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HomeMy WebLinkAboutDepartment Head Meetings Minutes 10.22.2002MINUTES DEPARTMENT HEAD MEETING OCTOBER 22, 2002 1:00 P.M. OLD COUNCIL CHAMBERS PRESENT: Mayor Bud Johnson Mary Embleton Steve Klotz Peggy Amold Rick Musson Joel Barnhart Jan Faught (2:23 p.m.) Gay Easton Monthly reports: Police, Ambulance, Fire, Building • Current reports received and will be distributed to council Review of committee minutes • Emergency Services Committee - not a quorum at meeting last night • Need another copy of Yellowstone County Ten•orism Response Plan for review by fire, ambulance, and police departments • Mayor considering scheduling a special Emergency Services Committee meeting Hazardous material • MSDS sheets need to be completed • Mayor wants process completed within 7-10 days • Possibility that OSHA might do another inspection at any time Jim Stevens available if needed • Notebook should include complete inventory of chemicals in area and the MSDS sheets Job description update • Library, police, clerk-treasurer departments are completed • Public works -just started • Mayor - in process • Public utilities -Larry was not available • Job descriptions on next department head agenda • Library Board to review Peg's job description with her; Mayor will also review o Training workshop for Library Board members on Saturday o Library Board and Peg to attend council workshop soon School zone • Public Works Committee will review issue Procedure to release employee information • No discussion Process for employee files • No discussion Department Head Meeting minutes of October 22, 2002 Fire protection • Item on joint city council, commissioners and school board meeting agenda for October 24s' Discussion on lot purchase • No discussion CJIN Terminal • Rick is working on. • Mike Zuhoski is going to Helena to have face-to-face contact with people regazding this. COPS Grant for equipment • Rick is working on. • Information available on the Internet • Mayor will contact Max Baucus' office for further information Code book • No pages received yet • Mayor told Mary to find out if the pages were printed yet and what was included in the price paid by the city. • Mayor told Mary to reduce order to three books if pages have not been printed yet • Updated code book will be put on CD for distribution Draft articles for Laurel City Voice • Draft articles received from clerk-treasurer, public works, public utilities, police, and library • Put articles on disk or a-mail to Cindy • Need graphics for this issue Other • Matt will present ordinances at council workshop on October 29`n • Entryway Zoning District (EZD) ordinance -second reading on November 6th • Council decision regarding zone change for Masonic Temple on November 6cn • No definitive time frame given from Department of Revenue for answers to questions regarding decrease in mill value o Mary contacted the local office in Billings for the history of the past three years. o Mary should have numbers of mill value impact - up and down - by the end of the week. • Discussion regarding sample travel policy o Mayor directed Mary to present a proposal to take the travel policy out of ordinance and put it in policy. • Rick asked regazding using 911 money to purchase a log in recorder for the FAP. o Need was presented with equipment needs o Mayor asked Rick to give the information to him • Discussion regarding janitorial service contract o Contract expires in November o Contract could be renewed; otherwise RFP would be necessary before contract expires 2 Department Head Meeting minutes of October 22, 2002 o Department heads are satisfied with present janitorial service o Public Works Department requested bid for once-a-week service of maintenance shop and lunchroom; bid has not yet been received o Contract must be renewed by resolution • Discussion regarding janitorial service contract at FAP o No contract is enforceable without council approval and mayor's signature o FAP contract needs to be reviewed • Discussion regazding Library Board's authority to contract for janitorial services o Library is located in city building o General Fund money is spent for services and only council can appropriate monies. o Council should be involved if city funds are appropriated. • Discussion regarding Library Board and Peg attending a council meeting soon • YMCA skate park lease has expired o Agreement required YMCA to have a paid staff member supervise at skate park for insurance purposes -did not always happen o Three locks broken off in the last week o Steve told YMCA to remove their equipment from the skate park by the end of this week. o Brandon Kueffler, Beartooth Boazds, wants a public skate pazk facility