economic development agreement between the Anna Economic Development Corporation and Joe's Italian Bistro. (Jessica Perkins) 15. ConsiderlDiscuss/Action regarding an ordinance amending the Utility Rate Schedule. (Philip Sanders) 16. Consider/Discuss/Action regarding Personnel Policy Amendments. (Philip Sanders) 17. Consider/Discuss/Action regarding an Ordinance adopting a Records Management Program. (Clark McCoy) 1. The Council may vote and/or act upon each oCthe items listed in this agenda. 2. The Council reserves the right to retire into executive session concem.ing any ofthe items listed on this agenda, whenever it is considered necessaty and legally justiiied under the Open Meeting Act. 3. Persons with a disability who want to attend this meeting who may need assistance should contact the City Secretary at 972 924­ 3325 two working days prior to the meeting so that appropriate arrangements can be made. 04-14-09 CC Regular Agenda.doc 4 Posted 04-10-09 18. Consider/Discuss/Action on resolution providing for a fee to defray costs of coflecting delinquent fines, fees and other debts. 19. Consider/DiscusS/Action on contracts for delinquent tax collection, court fines and utility fees. (Clark McCoy) 20. Future agenda discussion regarding: (a) Amending Fee on Special Event Signs. (Philip Sanders) (b) Amending distance requirements for sale of alcohor for on-premise consumption. (CM Driskell) 21. Discussion regarding the AnnalMelissa Sewer Project Agreement. (Philip Sanders) 22. Discussion regarding the purchase of property for Police and Municipal Annex Building. (Philip Sanders) 23. Discussion of Economic Development Incentives for properties along U.S. 75 Corridor. 24. ConsiderlDiscuss/Action on any items listed on posted agenda for April 14, 2009 City of Anna Workshop Session and occurring during this Regular Meeting, as necessary. 25. Adjoum. This is to certify that I, Natha Wilkison, City Secretary, posted this agenda at a place readily accessible to the public at the Anna City Hall and 6n the City Hall bulletin board at or before 5:00 p.m., April 10, 2009. 1. The Council may vote and/or act upon each ofthe items listed in this agenda. 2. The Council reserves the right to retire into executive session concemmg any ofthe items listed on this agenda, whenever it is considered necessary and legally justified under the Open Meeting Act. 3. Persons with a disability who want to attend this meeting who may need assistance should contact the City Secretary at 972 924· 3325 two working days prior to the meeting so that appropriate arrangements can be made. 04-14-09 CC Regular Agenda.doc 5 Posted 04-1 Q..09 Item No. .!:1­ City Secretary's use only City of Anna City Council Agenda Staff Report Council Meeting: April 14, 2009 Staff Contact: Philip Sanders Account Code Budgeted Amount:_________ Exhibits: Yes o No AGENDA SUBJECT: ConsiderlDiscusslAction regarding adopting a Strategic Vision for the City of Anna. SUMMARY: Early last month, the Staff and Council met in a special workshop for. the purpose of discussing a strategic plan for the City. The out come of that workshop was an in-depth discussion of a Strategic Vision based on the idea that Anna is and should strive to become a "home town" for all who have or will invest in our community. As part of the Strategic Vision, the Council discussed several very specific strategic objectives that support the overall idea of Anna as a Home Town. STAFF RECOMMENDATION: Staff recommends the adoption of the following Strategic Vision: Out Strategic Vision Anna is our Home Town. In order to protect and promote our community vision we will implement polices that: • Promote the development of a full service community • Encourage small business development • Foster an environment that encourages multi-generational living • Exercise responsible stewardship over natural resources, and promote sustainable development. • Promote a strong sense of community pride • Facilitate access to state-of-the-art technology • Support the growth of a high quality education system • Enhance the safety and security of our citizens Item No.s:l..a.