HomeMy WebLinkAboutDepartment Head Meetings Minutes 10.07.2003 MINUTES
DEPARTMENT HEAD MEETING
OCTOBER 7, 2003 3:00 P.M.
OLD COUNCIL CHAMBERS
PRESENT: Mayor Bud Johnson Mary Embleton
Larry McCarm Steve Klotz
Matt Erekson Jean Kerr
Rick Musson Joel Bamhart
Jan Faught
Department head training with AEM: Tuesday, October 14t~, 1:00 - 4:00 p.m.
Training will include:
o Exempt versus non-exempt
o Review or documentation process between supervisory and employee
Employment application
· Discussion regarding employment application prepared by AEM
· Application will be discussed at the training meeting on October 14th.
o Further corrections need to be made.
· Rick asked if any consideration had been given to the state standard law enforcement
appK~cation.
o Mayor told Rick to have a conversation with Paul Hutter about it.
· Question whether ambulance reserves and police reserves should fill out an application.
o Mayor will ask Paul Hurter.
Draft employee manuals
· AEM is preparing two employee manuals.
o One is for bargained employees
o One is for non-bargained employees.
· Implementation and Instruction Guide will remain separated.
Feedback from Steve and Larry. regarding AEM and labor relations meetings
· AEM meeting
o The first day of the meeting was regarding budgets.
o The second day of the meeting was regarding workers' compensation.
· Steve will give Mary a copy of the checklists.
· Labor relations meeting in Butte
o The meeting was basically a labor rally.
o Steve received signed copies of our union contract from the State AFSCME
officials.
· Local AFSCME signatures are still needed.
o Set up a meeting with Vicky Knudsen, the mediator, in order to assess the local
AFSCME's willingness to continue with the Labor/Management Cooperation
Committee.
Department Head Meeting Minutes of October 7, 2003
· Vicky met with the union last week, and the union opted to continue the
process.
· Labor/Munagement Cooperation Committee will start meeting again in
November.
· State will sit in on the first five meetings.
Committee meetiw, minutes:
· City-County Planning Board - September 4, 2003
o Planning Board issues will be on the agenda and recommended at the next
workshop after the board meets.
* Public Works Committee - September 8, 2003
o Leases axe the next issue for the Public Works Conunittee
Discussion on what needs to take place for the workshop agenda items (10/14) and council
agenda items (10/21)
· Discussion regarding change in department head meetings.
o One meeting a month was not enough.
o Meeting twice a month, on council meeting days, will allow time to determine thc
issues for the council workshops and council meetings.
· Nuisance ordinance
o Discussion regarding Nuisance Ordinance.
· Steve will check with Cindy regarding final draft.
* On call pay
o Give thoughts to Mayor.
o Mary questioned whether AEM has looked at it and whether there is uny problem
with paying exempt employees an hourly rate.
· Budget amendment
o Public hearing scheduled for 10/21/03 for the budget amendments.
o Discussion regarding $25,000 debt service for the land purchase at thc shop.
· Obligated to have debt service funded by the terms of the loan.
· Need to review use of the land
o Final adoption of budget amendments scheduled for 11/04/03.
· Input regarding 2004-2005 budget schedule
Mayor asked for input regarding thc budget timeline.
o Mayor suggested that budget presentations be made at council workshops.
o Mary will fill in thc dates in the budget timeline.
o Appropriations should be approved by the second Tuesday in June.
Training meeting with MMIA on October 29th for ambulance and fire department
volunteers
· Bob Worthington will meet with the ambulance crew, the fire department crew, Rick, and
Bud regarding responses to incidents.
· Meeting starts at 7:00 p.m. in the fire hall.
Laurel City Voice
· Discussion regarding changing from newspaper insert to a newsletter.
Depar~ent Head Meeting Minutes of October 7, 2003
o Could produce mom frequently with less information included.
· Discussion regarding reasons to change.
· Discussion regarding mailing possibilities:
o Mary will check on the bulk mailing permit.
o Mary will check on the use of envelopes versus the ½-fold size for a newsletter.
· Need to decide by the October 21st department head meeting.
· Mary's article will deal with the workers' comp and the award received from MMIA.
Other
· Mary distributed information received at the league meeting regarding creating a
successful community health care alliance.
o League will complete a feasibility study and RFP regarding pooling the cities and
towns for health insurance.
o Mary will need to provide information such as claims issues and a copy of union
contract.
o Advisory Committee listed on page seven of the information
o League wants to have in place by 7/1/04.
o Mary will make a presentation at the council workshop on October 14th.
· Sign-off sheet for planning issues
o Larry will get it out.
o Mayor told Larry to give it to Cheryll and start using it.
o Discussion - sign-off sheets need to end up at city attorney's desk
o Issues from PB that have deadlines
· Question is whether the sign-off sheet / comments should be made
available to the Planning Board.
· Public Works gets feedback
· Two opportunities to present issues and information to the council -
council workshops and council meetings
· Bulk of information best given at workshop
· Recommendations should be made at workshop
o Discussion regarding timelines for planning board items
· The planning board is ordained by law.
· Some Planning Board decisions are made without city and staff input.
· If something ends up at Planning Board, staff needs opportunity to make
recommendation.
· Need process to keep everyone informed and provide input.
· Randy Swenson- Tender Nest
o Jan mentioned a possibility that Randy Swenson purchased the Associated Glass
building.
· Joel mentioned Fire Prevention Week.
· Rick mentioned the B-PAD contract.
· Jean stated that the court employees attended judge's/clerk's school last week.
· Mary mentioned that the League of Cities and Towns Conference was informative.
· Mayor will remove the MDU franchise ordinance from the council agenda.
o Need to develop an ordinance that empowers the city to consider those types of
agreements.
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Department Head Meeting Minutes of October 7, 2003
o Need a resolution to approve an agreement with each entity.
o Mayor is uncomfortable about putting a corporation in ordinance.
· Jean stated that the ribbon-cutting ceremony at the new water intake was nice, and Larry
did a good job of putting it together.
The meeting adjourned at 4:09.
Respectfully submitted,
Cindy Allen
Council Secretary
Laurel Cit~ Voice
November 26, 2003 Laurel City Voice
Articles due to Cindy by November 3ra
CIP
Future:
Right-of-way fees - solid waste
Bid for material and services - public works
Inclu~sion of 8th Avenue in current residential light district
Council/Planning Board
Feedback from attendance at meetings
Disaster coordination preparedness - Emergency services coordinator replacement needed
Purchasing Policy
City Vehicle Use Policy
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