HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.01.2003 MINUTES
DEPARTMENT HEAD MEETING
JULY 1, 2003 3:00 P.M.
OLD COUNCIL CHAMBERS
PRESENT: Mayor Bud Johnson Mary Embleton
Lan'y McCann Steve Klotz
Mark Anderson Peggy Arnold
Rick Masson Joel Barnhart
Jan Faught
Ci.ty Voice · Need to e-mail articles to Cindy by Monday, July 7th.
· Steve will write an article to introduce Gary as code enforcement inspector.
· Publication date scheduled for July 30th.
Purchasing Policy · Policy is not completed yet.
· Mike told Rick it would be done by the end of July.
· Mike will present the policy at the August department head meeting.
CIP
· CIP has been distributed to the council.
· Once the budget is final, CIP review process will begin.
· Council will review and set the resolution.
ENERGY CONTRACT WITH LEAGUE OF CITIES & TOWNS · City has participated in a contract that has reduced our electric charges.
· NorthWestern Energy has advised the League of its intent to breach the power supply
contract.
· Final impact is unknown at this time.
· City will have to pay the current default rate ($37.70) instead of the contract price
($33.11).
· Not all city electric accounts were trader that contract.
· Mary will compute the best estimate.
· Discussion regarding administrative charges.
BUDGET UPDATE
· Proposed budget changes since the Preliminary Budget was distributed will be shown in
the "Budget Changes" column.
· Mary will distribute budget detail sheets to the department heads.
· One of the goals of the budget process was that department hems would know where
they stand on July Ist, with the understanding that significant changes in revenue sources
may affect budgets.
Department Head Meeting Minutes of July 1, 2003
AGENDA ITEM FORMAT
· Distributed smnple of an agenda item format
o Sample may be too detailed.
· Mayor asked department heads if the format would be valuable as a framework to
communicate with the council.
o If information is presented in written format, council cannot say they were not
informed.
· Harder to remember reports that were not written
o May end up with a better process if the agenda format were followed.
o Recommendation of the item would be read out loud at council meeting
· Clarifies the statement and the action desired.
· Steve has used it as a sample for some presentations.
· Would not be necessary to complete items that do not apply.
· Standardizes thoughts with concise information from every department
· Any FYI's presented would not require council action.
o Provides clarification for council and audience.
· Agenda item format will be presented at council workshop on July 8th.
· Mayor asked department heads to use the format and provide input at the next department
head meeting.
DISASTER COORDINATION PREPAREDNESS
· Dave Gauslow is the current Emergency Disaster Coordinator.
o The previous mayor appointed Dave, but he does not attend the meetings.
· Suggestion that a new coordinator should be appointed
· Discussion regarding city's need for disaster coordination preparedness
o Need a city hall evacuation plan
· Suggestion that fire chief should be appointed as the coordinator
· Need to make sure process is understood by everyone
· Emergency services members need to review this issue.
· Public works department needs to be involved, too.
· Mayor wants input from fire, ambulance, and police departments regarding a direction to
proceed.
· Billings and Yellowstone County are doing a good job and have received money.
· Laurel needs to have a plan in order to receive funding.
o Need to hire an individual to write grants.
· Plan includes a coordinator, a meeting place, a list of contacts, and the various roles
involved.
· Mayor requested that the FAP entities give direction as to preparedness and action plans
for the City of Laurel.
· Mayor wants the information one week before (July 29th) the next department head
meeting, which is scheduled on August 5th.
· Input from all department heads is welcome.
· A council work plan needs to be completed.
WHO IS YOUR SUCCESSOR?
2
Department Head Meeting Minutes of July l, 2003
· Discussion regarding need for cross training of positions.
· For the best interest of the city, everyone needs to make the decision that "someone else
needs to know the things I do and the things I know."
· Discussion regarding staffing levels.
CITY SHOP USE
· Discussion and input are needed.
· Need to develop a policy.
· Would have an impact on insurance
· Policy should include any city building
· Needs to be reviewed by Labor/Management Cooperation Committee
o Larry will put item on their list.
· Need to get input from MMIA
· Discussion whether city shop maintains all city vehicles.
o Maintenance is not done without a charge.
CITY-COUNTY PLANNING BOARD MINUTES:
· Draft of the Natural Resources Element of the Laurel Growth Management Plan was
included in the minutes.
OT[IER
· Discussion regarding surplus property
o When public funds are used to purchase items, they must be offered back to the
public.
o Need to declare items as surplus or junk.
· Ambulance has coverage planned and manned for all 4tl~ of July activities.
· Audit is scheduled for the week of September 2nd.
· HOME Program grants will begin soon.
· Mary requested that the cut-off deadline dates for claims be followed.
o Mayor asked for a list of the dates.
o Mayor agreed that the deadlines should be firm.
· Mayor explained that Mark Anderson is swamped with the legal services position.
· Police department is prepared for the 4t~ of July activities.
· Start Langve will return to office work on Monday, July 7t~.
· Discussion regarding Patti Tuka's position at the library and Riverside Park
~ Need to cover her under workmen's comp for work done at the park.
· Draft vehicle use policy
c) LanT, Mike, Steve, and Gary would have option to drive a city vehicle home
when they are on call.
o Means that four additional vehicles would need to be parked at city hall.
o Discussion regarding parking at city hall.
o Mayor asked department heads to review the draft vehicle use policy.
· Fire department is prepared for the activities on the 4t~ of July.
· Change order will be coming from COP Construction for line to sewer plant.
· Cenex will donate $150,000 for a generator for the water treatment plant.
Department Head Meeting Minutes of July 1, 2003
o Maximum price of $300,000 for the generator.
The meeting adjourned at 4:27 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
4