HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.23.2002 DEPARTMENT HEAD MEETING
JULY 23, 2002
3:00 P.M.
PRESENT: Mayor Bud Johnson Mary Embleton Rick Musson
Larry McCann Steve Klotz Jan Faught
Matt Erekson Peggy Arnold Joel Barnhart
Minute taking for meetings
· Discussion regarding person needed to take minutes for the TCSP Task Force and the
Emergency Services Committee, as well as a relief person when the regular person is not
available. Cheryll Lund does Planning Board minutes, Cal Cumin does TCSP minutes, and
Dan Dart does Emergency Services Committee.
· Significant reasons to find alternatives for minute taking for these committees: keep formal
record of meetings; relieve chairman of the responsibility; allow committee members to
participate without taking minutes
· Suggestions and discussion:
1. Formalize meetings to facilitate having pertinent information clearly stated on a tape
recording
2. Chairman to state and restate the main points of the discussion, decisions, and
motions
3. Pros and cons of transcribing minutes from a recording without attending the
meeting
4. Suggestion that the chairman appoint a secretary within the committee to take
minutes
5. Minutes should outline actions taken, record formal motions, highlight main points
of discussion.
6. Schedule committee meetings during work hours
7. Contract with an individual to take minutes
Directive regarding Department Head vacation requests
· Discussion of procedure for vacation requests from department heads
· Department heads to submit vacation requests a minimum of two weeks in advance
Give known vacation requests to Cindy to write on Mayor's wall calendar in office
· Discussion regarding need for directive on vacation requests; no directive as of now
Budget report
· Mary will prepare list of items for which information or decisions are needed.
· Submit any necessary information to Mary as soon as possible.
· Finished budget document to be presented on August 6a'
· Worker's comp insurance taken out of General Fund and put into Comprehensive Insurance
Fund
Depar~nent Head Meeting of July 23, 2002
· After the budget is completed, Mary will research the reasons the City of Laurel lost our mill
value.
· A similar budget cannot be repeated next year; fundamental changes are needed in the
General Fund in order to proceed with capital projects and equipment and vehicle purchases.
Calendar
July 23, 2002 - Conneil Workshop
InterneffE-mail policy
3 proposals for changing agenda deadline
August 6, 2002 - Committee of the Whole
Final Budget summary
August 13, 2002 - Conneil Workshop
Design for water intake - Larry
Building at Ponderosa Park - Steve
Chip seal project - Steve
8t~ Avenue project - Steve
Downtown Main Street project - Steve
August 20, 2002 - Committee of the Whole
MorrisonoMaierle - Wastewater Facilities Phase II presentation
August 27, 2002 - Council Workshop
September 3, 2002- Committee of the Whole
September 10, 2002 - Council Workshop
September 17, 2002 - Committee of the Whole
September 24, 2002 - Council Workshop
End of September - Public Hearing on Facilities Plan
Other
· Discussion regarding change in agenda deadline 1. Three options being considered
2. Once the deadline is established, the only way to get a late item on the agenda is if
the council votes unanimously to place it on the agenda.
2
Department Head Meeting of July 23, 2002
· Discussion regarding purpose of committees:
1. Committees study issues, gather information, and provide recommendations to the
council
2. Committees should not address administrative dilemmas
3. Rules and Regulations will address many issues
· Discussion regarding council/staffinvolvement in decisions and projects 1. Council needs ongoing information regarding issues in order to make proper
decisions at council meetings
2. Council workshops facilitate presentations and discussion of issues to allow time for
council members to make informed decisions
3. Council understands that staffmakes dally decisions on projects
4. Council gives approval of the concept and is not involved in daily detailed decisions
5. MMIA discussed "ex parte communications" with the council
· Discussion regarding calendar Rems
1. Larry - present design for water intake at council workshop on August 13th
2. Steve ~ present building at Ponderosa Park, chip seal project, 8t~ Avenue project, and
downtown Main Street project at council workshop on August 13th
3. Rick - motorcycle presentation soon
· Council Workshop scheduled
1. Mayor invited department heads to attend
2. Saturday, August 3rd, at 8:00 a.m. in the Fire Hall
3. Discussion on the council work plan
· Ambulance is back and usable; ambulance will be out of service for two to three weeks
when the parts arrive to repair it
The meeting adjourned at 3:55 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary