HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.07.2003 MINUTES
DEPARTMENT HEAD MEETING
JANUARY 7, 2003 3:00 P.M.
OLD COUNCIL CHAMBERS
PRESENT:
Mayor Bud Johnson
Larry McCann
Matt Erekson
Rick Musson
Jan Faught
Mike Zuhoski
Mary Embleton
Steve Klotz
Peggy Arnold
Joel Bamhart
Gay Easton
· Monthly reports: Fire, Ambulance, Police, and Building
o All repons received for December
· Review of committee minutes
o None to review
City of Laurel Purchasing Policy
o Department heads to put comments together regarding purchasing policy
o Discussion regarding purchasing with/without purchase orders
o Ambulance personnel sometimes needs to purchase without purchase orders
o Purchase order books are available
o Need to discourage personal purchasing and reimbursements
o Mayor stated that it is common that entities will not pay if there is no P.O. # on an
invoice.
o No P.O. - No pay
o Jan needs to write up the particulars of the P.O. dilemma for the Ambulance.
o Have not been real ardent about putting P.O.#'s on invoices
o Need to have a unified process for purchasing
o Discussion regarding motor pool and qualified vendor list in City of Billings
· Hazardous material
o No discussion
· Job description update
o No discussion
Procedure to release employee information
Process for employee files
o Should be completed by next department head meeting
CJIN Terminal
o Technical Edge provided necessary technical service
o Letter sent to CJIN asking for permission to have a terminal
o Technical Edge will be consulted when necessary.
COPS Grant for equipment
o In process
Calendar Planner
o Clerk-treasurer semi-annual report changed to February 4th
o Mayor to be out-of-town - January 25th through February l0th
· Specific things to do to give Council President temporary powers
· Mayor wants to transfer power to Gay Easton.
· Matt to check into what is needed to transfer powers.
CIP
o Included with budget worksheets
Expectation lists
o Mayor collected expectation lists from department heads.
o Mayor will meet with each department head to review their list.
Department Head meetings
o Discussion regarding scheduling department head meetings every other week
o Would give oppommity for department heads to meet individually with mayor
o Decided to schedule department head meetings on council workshop days
o Council workshops may change to become more reactive
Black Mountain training
o The information in Black Mountain Software is substantial and we are not
scratching the surface of what is available.
o Schedule training: on-site; online; telephone
o Library is not tied to network
o Police Department does not have access yet.
· Contact Technical Edge to see if the new firewall would allow access to
the network.
o Helena office: utility billing; service orders; cash receipting
o Polson office: accounting; payroll
· Personnel from both offices are needed to provide the necessary training.
Other
Police Department
o Dustin Black and Erin Popp have completed their one-year probationary periods.
· Discussion regarding whether mayor needs to appoint them at a council
meeting; no further appointments will be made.
o Repeater site for FAP · Located on Tom Altmann's property
· $150/month rent; pro-rated for each entity
· Test at no cost
· Compatible with uniform communication system with the Montana
Highway Patrol and Yellowstone County; not with the City of Billings
· Need to have someone researching problems of communication within the
entities
Probationary letters
o Discussion regarding standard probationary period letter
o Employee is on probation until told in writing that the probationary period is
completed, extended, or was not passed.
o Letter of appointment needed for library substitutes
Water intake projeet
o Construction started on January 7th.
Fire Department
o Received two portable radios from Jim Kraft
Terrorism Plan
o Resolution on council agenda tonight
o Mike Zuhoski will contact Jim Kraft on Wednesday regarding an addendum to the
plan.
Ambulance
o Owner of creamery building contacted Jan to sec if the city is interested in the
building
o Dr. Bush - interested in becoming Medical Director for the Ambulance
o Ambulance cannot get on the agenda at the Laurel Clinic
o New curriculum changes coming; will attend Advanced Services Committee
meeting soon
o Jan did not prepare expectation list in order to review curriculum changes first.
Library
o Payroll authorization will be needed for Assistant Library Director
o Will have vacancy for part-time library person
Public Works
o Code enforcement is currently addressing nuisance vehicles. · Started in Cherry Hills; will progress east and south
· Will generate list of nuisance vehicles for the police department
o Surplus computer available
· Computer was original server in clerk/treasurer's office
· Discussion regarding setting up as a spare terminal
· Mary will contact Technical Edge
· Calendar
January 7, 2003 - Council Janitorial services contract
Travel Expense Reimbursement - resolution
Terrorism Plan
Legal services
Commitment Agreement with DNRC - resolution
Reimbursement bond regulations - resolution
Bond counsel - resolution
School zone - second reading
January 14, 2003 - Council Workshop FAP building - Scott Atwood
Report and review of Police Procedure & Policy Manual - Mike Zuhoski
Wastewater Facilities Plan
Resolution of intent to raise water rates
January 18, 2003 - Council Retreat
Saturday, 8:00 a.m.
January 21, 2003 - Council
Public hearing - Sign Code
Police Procedure & Policy Manual - resolution
Resolution of intent to raise water rates
January 28, 2003 - Council Workshop
February 4, 2003 - Council
John Walsh: Yellowstone County Historic Preservation Board report
Clerk-treasurer - semi-annual report
Year-end reports to council from fire, police, ambulance, public works, and public
utilities - February 4th and 18th
February 11, 2003 - Council Workshop
February 18, 2003 - Council
Year-end reports to council from fire, police, ambulance, public works, and public
utilities - February 4th and 18th
February 25, 2003 - Council Workshop
Laurel City Voice
March 26, 2003 Laurel City Voice
Articles due to Cindy by March 3rd
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:
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
Library year-end report - July 2003
The meeting adjourned at 4:00 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary