HomeMy WebLinkAboutDepartment Head Meetings Minutes 03.04.2003 MINUTES
DEPARTMENT HEAD MEETING
MARCH 4, 2003 3:00 P.M.
OLD COUNCIL CHAMBERS
PRESENT:
Mayor Bud Johnson
Larry McCann
Matt Erekson (3:15 p.m.)
Rick Musson
Jan Faught
Mary Embleton
Steve Klotz
Jean Kerr
Terry Ruff / Joel Bamhart
Peggy Arnold
Committee minutes:
· Public Works Committee minutes - 12/09/02; 01/13/03
o Proposed crosswalk at 5th Avenue and Main Street
· Study recommended that a crosswalk was not warranted; no kids were
seen using it during school hours; request denied
o Proposed crosswalk at 3rd Avenue and the bus stop
· State needs letter from Smokey Staudinger and bus company requesting a
crosswalk
· Emergency Services Committee minutes - 01/27/03
o Architect update - Scott Atwood
· Presentation at council workshop or council meeting
o Committee decided that it is not in the city's best interest to adopt a cat ordinance
at this time.
· Planning Board minutes - 02/06/03
o Sign-off process has not been used in the City of Laurel
· Larry will give suggested copy to Cai Cumin and Cheryll.
o Parts of the Economic Development Plan and Strategy developed by college
students at Rocky Mountain College will be incorporated into the Growth
Management Policy.
o Annexation requests
Purchasing Policy
· Need to form small group to review draft copy of Purchasing Policy
o Mike Zuhoski - Chaimaan; Lan'y, Steve, Mary, Jan, and Neva
o Meet within the next ten days
Department Head sign off for planning issues · Sign-off process has not been used in the City of Laurel
· Larry will give suggested copy to Cai Cumin and Cheryll.
Laurel City Voice · Steve wants to include a survey in this issue.
· Publication on March 26th
Department Head Meeting Minutes of March 4, 2003
Budget - CIP update · Mary has returned budget sheets to department heads.
· Finalization of labor costs by the end of the week
· Focus on General Fund - revenues in General Fund do not change a great deal year to
year
· Department heads to note proposed additions or changes at the end of the department
budget instead of adding them into line items; identify what line it will be in
· Examples: 1 FTE; computer
· If bottom line of fund increases significantly, show it and say where it will be added.
· Balanced budget will be presented to Budget/Finance Committee before it goes to council
· CIP - anything above $5,000; needs to be allocated
· Line item - less than $5,000 purchase
· CIP - 900 object numbers; if funded, stays in 900 object.
· Anything under $5,000 has been budgeted as a supply.
· Computer replacement cycle needs to be in the CIP discussion; has been management by
crisis.
· Mary to get computer inventory to department heads
· Recognition that it may not be a smooth process; will learn from the process.
· Put anything under $20,000 into line items
· Put anything over $20,000 into CIP worksheet
· Need Equipment and Vehicle Plan
· Need specific guidelines for things under $25,000
· CIP Committee will consist of department heads.
· Input on Budget/CIP is welcome.
· Mayor would like to have a budget document produced that could be considered for an
award.
· Library needs to have a building study done; building is fifteen years old and has needs.
· Furore department head meetings to be scheduled on the first Tuesday of each month.
Agenda item process
· Department head must review and sign draft ordinance or resolution before Cindy puts it
on council agenda
Other
Mary.
Information on GASB #34 Seminars available from Mary
Took possession of and paid for the shop land last month; paperwork for 2.85% Intercap
loan in process
Paid off General Fund loans for fire tender track, ambulance, vehicles and other
equipment.
,][an
Will be attending a meeting in Bozeman next week regarding HIPAA
Doctor agreed to sign off on registration forms for attendants' certification
2
Department Head Meeting Minutes of March 4, 2003
Steve · Labor/Management Relations training scheduled for March 18th
· Larry and Steve will be gone the first week in April.
Larry.
· Change order needed to pour cement instead of slurry mix at the water intake
Peg · Will hire people by next week
· Replacing one 1,200-hour position including benefits with three people without benefits
Matt · Will be gone the evening of March 18th through 23rd
· Human rights decision was made regarding employee case
Bud
Mark Anderson's services
o First project is to complete the City boundary changes and updates
o May need to meet with department heads.
o Tasks are directed by the Mayor; give projects to Bud to make use of the resource
Associated Employers of Montana booklet - department heads need to review
o Proposal to use two organizations as replacement for Dick Larsen's human
resource consulting
o Schedule a representative for department head meeting April 1 st
Policy Book
o Policies are being compiled into a policy book.
Calendar
March 4, 2003 - Council
Resolution approving an increase in the rates and charges for water users.
Jean Kerr: Court report
March 11, 2003 - Council Workshop
Solid Waste presentation, Part II - Steve
Change order #3 at water intake - Larry
League of Cities electric power supply contract
HIPAA Policy
INTERCAP Loan Resolution
Bond resolution
March 18, 2003 - Council
Adoption of Bond Resolution
Adoption of INTERCAP Loan Resolution
3
Departanent Head Meeting Minutes of March 4, 2003
March 25, 2003 - Council Workshop
Solid Waste presentation, Part III - Steve
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 3:57 p.m.
Respectfully submitted,
Cindy Alien
Council Secretary