HomeMy WebLinkAboutDepartment Head Meetings Minutes 12.16.2003 MINUTES
DEPARTMENT HEAD MEETING
DECEMBER 16, 2003 4:00 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 Jean Kerr
Steve Klotz Ken Olson
Paul Hutter - Polio/and Procedures Manual
Paul developed two manuals:
o Union
o Non-union
· Department heads requested one booklet, with separate and distinct manuals.
· A couple issues are not yet included in the draft.
- Language is identical in both manuals, except that the language in the union contract is
included in the union manual.
· Paul distributed copies of the Personnel Policy Manual.
o Manual included his notations after review of the remarks submitted by the
department heads.
- Paul reviewed pages 1 through 14 with the department heads.
· Discussion regarding:
o Receipt page
o Orientation of new employees with the Personnel Policy Manual
o Personal visitors in, the workplace
· Signage to keep visitors out of unauthorized areas
o Lawsuits/News
o Exempt employees
· Paul said that the statement included is standard exempt language.
o Transferred employees
· Allowed to put transferred employees back on probation if the job is
substantially different.
· Probationary period: twelve months versus six months
o Volunteers
· Difficult to get volunteers to comply with Policy and Procedures Manual
o Nepotism
· City must hire new employees on merit, not relationships.
· Paul will research whether the State requires cities to follow the State code
on nepotism.
o Filling out time cards
· Workweek for regular employees
· Keep language the same as in the union contract
· Employees are required to fill out his/her own time card.
Department Head Meeting Minutes of December 16, 2003
· Salaried officials are required to work a minimum of 40 hours per
week.
o Mary will give Paul a copy of the State statute.
· Workweek for ambulance attendants
· Jan expressed concerns about having attendants turn in time cards
by Monday morning.
· Volunteers are required to fill out his/her own time card.
· Jan and Mary need to work out the procedural issue for submitting
ambulance time cards.
o Vacation requests
· Vacations in excess of two days must be requested two weeks in advance.
o Meal/rest breaks
· Time must be approved by the supervisor
o On call fees
· Payroll system cannot charge fees to the division that overtime callouts are
required as proportional to the previous year's callouts.
· Fee schedule for compensation should not he in the employee manual.
· Review will continue at the January 6th department head meeting.
Request for Public Records form
· Mayor distributed copies of an example of a Request for Public Records form and copies
of Resolution No. 2176.
· Resolution No. 2176 establishes fees and charges to be collected for research and copies
made by city hall employees.
· Further review is needed.
Bad,et worksheets that were distributed on Friday, December 12th · Budget prep printouts were distributed and included information through November 30th.
· Salary and wage worksheets distributed included the 3 percent wage increases and
insurance premiums at the maximum amount.
· Insurance estimates are at the highest cost possible because of the huge variable.
· Mary could distribute two sheets: current versus maximum
Discussion re~arding working with new legal services · Elk River Law Office contract is on tonight's council agenda.
· Six hours are allocated for a transition period.
· Mark will contact Elk River Law Office to schedule the time.
· Mark Anderson is the attorney through December 31st.
Other items
· Council Workshop -January 13, 2004
o Morrison-Maiefle: Water Facilities Plan Presentation
· Council Workshop - December 30, 2003
o Engineering, Inc. resolution for storm water
· Jan Faught - Ambulance - December 30, 2003
2
Department Head Meeting Minutes of December 16, 2003
o AMR billing
o Repeater station
· Library Board meeting
o Meeting changed to the third Tuesday in January 2004
· Discussion regarding closing early on Christmas Eve
o Mayor recommended that city offices remain open on Christmas Eve.
o Library Board decided to close early every Christmas Eve and New Year's Eve.
· Library employee has option to use vacation hours or go without pay.
Department Head Meeting - January 6, 2004
· Paul Hutter will continue the review of the manual
Mayor Johnson's comments
· Mayor has enjoyed his experiences with the city.
· Mayor thanked the department heads for their hard work.
· Mary thanked the Mayor for conducting the department head meetings.
The meeting adjourned at 5:22 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
Future
Right-of-way fees - solid waste
Bid for material and services - public works
Inclusion of 8a Avenue in current residential light district
Council/Planning Board
Feedback from attendance at meetings
Disaster coordination preparedness
Purchasing Policy
City Vehicle Use Policy