-t.) City Secretary's use only City of Anna City Council Agenda Staff Report Council Meeting: April 14, 2009 Staff Contact: Philip Sanders Account Code Budgeted Amount:_________ Exhibits: 0 Yes DNo AGENDA SUBJECT: Consent Items. These items consist ofnon-controversial or "housekeeping" items required by law. Items may be considered individually by any Council member making such request prior to a motion and vote on the Consent Items. a. Approve Minutes of Regular City Council Meeting March 24, 2009. b. Approve Minutes of Regular Planning and Zoning Meeting March 3, 2009. c. Authorize request for applications from banks for Depository and appoint Finance Director as Designated Officer to receive and review applications. (Wayne Cummings) d. Approve the "Balderas Addition" development plat. (Maurice Schwanke) e. Approve a resolution accepting the contract with Dickerson Construction Co., Inc. for the City of Anna Slater Sanitary Sewer Main Extension Project as complete. (Philip Sanders) SUMMARY: STAFF RECOMMENDATION: Make a motion to approve the consent items. Item No 5c Consent City Secretary's use only City of Anna City Council Agenda Staff Report Council Meeting: 04/14/2009 Staff Contact: Wayne E. Cummings Account Code #:_________ Budge1lXl Amount:________ Exhibits: 0 Yes DNo AGENDA SUBJECT: Authorize request for applications from banks for Depository & Appoint Finance Director as Designated Officer to receive and review applications. SUMMARY: Texas law requires Cities to receive applications from banks at least every 5 years and choose their official Depository. Currently any bank that is doing business in the City of Anna is eligible to be the City's Depository. The process is the City must request applications from banks, the City must publish Notice of Request at least 21 days prior to the deadline for Applications, Banks must apply to the Designated Officer, the City may only choose from timely applications, the City may reject any or all applications, and the City Council must designate a bank by Order of the Council recorded in the Minutes. After we receive the applications the staff will review the applications and present them for Council Action. STAFF RECOMMENDATION: Approve the authorization. ltemNo.~ City Secretary's use only City of Anna Staff Agenda Report Council Meeting: 04/14/09 Staff Contact: Maurice Schwanke Prepared by: T. Ross Account Code #:_--=N~/=A,,--_____ Date Prepared: __-,04~/0,,-,7.:...;/0=9,---_ Budgeted Amount: . ..:t$'--'!:N...:..t./=A:....-_____ Exhibits: .Yes DNo AGENDA SUBJECT: Development plat for "Balderas Addition". SUMMARY: 'This development plat has been submitted for your review is located within the extraterritorial jurisdiction of the City. The proposed improvement to this tract is a manufactured home structure. The property is located at 9461 Twin Creeks Circle. The Twin Creeks Circle area is not part of a plat that has been reviewed by either Collin County or the City. The layout was originally filed with the county and tracts sold off a metes and bounds description. The Development Plat meets the City of Anna development plat requirements. PLANNING AND ZONING ACTION: The Planning and Zoning Commission at their regular meeting, April 7,2009, recommended approval ofthe development plat. The vote was unanimous. RECOMMENDED ACTION: Approval ItemNo.~ City Secretary's use only City of Anna City Council Agenda Staff Report Council Meeting: April 14, 2009 Staff Contact: Philip Sanders Account Code Budgeted Amount:_~_______ Exhibits: 0 Yes DNo AGENDA SUBJECT: Approve a resolution accepting the contract with Dickerson Construction Co., Inc. for the City of Anna Slater Creek Sanitary Sewer Main Extension Project as complete. SUMMARY: Tim Morris, our consulting engineer for the Slayter Creek Sanitary Sewer Main Extension Project has informed us that this project is ready and acceptance and close out. Since the construction contract with the Greater Texoma Utility Authority (GTUA), the City will need to send the attached Resolution to GTUA for their records. STAFF RECOMMENDATION: Staff recommends approval of this Resolution. ItemNo·L City Secretary's use only City of Anna Staff Agenda Report Council Meeting: 04114/09 Staff Contact: Maurice Schwanke Prepared by: T. Ross Account Code #:_----"N~/-=-A"'--_____ Date Prepared:,___04;::;....:.!-/0=7'-'-./0=9'---_ Budgeted Amount:...!!:$~N.:!!../~A"--_____ Exhibits: .Yes DNo , AGENDA SUBJECT: Site plan for Harlow Farm and Ranch Supply located at 404 S. Powell Pkwy, Anna, Texas. SUMMARY: The requested site plan was previously submitted as Hay Fitters. The Site Plan was subsequently withdrawn and has been resubmitted. The attached Development Schedule Agreement for a Temporary Certificate of Occupancy will need to be signed by the Harlow's as part of the approval to ensure compliance with ordinances. The schedule includes signage, parking, landscaping, and the provision of a new water line with :fire hydrant to provide adequate fire protection. PLANNING AND ZONING ACTION: The Planning and Zoning Commission at their regular meeting, April 7, 2009 recommended approval ofthe site plan with the conditions of a time schedule with the ability for the staff to work out any minor details. The vote was unanimous. RECOMMENDED ACTION: Approval subject to the attached Development Schedule Agreement for a Temporary Certificate of Occupancy being signed by the Harlow's. ItemNo.~ City Secretary's use only City of Anna Staff Agenda Report Council Meeting: 04114/09 Staff Contact: Maurice Schwanke Prepared by: T. Ross Account Code #: N/A Date Prepared: ____-.:04"-"'-'/0"-"7...:....;/0=9___ --~~~---------- Budgeted Amount:...:!:$~N..:.:./=A=--________ DNo AGENDA SUBJECT: Public Hearing: (2nd) This is the second of two public hearings for the City Council to hear public comment regarding annexation initiated by the City of Anna to annex property currently owned by AnnaLand LTD, Wood Oak Hollow LLC, and commonly known as Oak Ridge. The property contains approximately 753 acres and is generally located adjacent to East Fork Estates and on County Roads 210, 285, 827 and Farm to Market Highway 455. SUMMARY: Proper annexation of areas adjacent to cities is often crucial to establishing and maintaining urban order and effective government This is the position that Anna finds itself in with the land holdings ofAnnaland LTD and Wood Oak Hollow LLC. The property being proposed by this annexation is on the cities fringe and is within Anna's extra territorial Jurisdiction. Prior to the establishment of land uses and detailed planning the property needs to be annexed and zoned appropriately for the area. PLANNING AND ZONING ACTION: N/A RECOMMENDED ACTION: Hold Public Hearing ItemNo.L City Secretary's use only City of Anna Staff Agenda Report Council Meeting: 04/14/09 Staff Contact: Maurice Schwanke Prepared by: T. Ross Account Code #:_------=N'-'!/..::."A"--_____ Date Prepared:__-,0,,-,4C!..:/0~7-,--,/0=9~_ Budgeted Amount:-"$~N-,,"I,,,-,A,---____~ ONo AGENDA SUBJECT:· Public Hearing: (2nd) This is the second of two public he8rlngs for the City Council to hear public comment regarding annexation initiated by the City of Anna to annex property currently owned by Daniel James and Birgit O. Cahill. The property contains approximately 14 acres and is generally located adjacent to County Roads 210 and 827. SUMMARY: The annexation of this property coincides with the Annaland LTD's annexation to ensure that any lack of 1000 feet minimum in annexation width is fulfilled. The property being proposed by this annexation is on the cities fringe and is within Anna's extra territorial Jurisdiction. Prior to the establishment of land uses and detailed planning the property needs to be annexed and zoned appropriately for the area. PLANNING AND ZONING ACTION: N/A RECOMMENDED ACTION: Hold Public Hearing ltemNo.~ City Secretary's use only City of Anna City Council Agenda Staff Report CouncilMeeting: April 14, 2009 Staff Contact: James Parkman Account Code . Budgeted Amount:__......N=IA=-=­_____ Exhibits: Yes No ~ AGENDA SUBJECT: A public hearing regarding an ordinance adopting a Water Conservatio~ Drought Contingency and Water Emergency Response Plan. SUMMARY: The City of Anna will conduct a public hearing at 7:30 pm on April 14, 2009 for the purpose of receiving input from the public in preparation of the adoption Water Conservation and Drought Contingency and Water Emergency Response Plan. The public meeting will·take place at City Hall Annex Building, 111 N. Powell Parkway. STAFF RECOMMENDATION: Item No. 10 City Secretary's use only City of Anna City Council Agenda Staff Report Council Meeting: Apri114, 2009 Staff Contact: James Parkman Account Code Budgeted Amount:__-=-N=IA"-"-_____ Exhibits: ~Yes ONo AGENDA SUBJECT: ConsiderlDiscuss/Action adopting a new city ordinance for Water Conservation, Drought Contingency and Water Emergency Response Plan. SUMMARY: A new TCEQ mandated Water Conservation, Drought Contingency and Water Emergency Response Plan being submitted for approval and adoption. Some of the objectives and goals for the new Water Conservation and Drought Contingency Plans are as follows: • Further accelerate public education efforts on ways to reduce water use • Discourage new landscaping during drought and emergency situations • Establish violation guidelines Compare to some of the current Water Conservation and Drought Contingency Plan: • GTUA initiates drought stages and times • To reduce water consumption • To improve the efficiency in the use of water • To conserve the available water supply in times of drought and emergency • To maintain supplies for domestic water use, sanitation, and fire protection • To protect and preserve public health, welfare, and safety STAFF RECOMMENDATION: Council approval of new ordinance. --------------- Item No. 11­ City Secretary's use only City of Anna City Council Agenda Staff Report Council Meeting: April 14, 2009 Staff Contact: James Parkman Account Code #: Budgeted Amount_________ Exhibits: 0 Yes No AGENDA SUBJECT: ConsiderlDiscussi Action authorizing the award for a Supervisory Control and Data Acquisition (SCADA) system with respect to the proposal rec:eived by the City in response to its solicitation for proposals authorized on or about December 9, 2008 SUMMARY: In early December 2008 the City of Anna issued an RFP for the purchase of a Supervisory Control and Data Acquisition (SCADA) system. Purchase of the SCADA System was authorized as part of the GTUA South Take Point Project. Funding for the project is included in the bonds previously issued by GTUA for this water project. We estimated the cost of the system to be between $150,000 and $175,000. As a result of the RFP process we have a negotiated contract with TraC-n Trol Inc. of Georgetown Texas in the amount of $170,000 STAFF RECOMMENDATION: Award contract for SCADA system to Trac-n-Trol Inc.,PO Box 5056, Georgetown, Texas, 78627 in the amount of$170,000. ItemNo.~ City Secretary's use only City of Anna City Council Agenda Staff Report - Council Meeting: April 14, 2009 Staff Contact: Jessica Perkins Account Code Budgeted Amount:___________ Exhibits: Yes X No AGENDA SUBJECT: ConsiderfDiscuss/Action regarding approving amending the EDC by-laws concerning changing from 5 "to 7 the number of members. SUMMARY: Upon direction from the City Manager and the approval of the EDC board, it is requested that theEDC by-laws allow for 7 members instead of 5. ST AFFRECOMMENDATION: Staff recommends approving the change. ItemNo.~ City Secretary's use only City of Anna City Council Agenda Staff Report Council Meeting: April 14, 2009 Staff Contact: Jessica Perkins Account Code #: _________ Budgeted Amount: ___________ Exhibits: Yes No AGENDA SUBJECT: ConsiderlDiscuss/Action regarding the appointment of two (2) members to the EDC board of directors. SUMMARY: Due to the by-law changing allowing for 7 members instead of 5, there are now two vacancies on the EDC board. STAFF RECOMMENDATION: Staff recommends filling the vacancies. ItemNo.J!L City Secretary's use only City of Anna City Council Agenda Staff Report Council Meeting: April 14, 2009 Staff Contact: Jessica Perkins Account Code #:_________ Budgeted Amount:.___________ Exhibits: )( Yes D No AGENDA SUBJECT: ConsiderlDiscussl Action regarding approving an economic development agreement between the Anna Economic Development Corporation and Joe's Italian Bistro. SUMMARY: Driton Ulaj-know as Tony, has restored the historic property located at 403 N. Powell Parkway for the purpose of becoming the restaurant, Joe's Italian Bistro. The EDC and Tony have entered into a Site Improvement Reimbursement Agreement where the EDC will pay Tony at total of $50,000 for site improvements. The $50,000 will be dispersed over a three (3) year period as long as Tony abides by the performance standards outlined in the agreement. STAFF RECOMMENDATION: Staff recommends that the Council approve the agreement. Item No. /!" City Secretary's use only City of Anna City Council Agenda Staff Report Council Meeting: April 14, 2009 Staff Contact: Philip Sanders Account Code #: __________ Budgeted Amount: _________ Exhibits: 0 Yes DNo AGENDA SUBJECT: ConsiderlDiscuss/Action regarding an ordinance amending the Utility Rate Schedule for Institutional customers. SUMMARY: Staff has had several conversations of the past few months with the administration of the Anna Independent School District about the impact our recent utility rate increase has had on the District. The District has asked for a rate reduction that would provide some relief during their current fiscal year which ends August 31. The attached ordinance maintains the volumetric charges for institutional customers (like AISD) at the current rate, and only reduce the monthly minimum charge on all institutional customer accounts back to the $18 they were charged in 2008. This adjustment is effective from 1211/2008 through July 31, 2009. After July 31, the minimum charges for institutional customers would adjust back to their previous levels. When applied to the AISD accounts, the district would save $28,936 during their current fiscal year. The adjustment also reduces the city's anticipated revenue by the same amount. STAFF RECOMMENDATION: Staff recommends approval of this Ordinance. We are looking at including an institutional rate in our new utility rate model that may create a distinct rate for institutional customers beyond July 31. What that rate structure would look like is unknown at the current time. If Council approves this amendment, the AISD administration must anticipate and budget for utility expenditures based on the higher rates included in this ordinance for the 2009-2010 fiscal year. Item No.lJ:L City Secretary's use only City of Anna City Council Agenda Staff Report Council Meeting: April 14, 2009 Staff Contact: Philip Sanders Accouilt Code #:_________ Budgeted Amount: _________ Exhibits: 0 Yes No AGENDA SUBJECT: ConsiderlDiscussl Action regarding Personnel Policy Amendments. SUMMARY: The attached amendments in Section 8 and Section 6.05 are related to holiday pay and compensation for employees who are required to work on recognized city holidays. We are not proposing any changes to how we currently operate. The amendments do however more clearly state what is customary and what has been our historical practice related to holiday compensation. STAFF RECOMMENDATION: Staff recommends approval of these amendments. ItemNo.~ City Secretary's use only City of Anna City Council Agenda Staff Report Council Meeting: April 14, 2009 Staff Contact: Clark McCoy Account Code Budgeted Amount:...::%$'-----=N..:.,:A=-_____ Exhibits: 0 Yes ONo AGENDA SUBJECT: Discussion of proposed ordinance repealing Ordinance 94~08 and adopting a new Records Management Program. SUMMARY: The proposed ordinance repeals Ordinance No. 94~08 Records Management Ordinance, which was adopted in 1994 and in need ofupdating. The ordinance adopts a Records Management Program in compliance with Title 6, subtitle C, Local Government Code (Local Government Records Act). The ordinance also appoints a records management officer (the City Secretary) who is directed to develop a more detailed Records Management Plan to meet the requirements of State law. The Texas State Library and Archives Commission, which sets record~retention schedules for municipalities, is in the process of revising the current schedules, with the :final schedules expected to be published in the Texas Administrative Code in mid-2009. The ordinance directs the City's Records Management Officer to incorporate into the Records Management Plan the above-referenced revised record~retention schedules including all applicable Retention Periods when they become effective and to continue to revise the Records Management Plan in the future to remain consistent with such schedules and other applicable State law as amended. Once the Records Management Plan is adopted, it will be presented to the City Council for adoption by resolution. This ordinance is necessary to keep the City's records management program up to date. RECOMMENDED ACTION: This ordinance is recommended for adoption by the City Council to address the issues described above. ltemNo.~ City Secretary's use only City of Anna .City Council Agenda Staff Report Council Meeting: April 14, 2009 Staff Contact: Clark McCoy Account Code Budgeted Amount:..!!$~N'-!;A~______ Exhibits: 0 Yes ONo AGENDA SUBJECT: ConsiderlDiscussl Action on resolution providing for a fee to defray costs of collecting delinquent fines, fees and other debts. SUMMARY: This is a resolution pursuant to Article 103.0031 of the Texas Code of Criminal Procedure authorizing the City Council of the City of Anna, Texas ("City Council") to contract with a private attorney for the collection of debts and accounts receivable, Le.: fines, fees, restitution, other debts, and costs ordered to be paid by a court serving the City of Anna, Texas ("City") and to impose an additional collection fee in the amount of 30% on each debt or account receivable that is more than 60 days past due and which has been referred to an attorney for collection. RECOMMENDED ACTION: Approve resolution providing for a fee to defray costs of collecting delinquent fines, fees and other debt pursuant to Article 103.0031 of the Texas Code of Criminal Procedure. Item No . .l.!1­ City Secretary's use only City of Anna City Council Agenda Staff Report Council Meeting: April 14, 2009 Staff Contact: Clark McCoy Account Code #:_----'N~A~______ Budgeted Amount:..!:!$~N~A,--_____ Exhibits: 0" Yes DNo AGENDA SUBJECT: ConsiderlDiscussl Action on contracts for delinquent tax collection, court fines and utility fees. SUMMARY: This is a resolution authorizing City Manager to sign contracts on behalf of the City for the services of Perdue, Brandon, Fielder, Collins, & Mott, L.L.P. ("Perdue") for the purpose of collection of delinquent taxes, utility accounts, court fees and fines. The collection of delinquent taxes and court fines is essentially paid for on a "pass through" basis so the City would be incurring very little cost for these services. These contracts would allow Perdue to collect delinquent fees on behalf of the City at a fair and reasonable costs. Very few £inns specialize in this types of service. Other firms that also specialize in this field were considered for these services and after consideration of materials provided by prospective firms, meetings between staff and the £inns' representatives, staff discussions and information received from other sources, staff recommends retaining Perdue. RECOMMENDED ACTION: Approve resolution authorizing City Manager to sign contracts engaging Perdue for the above-noted services.