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Minutes November 28, 1995CITY OF DENTON CITY COUNCIL MINUTES November 28, 1995 The Council convened into a Closed Meeting on Tuesday, November 28, 1995 at 5:15 p.m. in the civil Defense. PRESENT: Mayor Castleberry; Mayor Pro Tem Biles; Council Members Brock, Cott, Krueger, Miller and Young. ABSENT: None 1. The Council considered the following in Closed Meeting: A. Legal Matters -- Under TEX. GOV'T CODE Sec. 551.071 Considered settlement offer in Price v. City of Denton. Considered and gave staff direction with regard to the enactment of an ordinance to prohibit concealed weapons to City facilities. B. Real Estate -- Under TEX. GOV'T CODE Sec. 551.072 Personnel/Board Appointments -- Under TEX. GOV'T CODE Sec. 551.074 Following the completion of the Closed Meeting, the Council convened into a Work Session in the city Council Chambers. PRESENT: Mayor Castleberry; Mayor Pro Tem Biles; Council Members Brock, Cott, Krueger, Miller and Young. ABSENT: None 1. The Council received a report, held a discussion and gave staff direction regarding the 1997 Group Health Insurance bid specifications for the Employees Health Insurance Program. Craig Maroney, Human Resources Generalist - Benefits and Insurance, presented a bid schedule for the 1997 Employee Health Insurance Program. The bid components were composed of provider access; provider contracting and reimbursement methods; financial stability; utilization management techniques; medical management techniques; data collection and reporting; membership services; pharmacy management; overall plan design; and retiree health cost options. There were two options to consider with the hospital provider access. One option was to provide only one major medical center in Denton. The potential impact of that option was lower premium rates and overall costs; adequate match of hospital services for coverage size; tertiary services contracted with other Denton or Dallas/Ft. Worth providers; increase the field of potential bidders; and facility preference by providers and employees/dependents. A second option was to provide for both major medical centers in Denton. Potential impact of this option included higher than necessary premium costs for the city and employees; a narrow field of potential bidders; increased 77 78 City of Denton City Council Minutes November 28, 1995 Page 2 likelihood that all/most medical services were provided by Denton facilities; broadened access for employees/dependents; and increased accessibility for employees/dependents. Texas State law mandated retiree coverage with no funding requirements. There was an ever increasing number of eligible retirees and a high cost of retiree health coverage. Many eligible retirees did not retire due to the high cost of health insurance. Council Member Miller felt that the best procedure for making an informed decision would be to have one bid for a single hospital and an alternative bid for both hospitals. Mayor Pro Tem Biles asked if there was a problem with Harris Methodist being able to produce a contract with both hospitals or was there a problem with one of the hospitals. Tom Klinck, Director of Human Resources, stated that there was a long history with that issue. When Harris first entered into the agreement with the City in 1994, they had an exclusive contract with Denton Community Hospital which they could not get out of at that point in time. Council urged Harris to continue to look at the issue of using both hospitals and each year that item was discussed. Both hospitals were recently purchased by Columbia. The FTC indicated that Columbia had to divest of one of the hospitals. With continued discussions with Harris, the city was able to work out a contract with both hospitals. Mayor Pro Tem Biles felt that it would be more informative to look at a dual bidding system. Would the bidders be at a disadvantage not knowing what they would be bidding on. Klinck replied that that was an unknown. It was important to recognize that it was likely that there might be changes during the process. Council Member Miller stated that the issues were the same even if there was only a sole source hospital. Rick Svehla, Acting city Manager, stated that the city had bid many different projects with options or alternates. If any of the potential bidders had concerns, there probably would be exceptions or addendums to the bid~. Council Member Cott stated that he would like to see a bid based on a 5% reduction per person. Miller motioned, Biles seconded to authorize a bid process based on a single hospital named ~y th~ provider and an alternative bid for both hospitals. City of Denton City Council Minutes November 28, 1995 Page 3 Council Member Cott asked to include a 5% costs as a third alternative. reduction of current 79 Council Member Miller stated that he would not accept that change to his motion. Cott motioned, Young seconded to amend the motion to include a 5% reduction of current costs as a third alternative. Mayor Pro Tem Biles asked if the amendment would go against the State bidding process. Klinck stated that the purpose of the bidding process was to receive the lowest cost the market would provide at that point in time. Staff would indicate, after receiving the bids, which were the lowest costs and the best cost. Council Member Cott stated that in order to bid what he was recommending, a bidder would have to take something away instead of adding items. city Attorney Prouty felt that Council Member Cott was asking that, as a condition, all bidders would bid at least 5% lower than the current cost or less. Council Member Cott stated that he would like to see what it would cost for a 5% reduction. Klinck stated that they had just received a 5% increase for Harris for next year. Specific additional costs which were impacting the organization could be prepared. Cott and Young withdrew their motion and second. On roll vote, Miller "aye", Young "aye", Cott "aye", Krueger "aye", Brock "aye", Biles "aye", and Mayor Castleberry "aye". Motion carried unanimously. 