HomeMy WebLinkAboutDepartment Head Meetings Minutes 11.12.2002 MINUTES
DEPARTMENT HEAD MEETING
NOVEMBER 12, 2002 3:00 P.M.
OLD COUNCIL CHAMBERS
PRESENT:
Mayor Bud Johnson
Larry McCann
Matt Erekson
Rick Musson
Jan Faught
Gay Easton
Mary Embleton
Steve Klotz
Jean Kerr
Joel Bamhart
Peggy Arnold
Monthly reports: Police, Ambulance, Fire, and Buildin~ · Police and Fire: October reports submitted
Review of committee minutes: Planning Board minutes of 11/7/02
· Minutes were not yet available for review
· Mayor mentioned temporary use for coffee kiosk in Helena Chemical's parking lot
o Process needs to be changed
o Proposals to come from Planning Board
o Council will review after first of year
· Discussion regarding business license versus business inspection (service)
· Fee justified for businesses located outside city limits to do business within city limits
· Discussion regarding contractor's bond
(> City could use $5,000 bond to defend the city
o Bond is not used for performance services; bond does not provide the service that
people think it provides
· Application process is the main question
Hazardous material
· Fire Department is working on MSDS information.
Job description update
· Public Utilities Depamnent - in progress
School zone
· Mayor said to remove school zone from department head agenda.
· School zone proposal to be presented at Public Works Committee meeting tonight
· Changes include:
o Fifieen miles per hour in any of the following zones.
1. School Zone: For the purpose of this section, "school zone" shall mean
that part of any street which runs directly adjacent to any public school
property.
2. City alleys
3. Construction zones
o Twenty-five miles per hour in any business or residential district
Department Head Meeting Minutes of November 12, 2002
o Items 3 and 4 of Section B. of the present ordinance would be deleted.
o Other changes include renurnbering the remaining three items in the section.
Question regarding First Avenue: speed limit could be changed based on an engineering
and traffic study.
· No stipulation included in proposed ordinance for "during school hours".
· Current school zone begins and ends at edges of school building
· Proposed school zone begins and ends at school property lines
· Warning signs need to be posted 300 feet before the school zone begins
· Proper signage needed: whenever speed limit changes, sign changes
· Steve to make changes before Public Works Committee meeting
Procedure to release employee information
Process for employee files
· Matt to schedule meeting for next week with Dick Larsen
· Matt unavailable Wednesday, Friday through Monday
Discussion on lot purchase
· Public Works to meet with Fire Department to make a proposal
CJIN Terminal
COPS Grant for equipment
· CJIN Terminal costs $2,000 to $3,000
· Police Department working on grants for CJIN Terminal and other equipment
Code book
· Updates should arrive by December 1 st
Laurel Ci.ty Voice - next issue · Newsletter to be sent to Laurel Outlook by Friday
· Newsletter included in November 27th edition
CIP
· Key issue is to set up calendar for budget and Laurel City Voice
· Mayor expects mom budget work to be done in Department Head meetings
· Proposal will then be submitted to council
· Simplified first-year CIP included
· Local Government Center in Bozeman reviewed recent process; draft of proposed city
operating policies received; available for review
Travel policy · Take travel policy out of ordinance and into policy
· Local Government Center gave direction to put policies in a policy manual
· Gives more flexibility
· Council action needed to repeal the ordinance
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Department Head Meeting Mh~utes of November 12, 2002
· Resolution needed to approve travel policy
· Discussion regarding need for first reading, public hearing, and second reading to repeal
ordinance: public hearing and second reading may not be necessary
· Resolution effective after repeal of ordinance
Other
Exempt employees
· Exempt employees: public utilities director, public works director, library director,
ambulance director, city attorney, and chief of police
Effective 11/11/02, exempt employees not required to turn in weekly time ticket
· Vacation, sick leave, and holidays documented using current time ticket form
· Two-week notification of vacation request required
Committee of the Whole · Committee of the Whole meeting to be discontinued
· Proposal to begin council meetings at 6:30 p.m.
· Council Workshops to begin at 6:30 p.m.
Internet/E-mail Policy · Peg stated that it is a good policy.
· Needs to be approved by resolution
· Policy has been on several council workshop agendas; Mayor will try to discuss at
workshop tonight
Intake bid · Sixty (60) days for intake bid
· Mayor asked Larry to determine exact date
Janitorial services contract · Expires on I 1/20/02
· Need to expand contract to include FAP, City Shop, and City Hall
· Shop - no contract yet; $150/month
· Original contracts addressed responsibility issue
Terrorism Plan · Emergency Services Committee was asked to make specific recommendation to council
· Not a quorum at Emergency Services Committee meeting in October
· City of Laurel people not included in the call-out list
· Mayor told Fire, Ambulance, and Police to make sure a copy is disseminated.
Light district - 8th Avenue · Steve stated that it would not work to include in current light district.
· State of Montana would purchase and place the poles; city would own the light district;
charges only for energy; contract for necessary services
· Discussion regarding light districts in the City of Billings
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Department Head Meeting Minutes of November 12, 2002
· Light poles included in cost of the project; City of Laurel is cost-sharing the project; City
is basically buying poles at reduced rate
· Decorative lighting proposed in downtown light district
Enterprise Funds
· Process started with facilities studies
Solid Waste study · Has been funded by federal dollars; dollars have been cut
· City may need to pay travel expenses for the consulting services
Laurel Ci.t3, Voice · Discussion regarding 2-4 times per year
· Need to set firm dates for 3 issues
PERS Workshop · Wednesday, November 13th, at 10:00 a.m. and 1:00 p.m. in the Fire Hall
· Another workshop scheduled at the high school auditorium on December 12th at 2:30
p.m.
Regulation meeting
· Lan'y and Gay will attend a regulation meeting in Helena on November 18th at 1:00 p.m.
Court
November 17-22 - Jean at Judges' School
November 24-December 1 - Jean on vacation
December 2-6 - Court closed; Supreme Court here to install new accounting program
December 9-13 - some arraignments held; Supreme Court still here
Supreme Court dictates work time and overtime will be necessary.
Department Head meeting agendas
· Request to have department head agendas e-mailed
Ambulance · Realtor to give price for Associated Glass building
,, Scott Atwood to present two proposals at council workshop tonight
Calendar
November 12, 2002 - Council Workshop
FAP Building: Ambulance office - Scott Atwood
Intake update
Travel Policy
Changes to cemetery ordinance
Sign Code ordinance
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Department Head Meeting Minutes of November 12, 2002
Internet and E-mail Policy
November 19, 2002 - Department Head
City-County Planning Board minutes
Public Works Committee minutes
Janitorial services
November 19, 2002 - Council
Sign Code ordinance - public hearing
Entryway Zoning District ordinance
November 26, 2002 - Department Head
No meeting scheduled
November 26, 2002 - Council Workshop
School zone
December 3, 2002 - Council
December 10, 2002 - Council Workshop
Wastewater Facilkies Plan
Future:
Janitorial services
Update of Laurel Municipal Code book
Library Board/Peg Arnold - council workshop
Right-of-way fees - Solid Waste
Bid for material and services - Public Works
Inclusion of 8th Avenue in current residential light district
Enterprise Funds - rate proposals
November 2002 - Laurel City Voice in Laurel Outlook Information to Laurel Outlook by November 15th
Laurel City Voice included in November 27th edition of the Laurel Outlook
The meeting adjourned at 3:58 p.m.
Respectfully submitted,
Cindy Allen
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