for the City of Laurel. o Skate park would be designed by a skate park professional. o Skate park professional has insurance for the design o Skate park would be covered by MMIA. o Present situation at the skate park has been a real law enforcement issue o Skate park is not being monitored this week. Calendar October 29, 2002 -Council Workshop Ordinances -Matt Bid award -intake recommendation Entryway Zone District Zone change -Masonic Temple Internet policy November 6, 2002 -Committee of the Whole SRO presentation -Jay Hatton November 6, 2002 -Council Meeting Entryway Zoning District -second reading Zone change -Masonic Temple Bid awazd -intake November 12, 2002 -Department Head Meeting Planning Boad minutes Public Works Committee minutes Travel policy Mill levy decrease November 12, 2002 -Council Workshop Department Head Meeting minutes of October 22, 2002 November 19, 2002 -Committee of the Whole November 26, 2002 -Council Workshop Future: Janitorial services Exempt employees Update of Laurel Municipal Code book Library Board/Peg Arnold -council meeting November 2002 -Laurel City Voice iu Laurel Outlook Department heads bring articles to meeting on October 22"a Information to Laurel Outlook by November 15`h Laurel City Voice included in November 271h edition of the Laurel Outlook Information needed for Laurel City Voice issue in November 1. Heritage corridor 2. SRO vehicle 3. Chip seal project 4. Rick -attendance at academy: January 12, 2003 -March 21, 2003 5. Intake 6. CIP 7. Mill value -graph CIP Discussion • Steve explained flow chart -model of process that takes an idea to the CIP list • Department Head level o Department head lists capital projects needed within their department. o Department head ranks each project using the CIP Rating Criteria Worksheet: project name; department; justification o Each department will have many CIP wants. o Rating determines ranking of first, second, and third priorities • CIP Committee level o Committee considers highest ranked project of each department o Committee uses CIP Rating Criteria Worksheet to rate projects; highest ranked project will become top priority o Committee then ranks the second highest ranked project of the department whose project was chosen and adds it to the project pool o Highest ranked project becomes the second highest priority project for the CIP Committee o Process continues until all department projects are ranked and prioritized o Committee and community viewpoint considered at this level 4 Department Head Meeting minutes of October 22, 2002 o Committee has specified amount of dollars available for projects each year • Discussion regarding questions and problems foreseen in order to make the CIP process successful • Definite process for CIP has not been established yet Department heads -trial CIP process • Five projects chosen Laurel Public Library parking lot and sidewalk replacement and repair Projected costs: $30,000 Projected year: 2004 Community Planning Projected costs: $47,600 Projected year: 2003 fiscal year and continuing Office addition to water plant building Projected costs: $180,000 Projected year: 2003 New building/remodel of FAP -Laurel Volunteer Ambulance Projected costs: $200,000 - $450,000 Projected year: 2002/2003 Animal shelter and garage for impounded vehicles and evidence Projected cost: $237,379.20 Projected year: 2004 Ranking process completed by department heads follows: - Laurel Public Library parking lot and sidewallc replacement and repair Projected costs: $30,000 Projected year: 2004 CIP Ratint? Worksheet Level of public support: Required by legal mandate or existing contractual obligation: Impact on on-going operation and maintenance costs: Function priority matrix: Level of cooperation: Maximum community benefit from investment: CIP Rating 8 points Peg had ranked it with 6 points. Department Head Meeting minutes of October 22, 2002 • Discussion: o Significant liability risk for claims and being sued o MMIA requirements o ADA compliance issues o Pazking lot and sidewalks are deteriorating o Safety inspection • Other criteria to consider: o Not much O&M on parking lot in last five years o Costs of claims paid out o Availability of grants should be included in summary - Community Planning Projected costs: $47,600 Projected year: 2003 fiscal yeaz and continuing • Question regazding what bookable asset could be capitalized from this item o Must be a capitalized type of asset o Request was not considered - Office addition to water plant building o Projected costs: $180,000 o Projected year: 2003 CIP Ratine Worksheet Level of public support: 0 Required by legal mandate or existing contractual obligation: 3 Impact on on-going operation and maintenance costs: 1 