HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.29.2003 MINUTES
DEPARTMENT HEAD MEETING
JULY 29, 2003 3:00 P.M.
OLD COUNCIL CHAMBERS
PRESENT: Mayor Bud Johnson Mary Embleton
Larry McCarm Gay Easton
Mark Anderson Peggy Arnold
Rick Musson Joel Barnhart
Jan Faught John Oakes
Steve Klotz Jean Kerr (3:10 p.m.)
Attendance at council workshops
· Department heads should a~tend workshops to provide input and clarification of agenda
items.
Department heads need to provide written explanations to thc council.
Discussion regarding use of agenda item format
· Inform mayor first regarding issues that need to be presented at a council workshop.
Purchasing policy
· Purchasing policy will be on the next department head agenda.
Parkin~ spaces at city hall
· Mayor docs not know how to resolve thc issue and asked for comments.
· Discussion
o Employees need to know where to park.
o Proposed vehicle use policy:
· Would require employees to park city vehicles at city hall when employee
is not on call.
· Would introduce three or four personal vehicles to the parking dilemma
· Steve - emotional and logical value regarding parking
o Employees that come and go
o Lighting/security issues
o ADA issues
· Mayor stated that the lot is used for employee parking, with city vehicles needing
overnight parking.
o Need to decide on employee parking and city parking.
· Mary stated that the four city vehicles increase the number of vehicles to be
accommodated.
o 10 spots are available / 11 vehicles need to be parked
o Someone will have to park across the street.
o Gary has moved to Cindy's spot; Cindy moved to the end spot.
o Jeanette brings the mail and should be able to park close to the door.
o Mary took Don's parking space.
o Employees have had designated parking spots.
· Jean suggested providing a parking space for Chris on the comer of the block.
Department Head Me~ing Minutes of July 29, 2003
o Handicapped parking spaces are not allowed on the public right of way.
· Bud - set policy for designated city parking and employee parking
o Could leave issue as it is
o May not be able to designate parking spots
o May have to reserve spots for city vehicles; remainder of spaces would be first
come, first served.
· Steve stated that Gary comes and goes more than anyone.
o Gary drives his personal vehicle to work.
o Gary parked the city truck in someone's spot, and problems started from that.
· Mayor stated that there might be a different way to do the mail.
· Mayor stated that city vehicles used to conduct city business should be close.
· Discussion regarding parking lot across the street
o Change the 4-hour signage
o Spaces would have to be signed.
· Mayor suggested that a proposal be written and circulated.
· Mayor asked Mark to find the ordinance (10.52.020 - exclusive use for city employees)
and develop a proposal.
· Mayor stated that the conduct of city business needed to be important, especially for
employees that use a city vehicle to perform work.
· Mary stated that the staff wants to know where to park every day.
o 4 city vehicles and 4 personal vehicles
o Some employees come to work before 8:00 a.m. and would always have the same
parking space.
· Mayor stated that the result should work for everyone so employees can focus on their
work, not where they could or could not park.
Planning review sheet · Give planning review sheet to Cheryll.
· Sheet would circulate to planning board and department heads.
· No council action unless department head signed off.
Agenda item format · Some issues may not require all topics included in the format.
· The structure of the format provides a guide to use.
· Mayor stated that department heads should distribute a written handout when making a
presentation at a council workshop or meeting.
· John stated that it takes time to absorb the information, which is needed for later review.
· The more written information provided, the more effective the presentation.
· John would like to see the budget presented in a way that the community could
understand it.
· Mayor stated that the staff should take direction from the mayor, not from the council.
o Council members should tell the mayor about their concerns, in order for the
mayor to give direction to department heads.
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Department Head Meeting Minutes of July 29, 2003
Disaster coordination preparedness
· Current emergency services coordinator has asked to be replaced.
· Gives some opportunities
o Evacuation plans for city hall and other buildings
o LEPC - we do not attend meetings and do not receive dollars
o Any thoughts welcomed by Mayor.
· Discussion regarding duties and fimction of an emergency services coordinator
o Not as broad as Jim Kraft's position
o Needs definition
o Have opportunity to make it a higher functioning position.
o Needs to be a contact person
o Need to coordinate evacuation plan
o Central command place
· Huge issue
o Laurel is partofthe county.
o Yellowstone County passed an emergency plan; Laurel was not involved, but was
asked to approve it.
o Laurel has seats, but wc have not attended.
· Jim Kraft called Mary recently.
o County is applying for more grant money.
o Mary gave names and phone numbers.
o Laurel should receive some monies.
· Discussion regarding mock disaster scheduled in September
o Bud asked the three emergency services department heads to present an update at
thc conclusion.
o Mayor stated that the eleventh largest city in Montana needs more focus on this
issue, and shortcomings need to bc communicated to the city council.
E-mail hosting proposal - Technical Edl~e Consulting
· Peg - can check e-mall from anywhere on linc through web host e-mall
· E-mail communication with the council does not exist on city's wcbsite.
o Council has links but they do not go anywhere.
o Council did not want personal e-mail addresses sent out to the public.
· Bud proposed having Technical Edge host the city's e-mail.
o Steve - viruses through the county's webpage.
o Mary - security levels and filtering provided free from the county
o City does not pay for present e-mail service - would be a cost difference.
· Links are needed for the council and mayor
· Council communication with a city address is not functional currently.
· Web page - should provide more contact to council through the webpage
· Employees cannot access e-mall outside of the office.
· Mayor asked department heads to provide written comments.
Committee meetin~ minutes · None
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Department Head Meeting Minutes of July 29, 2003
Other
· Request for Public Records form
o Need well-known way of executing requests for information so as not to
communicate inappropriately.
o Give information and docttrnent information, particularly regarding personnel
· Peg - Library Board/Joint council meeting
o Leave under "Furore" as a reminder to do it.
· Bud - add Council/Planning Board to "Future"
· Mary - budget changes appear in Budget Change column
o Latest version - 07/09/03
o Department heads will receive updated sheets in boxes
o Taxable value - received 08/04/03
o Final adoption of budget - 08/19/03
· Bud - start planning next year's budget now
o Preliminary Budget presented to council in early June
o Next year, mayor wants council to approve appropriations prior to July 1, 2004.
o Need to talk about mechanics.
o In the past, management direction was lost because department heads did not
know their final budget.
o When budget is approved, approve appropriations based on projected revenues.
o Set tax levies
o The rest is projected revenues.
o Changes in revenue would require changes in appropriations.
· Mary stated that it is difficult to project tax revenue, especially in a legislative year.
o Council sets revenue by setting the tax levies.
o Development of CIP will alleviate guesswork.
· Larry - go on new intake on Thursday or Friday
· Larry asked if the next budget process would start immediately.
o Number one issue is what goes into reserves every year.
o People are available to educate the council.
· Jean explained a Technology Enhancement Survey.
o How to feel safer in court
o Caller ID
o CONNECT Telephone said that the system is full to capacity.
o Should look at all possible needs within the city
· Steve mentioned that more work is being done on the front of the building - painting,
concrete work, and rails.
The meeting adjourned at 4:15 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
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