HomeMy WebLinkAboutDepartment Head Meetings Minutes 12.02.2003 MINUTES
DEPARTMENT HEAD MEETING
DECEMBER 2, 2003 4:00 P.M.
OLD COUNCIL CHAMBERS
PRESENT: Mayor Bud Johnson Mary Embleton Jan Fanght
Larry McCann Jean Kerr Gay Easton
Mark Anderson Peggy Arnold Ken Olson
Rick Musson Joel Bamhart
Policy Manuals · Paul Hutter will review the suggestions submitted by the department heads.
* Further discussion will be scheduled.
Blue Cross Blue Shield · Recent dilemma regarding insurance payments has been resolved.
· Mary has a copy of the letter.
ADA Training ,, Discussion was beneficial.
· Documentation is the key.
Process for Mayor Johnson's resignation
· Suggestion for effective date of December 21 st
· Successor would be named at the council meeting on December 16th and take oath of
office on December 22nd.
· Council vacancy would occur after new mayor is sworn in to office.
o Thirty days to fill council vacancy.
VEBA · Mary e-mailed John Wing regarding scheduling sessions for employees.
· Mayor told Mary to get available dates from John Wing and then schedule the sessions.
Process regarding the Employee Application Form
· Mary stated that the distributed form was not exactly a finished product.
o The process used to develop an official city form seemed to break down.
· Discussion regarding:
o How to prevent the process from breaking down in the future
o Customizing the application form with the City of Laurel's logo
o Mayor's concern is focused on whether the application addresses the current state
of things.
o Police Department uses the statewide application.
· New employee fills out city's application upon hiring.
o Laurel Volunteer Fire Department has a supplement to the application to address
the state statute for age restrictions.
Deparm~ent Head Minutes of December 2, 2003
o How to coordinate forms in general
· Mayor suggested that Mary talk to Ken regarding this concern.
Lease with Dean Rankin
Draft resolution to buy Dean Rankin out of his lease will be presented at the council
workshop on December 9th.
o Opportunity may not be available to the city at a later date.
· Working with CDBO to use the remaining funds to purchase the lease
· Will seek another grant to tear down the elevator.
Intern for GIS
· Draft resolution will be presented at the council workshop on December 9th.
Larry.
· Larry will be attending a funeral in Lavina on Wednesday, December 3rd.
Seeuri~ door · A solid core door with a window will be installed between the entryway and thc room
with thc mailboxes and copy raachinc.
· Discussion regarding using a keypad or keys
MDOT Contract
· Rick will present the draft resolution and contract at the council workshop on December
9th.
FAP building
· Lights outside the FAP building have been fixed.
· Discussion regarding estimates for insulation
o Estimate of $15,619 to remove the old insulation and install proper insulation
o Estimate of $2,000 to pick up the fallen insulation and replace insulation in some
areas
Reoeater station
· ~ wants to give a presentation regarding the repeater station for the ambulance and fire
department.
· Mayor said that a resolution was needed for the repeater station.
· Discussion regarding the CIP Fund
o Mary stated that proper documentation is needed in order to pool the money.
o Dollars in line item cash accounts need to be managed.
o Legal aspects need to be reviewed.
o Need concrete standards by which to form how the CIP will work.
· Bid for the repeater station is available until the end of 2003.
Database URL's, ID's and Passwords for the Auto Reoair and Magazine Online Databases · Peg distributed the information.
Department Head Minutes of December 2, 2003
Information on recall and service bulletins are available.
· Current Adobe version is needed to use.
· Library card owners can have access.
· Cost is based on the population in the service areas.
· Peg distributed copies of Patron Frequently Asked Questions regarding magazine
databases.
Court · Sherd is scheduled for surgery on Wednesday.
· Jean mentioned that the court needed to start using the forms that are mentioned in the
Policy Manual.
Other
Purchasing Policy · Mary asked regarding the Purchasing Policy.
· Mayor will work with Ken Olson on it.
Budget/Finance Committee - Overtime Request Form
· Policy stated that overtime/comp time needed to be approved in advance.
· Budget/Finance Committee discussed the need for an overtime request form.
· Discussion:
o Larry stated that the supervisor approves the overtime when the time card is
signed.
o Discussion regarding overtime required for emergencies
o Process of supervisor's pre-approval of overtime
o Mayor stated that documentation is needed that the overtime was approved prior
to it being worked.
The meeting adjourned at 4:55 p,m.
Respectfully submitted,
Cindy Allen
Council Secretary
Future:
Right-of-way fees - solid waste
Bid for material and services - public works
Inclusion of 8t~ 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