Function priority matrix: 0 Level of cooperation: 0 Maximum community benefit from investment: 0 CIP Rating 4 points Larry had ranked it with 10 points. • Discussion: o Problems with cooking in bathroom o Plumbing code requires tight-fitting door between areas o Additional costs for heat, janitorial, and insurance o Discussion of examples with cost benefit: streets, ambulance, police car, video arraignment - New building/remodel of FAP -Laurel Volunteer Ambulance Projected costs: $200,000 - $450,000 Projected year: 2002/2003 Department Head Meeting minutes of October 22, 2002 CIP Rating Worksheet Level of public support: Required by legal mandate or existing contractual obligation: Impact on on-going operation and maintenance costs: Function priority matrix: Level of cooperation: Maximum community benefit from investment: CIP Rating 23 points Jan had ranked it with 26 points. Discussion: o Discussion regazding possible outcome of a request for public money o Level of interest for donations was not included in explanation -need more explanation o Interest shown by tour groups and individuals o Facility is not in compliance for OSHA requirements for bodily fluids. o If legal ramifications are for bodily fluids, a new building may not be the solution. o OSHA would require compliance immediately. o Impact for non-compliance would be no ambulance service o Community benefits from ambulance service. o Space available for Emergency Operation Center (EOC) in new building -would benefit FAP, public works, and community - Animal shelter and garage for impounded vehicles and evidence Projected cost: $237,379.20 Projected yeaz: 2004 CIP Ratine Worksheet Level of public support: 3 Required by legal mandate or existing contractual obligation: 7 Impact on on-going operation and maintenance costs: 0 Function priority matrix: 3 Level of cooperation: 0 Maximum community benefit from investment: 3 CIP Rating 16 points Rick had ranked it with 13 points. • Discussion: o Work together to reach a consensus o Need to apply human element with no definable price tag • Examples of Billings Library and Yellowstone City-County Health Board mill levy requests: o Needs have been communicated to the community 7 Department Head Meeting minutes of October 22, 2002 o CIP provides strong element to communicate needs to the community o Would not be approved without citizen support • Discussion regarding CIP Committee flow chart -need to add box for department meeting before going to CIP Committee • Discussion regarding needs assessment Discussion regarding CIP Committee o Should committee include department heads? o Should committee include council members? o Should committee include community representatives? o Responsibility of department heads to provide necessary criteria o Department heads on committee would need to understand needs of other departments o Question whether community members should be empowered to stamp their approval of support on projects; some projects do not need public support. o Question whether citizens could have cleaz understanding of process o Council would have to give credibility to the CIP Committee o Ideally, council would not change recommendation of CIP Committee if committee were organized correctly. • Public does not always understand greatest needs: o Example: In Needs Assessment, streets were a priority; water and sewer lines should really be the priority. o Council was elected to represent the public. o CIP Committee needs individuals (i.e., department heads) who will advocate for projects; if part of the process, they will understand the needs. o If needs are never communicated, it will be difficult to evaluate. o Community input needed through public heazings as part of process Discussion regarding Enterprise Funds versus General Fund o Different revenue sources o Enterprise Funds must be self-funded. o Must be mindful of time span for revenue sources -additional cost to the community: i.e., water, sewer, garbage rate increases Discussion regarding CIP Policy o Guide for the CIP process is needed o CIP Rating Criteria Guidelines and the draft Capitalization/CIP Policy will be incorporated into the policy. o Flow chart and rating process will be reviewed. • Summary: o Must be objective and have faith in the technical process o Tough decisions at both department head level and council level o Biggest benefit is that something will be accomplished Departrnent Head Meeting minutes of October 22, 2002 o May be variables in process next year o Department heads need to be involved in order to relate to needs of other departments Mayor stated that the meeting was worthwhile. The meeting adjourned at 4:06 p.m. Respectfully submitted, // Cindy Allen Council Secretary 9