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HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.14.2003 MINUTES DEPARTMENT HEAD MEETING JANUARY 14, 2003 3:05 P.M. OLD COUNCIL CHAMBERS PRESENT: Mayor Bud Johnson Steve Klotz Matt Erekson Mike Zuhoski Jan Faught Mary Embleton Joel Bamhart Gay Easton Larry McCann (3:25 p.m.) Department Head meetings o Discussion at previous meeting scheduled department head meetings on council workshop days. o Purpose of department head meeting is to discuss items for thc next council agenda. o Mayor changed department head meetings to council days. o No department head meeting on January 21st. o No council workshop on January 28th; future council workshops are unscheduled. o Next department head meeting scheduled for February 18th. o Will take preliminary look at budget and CIP when Mayor returns on February 11th. CIP O O CIP is now included in the Growth Management Plan. Need CIP proposal for citywide computer software program · Need cycle to keep equipment current · Mary will discuss with Mike Haskell on Thursday. · Mary to contact other municipalities for input about successful programs. City of Laurel Purchasing Policy o Needs to be resolved o Need procedure for department heads to give input on Purchasing Policy, exempt/non-exempt employees, Black Mountain training, and other issues. o Put as top item of on-going topics Review of committee minutes o Public Works Committee - 01/13/03 · Need to amend ordinance regarding lighting in the underpass o Ordinance allows four 70-watt lights; six 70-watt lights are needed o Should take number of lights out of ordinance o Matt and Steve will review. · Need to amend ordinance regarding unacceptable rubbish o Sawdust is now on the known carcinogen list and needs to be added to the list of unacceptable rubbish. o Need to amend ordinance so the list can be changed by resolution o Matt and Steve will review. Black Mountain training o Black Mountain requested to know who is interested in which program to determine what to prepare, who to send, and how long to be here. o Mayor asked if Black Mountain would have someone traveling through Laurel soon and could spend a short amount of time to explain what training is available. Mary will check on this. o Mayor stated that there is no clear understanding of what is available. o Mary offered to give a brief overview of the programs. Mayor asked if there is a way to get a person and phone number for department heads to call and ask questions. Mary will check on the software packages and the contact name and phone number. o Mayor asked if there was any need to get input prior to submission of the budgets to Mary. o Steve may need input regarding solid waste. Other o Ambulance · Scott Atwood scheduled to present draft proposal for the FAP building at tonight's council workshop. o Police Department · Mike will present Police Department Policies and Procedures at tonight's council workshop. · Police Department Policy and Procedures Manual needs to be adopted by resolution. · Resolution on January 21st council agenda Reports to council o Annual reports to council are scheduled as follows: · Police Department: year-end report - January 21 st · Fire Department: year-end report - January 21 st · Clerk-treasurer: semi-annual report - February 4th · Public Utilities: year-end report- February 4th · Public Works: year-end report - February 18t~ · Ambulance: year-end report- February 18th Committee/Board vacancies o Two vacancies on the Board of Appeals o One vacancy on the Police Commission o Vacancies advertised in display ad in the Laurel Outlook Laurel City Voice o Recent issue distributed in Outrider in newspaper o Mayor has not received feedback. o Jan received six or seven comments regarding ambulance article. o Discussion regarding the newsletters previously prepared by city staff and the two Laurel City Voice publications Recent distribution in Outrider was not successful. More feedback received when newsletter was mailed out. Question regarding if Yellowstone County Council on Aging (YCCOA) received feedback from the survey in recent Voice; Gay will check with Pat Vandell. Discussion regarding Laurel School District's newsletter Cindy will contact them regarding the timing and production of their newsletter. Cindy will contact Laurel Outlook regarding options. Monthly reports: Fire, Ambulance, Police, and Building (all received for December) o All December 2002 reports received and distributed to council o No discussion · Hazardous material o No discussion · Job description update o No discussion Procedure to release employee information o No discussion · Process for employee files o No discussion · CJIN Terminal o No discussion · COPS Grant for equipment o No discussion · Calendar Planner o No discussion Expectation lists o No discussion · Calendar 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 Police Department - year-end report Fire Department - year-end report February 4, 2003 - Council John Walsh: Yellowstone County Historic Preservation Board report Clerk-treasurer - semi-annual report Public Utilities -year-end report February 18, 2003 - Department Head Meeting February 18, 2003 - Council Public hearing - water rate increase Public Works - year-end report to council Ambulance - year-end report to council Laurel Ci.~ Voice March 26, 2003 Laurel City Voice Articles due to Cindy by March 3,a July 30, 2003 Laurel City Voice Articles due to Cindy by July 72 November 26, 2003 Laurel City Voice Articles due to Cindy by November 3a 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 Process for presenting/resolving issues: · Purchasing Policy · Exempt/Non-exempt employees · Black Mountain training issues The meeting adjourned at 3:46 p.m. Respectfully submitted, Cindy Allen Council Secretary