HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.03.2003 MINUTES
DEPARTMENT HEAD MEETING
JUNE 3, 2003 3:00 P.M.
OLD COUNCIL CHAMBERS
PRESENT: Mayor Bud Johnson Mary Embleton
Larry McCann Gay Easton
Matt Erekson Jean Kerr
Rick Musson Mike Zuhoski
Purchasing Policy
· Committee will meet and present thc purchasing policy at the July department head
meeting.
Budget - CIP
· Mayor thanked Rick for leading the CIP meetings.
· CIP list has been compiled.
o Need to separate general, water, sewer, and street for total points
o No solid waste included; were never prepared and submitted
· A loan is not a funding source.
o Loan is not what provides revenue to do the work.
o Loan is a logistic to get revenue to the problem.
o Loan has to be repaid in some form.
o Revenue streams include grants, cash on hand, department O&M savings,
revenues, and gifts.
· Discussion:
o Example of meter read system at a cost of $480,000
o Badger will finance system for seven years.
· Dollars must come out of rates, as loan has to be paid back.
· Car lease for police depamnent
· Paid from general fund revenues
· Have $300,000 in total capital funds
o Some has history to it.
o May not allocate all of it this year
· Have proposed a resolution to allocate dollars out of the current CIP Fund into the
program ready to go to council on June 17th.
· Computer at plant is before Budget/Finance now.
· 8th Avenue project
o Needs to go in the CIP
o Now scheduled for 2007
o Larry - water and sewer
o Steve - storm water
· Budget
o Preliminary budget is in process.
o Preliminary budget document assembled today and to be presented at council
tonight.
Department Head Meeting Minutes of June 3, 2003
· Mary presented information on calculation of insurance mills.
Planning review process · Larry will get a copy of the old form used by the City of Billings.
· When something goes to the city council, the plmming board and department head(s)
would have signed off.
· In Billings, while the issue was before the planning board and before the final decision,
the department head had to sign off.
· Makes everyone involved and aware of what is going on.
Disaster coordination preparedness - Steve · No presentation
Water Works Convention report - Steve and Larry · Thc convention dealt with ethics and honesty in dealing with people.
· Information is available for review.
Clerks' Institute report - Mary.
· This was the 9th year that Mary has attended the Clerks' Institute.
· Curriculum was split between thc clerk and treasurer functions.
o Mary presented a synopsis of thc various topics included in the curriculum.
· Mayor participated on a panel, and Mary participated on two panels.
· Over one hundred clerks attended.
· City attorney attended the two-day session.
· Cathy Gabrian attended the three-day graduate track.
League of Cities and Towns meetin~ report - Mary.
· Mary attended the district meeting on June 19th.
· Acopy of the legislative report is available for review.
· Mary reviewed some of the legislation approved at this legislative session.
· League of Cities and Towns Convention is scheduled for October 1-3 in Billings.
o City of Laurel may be requested to be involved.
Committee meetin~ minutes:
· City-County Planning Board minutes of May 1, 2003
o Conditional use permit is in process.
o In process of condemning property at the end of SE 4th
o Need to start a storm water district
o House Bill 640
· Regarding removing jurisdictional areas for building code enfomement
outside of city limits and putting it in the hands of the counties.
· Bill tums code enforcement over to the counties on October 1, 2003.
o Discussion regarding stop light
· A stoplight will be installed at the exiffentry ramp to 1-90 next to Burger
King.
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Department Head Meeting Minutes of June 3, 2003
· Original application was for SE 4th Street and 1st Avenue South; no
stoplight will be installed at this location.
o Nutting Drain Board has been reconstituted.
· Plans are to dredge the excess material, smooth it out, and form it into a
bike/walk path.
Laurel Cite Voice
· Bring articles to the next department head meeting.
· Topics to consider:
o CIP
Motomycle at police department
· Need a picture and story
· Promote the partnership concept with local business
Water plant - intake report
o HOME Grant
· Mary will prepare the facts of the $280,000 grant.
o Clean-up day
o Budget
o Storm drain district
o Underpass lights - should be done by then
Other
· Jean Kerr
o New revenue for the courts; courts charge fee to do research
o Records research fee would be $25.
o Discussion regarding need for a resolution
o Would be a service charge for court clerk's time
o Resolution would set amount.
o Matt will research and define the issue.
· Call outs - Larry and Steve
o Mayor wants to be notified of every call out.
o Not necessary to interrupt priorities, but notify him in a timely mmmer
· State Building Department
o Will do another inspection of the court building
· Ditch Company
o Charged $3,000 to use the ditch for two months
o High river water and a floating tree ripped out lines
o Currently pumping water out of Canyon Creek Ditch
· Generator- Cenex
o Under order from Justice Department
o May be required to do something for the community
o Should know late next week
o Electrician is ready to start design work for the generator; Mayor approved.
· SRO Grant
o Paperwork is being completed.
o SRO Grant application is due on the 13th.
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Depariment Head Meeting Minutes of June 3, 2003
Calendar
Laurel City Voice
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/Joint council meeting
Right-of-way fees - Solid Waste
Bid for material and services - Public Works
Inclusion of 8t~ Avenue in current residential light district
Enterprise Funds - rate proposals
Library year-end report - July 2003
Clean-up day/week
The meeting adjourned at 3:56 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
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