2. The Council received a report, held a discussion and gave staff direction concerning a City Council work session on Community Diversity. Council Member Miller stated that Council had voted to form a Racial Diversity Task Force but delayed the formation until January. While attending the Texas Municipal League Conference, he participated in a session regarding workforce diversity and received many ideas regarding how to Process this task force. As quickly a~ possible, he suggested that the C~un~il ~p~nd half a day away, stay overnight and have half another day to facilitate this type of discussion. A possible consultant was Richard Lewis who had done this type of diversity work for other entities. He asked 80 City of Denton City Council Minutes November 28, 1995 Page 4 if Council would consider such a planning session with this facilitator. Council Member Young felt it was a good idea and was something that was needed. He felt the facilitator should work with the entire Racial Diversity Task Force when the time was appropriate. Council Member Miller stated that the idea was that if Council liked what the facilitator did, then the Council could talk about what to do with the entire issue. An assessment and evaluation would be made before exposing the facilitator to the entire committee. Young motioned, Biles seconded to proceed with the facilitator. Council Member Cott stated that there was an implied point that something was wrong at the city. Until and when there was an idea about what it was the Council was looking for, he was concerned about that perspective. That was not to say that there was nothing wrong in some places but he was concerned about the implications. If there was something specific, look for it but do not look for something not there. Council Member Brock stated that she supported this idea and did not feel that it implied that anything was wrong with staff. Council Member Cott's comments pointed out the need for a retreat to work out these types of issues. No one on Council would want to start a committee without knowing what would be the thrust of such a committee. This Committee could turn into a committee which would promote harmony in the community. The DISD had an advisory committee which was on-going which answered questions the community needed to know and helped reduce tensions in certain situations. Council Member Young felt that there was an on-going problem in the City. The majority of minorities in the community felt there was a problem. The Task Force would cover a variety of issues relative to racial diversity and would be a scientific approach to racial diversity. Mayor Pro Tem Biles felt that Dr. Lewis would help Council communicate among themselves and facilitate what the Council wanted out of the Racial Diversity ~ommitt~e. Council Member Cott stated that he had a concern for the people who worked for the City who were concerned about what the Council was doing. He suggested Council involve several people from the employees who could communicate to other employees what the Council wa~ doing. Council Member Miller stated that one aspect of the session might include what this was all about to make sure that the Council was City of Denton City Council Minutes November 28, 1995 Page 5 81 talking about the same thing. They would also talk about strategic planning and a strategy for broadening this into a multicultural participation. Council Member Brock felt that Council Member Young's original intent was to have members of the City staff be involved in the process. She requested that the title of the task force be changed to a workforce diversity task force if it was going to pertain strictly to the City's operation as opposed to racial diversity or change to community diversity as opposed to racial diversity. Acting City Manager Svehla stated that there was a recent article in the Denton Record-Chronicle about an employee who was released from the organization and he was convinced the individual was let go for a good cause and a good reason. He wanted to assure the Council that as there were other comments made in the article about problems internal to the City, he asked Human Resources to look into the policies governing those kinds of accusations. Council Member Miller stated that he would like to have the Acting City Manager and Director of Human Resources involved with the Council session. Council Member Young and Mayor Pro Tem Biles agreed to include those individuals with the Council session. On roll vote, Miller "aye", Young "aye", Cott "nay", Krueger "aye", Brock "aye", Biles "aye", and Mayor Castleberry "aye". Motion carried with a 6-1 vote. 3. The Council received reports from executive search firms, held a discussion concerning selecting an executive search firm to assist the City Council in recruiting and selecting a City Manager, and gave staff direction. Tom Klinck, Director of Human Resources, stated that proposals had been received from three firms and Council had had an opportunity to interview with those firms on a one-on-one basis. The firms would be making a ten minute presentation regarding an overview of their firms and information pertinent to the project. Council Member Cott left the meeting. Council received presentations from the firms of Jensen, Oldani and Cooper; the Par Group; and Anderson and Associates. Council Member Cott returned to the meeting during the presentations. Following the completion of the Work Session, the Council convened into a Special Called Session in the City Council Chambers. City of Denton City Council Minute~ November 28, 1995 Page 6 PRESENT: Mayor Castleberry; Mayor Pro Tem Biles; Council Members Brock, Cott, Krueger, Miller and Young. ABSENT: None 1. The Council considered adoption of an ordinance authorizing the Mayor to execute an agreement with an executive search consultant. Council Members Krueger and Young were not present following a recess of the Council. The following ordinance was considered: NO. 95-243 AN ORDINANCE AUTHORIZING THE MAYOR OR IN HIS ABSENCE, THE MAYOR PRO-TEM, TO E~TER INTO A CONTRACT BETWEEN THE CITY OF DENTON AND JENSEN, OLDANI & COOPER, AN EXECUTIVE SEARCH CONSULTANT, TO ASSIST THE CITY IN SELECTING A CITY MANAGER; AUTHORIZING THE EXPENDITURE OF FUNDS THEREFOR; AND PROVIDING AN EFFECTIVE DATE. Biles motioned, Miller seconded to adopt the ordinance. Council Members Krueger and Young returned to the meeting. On roll vote, Miller "aye", Young "aye", Cott "nay", Krueger "aye", Brock "aye", Biles "aye", and Mayor Castleberry "nay". Motion carried with a 5-2 vote. With no further business, the meeting was adjourned at 7:45 p.m. iNNIP~WALTERS TY SECRETARY CITY OF DENTON, TEXAS ACC002D5