HomeMy WebLinkAboutDepartment Head Meetings Minutes 12.10.2002 MINUTES
DEPARTMENT HEAD MEETING
DECEMBER 10, 2002 3:15 P.M.
OLD COUNCIL CHAMBERS
PRESENT:
Mayor Bud Johnson
Matt Erekson
Rick Musson
Gay Easton
Mary Embleton
Steve Klotz
Peggy Amold
Mike Zuhoski
Joel Barnhart
Jay Martin (3:28 p.m.)
Larry McCann (3:50 p.m.)
Monthly reports: Fire, Ambulance, Police, and Buildin~
* Fire, Ambulance, Police, Building - all received for November
Council Workshop - December 31st
· No council workshop scheduled for December 31st
Review of committee minutes
· Public Works Committee - 12/09/02
o Discussion regarding 8m Avenue lighting district
o Goal is to include in existing light district
Hazardous material · Fire Department is almost done with MSDS information.
· Hazardous material is only one part of the state's total plan requirements.
· Steve has a copy of the total plan.
· Discussion regarding signage for minimum wage, family medical leave, safe working
environment, etc.
· Discussion regarding need to post at police department, fire department, ambulance, city hall,
shop, library, court, water plant, and wastewater plant.
· Discussion regarding downloading poster information from Intemet.
· Mary receives updates; posted information needs to be checked to make sure it is current.
· Steve will bring information to December 17th department head meeting.
Job description update · In progress
Procedure to release employee information
Process for employee files
· Need to meet with Dick Larsen
CJIN Terminal
· $2,321.20 yearly lease for CJIN Terminal; includes $1,000 yearly fee for usage, licensing
software, and network access charges.
· Must purchase computer
· Rick will include in upcoming budget.
Department Head Meeting Minutes of December 10, 2002
COPS Grant for equipment · Mike talked with Liz at Max Baucus' office.
No federal appropriations available until January 11th.
· Mike will stay in contact with both Baucus' and Burns' offices.
Code book · Code book updates were shipped on December 5th.
· Need to get code books to Cindy.
Calendar Planner · Need to develop timeline for rate increases.
· Department heads to return budget sheets by January 28th.
CIP
Mary distributed budget and capital outlay worksheets to department heads.
Mary will distribute additional copies of O&M breakdown and sheets received from Ken
Weaver.
CIP process might take more time than the budget process.
Need to consider the probable needs for the next five years: examples o£police car, space for
ambulance, sidewalk, curb, and gutter project; new fire station; new library, etc.
Janitorial services · Matt met with janitorial services today.
· Janitorial contract on January 7th council agenda.
· Matt will present contract at workshop tonight.
Other
Mayor plans to be gone January 22ncl through February 3rd or 4th.
o Gay will lead the council workshop on January 28th.
· Matt has the contracts for the water intake project on his desk.
o Need signatures from Mayor and Mary.
· Need executive order to adopt changes in the building codes.
· Matt submitted additional information to the Human Rights Department.
· Auditors will be here next week.
· Discussion regarding the code review.
o Updates were done to bring the code book into compliance with state codes.
o Public Works reviewed recommendations for additional changes; Joe Leckie took the
recommended changes to review and rewrite the ordinances, but nothing was
completed.
o All ordinances that are in conflict with the Public Works Standards of Rules and
Regulations need to be rewritten.
o Larry will contact Morrison-Maierle to obtain copies of the Rules and Regulations.
o After code updates are completed, Cindy will keep code books until the standards are
received and reviewed for conflicts.
· City of Laurel Purchasing Policy
o Mary will distribute.
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Department Head Meeting Minutes of December 10, 2002
· Use of automated car wash
o Pressure washers used to wash vehicles; sometimes use petty cash to go to car wash.
o Town Pump will submit low-cost proposal.
o Need to give Expert Lube an opportunity to bid.
· Big Sky State Games
o Requested road closures and signage for two races; needs to be done through the county
(Thiel Road and Highway 212)
o City will allow use of Riverside Park for parking and picnic tables
· Water intake
~> Construction contracts are ready for signatures.
o Meeting scheduled with COP and HKM on Friday at 10:00 a.m.
o COP has found possible $30,000 in savings
o HKM submitted a proposal of $70,000 to extending the inspection time for the project
o Larry said the proposal is too high and needs to be reviewed.
· Discussion regarding posting
o Job postings, etc., need to be posted on all department bulletin boards
· Library
o Peg wants to change to cable access.
· Will involve some costs and technical help is needed.
· RFP is not needed.
· Contact Technical Edge for technical help.
o Review of library positions, hours worked, job opening should involve an
administrative effort between Peg and Mayor.
o Needs Matt to help compose letter to send to library patrons who do not remm books
(theft of goods).
Police
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Rick to present contract for $5,000 DUI Grant at council workshop tonight.
Rick has contract; Mayor could sign but not effective until council approval is granted
via resolution.
Discussion regarding process for Council workshop and council agenda items.
o Material for the next city council meeting should be distributed to the council the day
after the workshop.
o Information can be presented to council before the actual contract/agreement is
available.
o Gives Mayor authorization to sign contracts when received and allows council approval
in a timely manner.
o Plan ahead for the necessary process.
Calendar
December 10, 2002 - Courier Workshop
MMIA: Revised Program Agreements for Workers' Comp and Liability
Review of legal services
December 17, 2002 - Council
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Department Head Meeting Minutes of December 10, 2002
December 31, 2002 - Council Workshop - Cancelled
January 7, 2003 - Council
January 14, 2003 - Council Workshop
Wastewater Facilities Plan
January 21, 2003 - Council
Public hearing - Sign Code
Laurel Ci~. Voice
March 26, 2003 Laurel City Voice
Articles due to Cindy by March 3ra
July 30, 2003 Laurel City Voice
Articles due to Cindy by July 7th
November 26, 2003 Laurel City Voice
Articles due to Cindy by November 3rd
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
Black Mountain training - January
Council retreat - January
The meeting adjourned at 4:10 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
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