HomeMy WebLinkAboutDepartment Head Meetings Minutes 11.04.2003 MINUTES
DEPARTMENT HEAD MEETING
NOVEMBER 4, 2003 3:00 P.M.
OLD COUNCIL CHAMBERS
PRESENT: Mayor Bud Johnson Mary Embleton Jan Faught
Larry McCann Gay Easton Steve Klotz
Mark Anderson Peggy Arnold Jean Kerr
Rick Musson Joel Barnhart Ken Olson
Policy Manuals
· Mayor wanted department head input today.
o Mayor sent e-mail to department heads on October 30th asking for input at the
November 4th meeting.
o Mary and Rick had not reviewed the manuals yet.
· Question is whether there should be two manuals, one for union employees and one for
non-union employees, or if both should be combined into one manual.
o Suggestion to combine into one manual, with information specific to the union
shaded in gray
· All department heads need to review the manuals.
o Comments and discussion at the November 18th department head meeting
Budget timeline for 2004-2005
· Mayor will redistribute an example of a budget that he distributed a year ago.
o Budget example was broken down into operation and maintenance and capital
along with objectives.
· Discussion regarding a uniform format for all departments
· Mary commented about the budget prep worksheet.
o Worksheet gives history of the prior year spending
o Information can be copied into Excel.
· Discussion regarding budget timeline
o City council to approve appropriations by 6/22/04
o Budgets ready to go by 07/01/04
o Year-end report available by 7/27/04
o No special council meeting to be scheduled
o Mill levies to be set on receipt of mill value - date to be determined
· Larry wants information on worksheet:
o YTD appropriations
o YTD spending
o YTD cash reserves
· Discussion regarding setting a deadline for all invoices to be in the clerk-treasurer's
office
o Will use the June 2004 cut-offdate for payables - July 1, 2004.
· Discussion regarding certain items
o Example of Larry's pickup - purchased in 2002 FY; received in 2003 FY
o Depends on when goods or services are received
Deparmaent Head Meeting Minutes of November 4, 2003
o Mayor asked Mary to contact the auditor and write up a guide sheet so everyone
knows what to do for similar items.
Discussion regarding putting the worksheets in Excel
o Mary can download the reports and e-mail them to department heads.
· Discussion regarding operations and maintenance (O&M)
· Budget/Finance Committee focuses on different areas of the budget.
o Department heads need to include information about projects.
o Budget/Finance may want summary rather than line items.
Discussion regarding projects
o Council needs to give direction regarding projects.
o Projects that are not funded need to be put in the CIP so they are not lost.
· Council needs to begin reviewing the CIP.
o Council will have a general planning session on November 11th.
o Council needs to set goals earlier next year, and the date for that should be
included in this year's timeline.
· Department heads will have opportunity to present their budgets at city council meetings.
o Need to present the whole picture, but be realistic about what can be done.
CDBG Workshop in Helena
Mary and Larry attended the CDBG Grant Administration Workshop in Helena on
October 28th and 29th.
· City of Laurel received a $500,000 grant for sewer line and manhole replacements.
Department of Commerce awarded the grants in the fall prior to approval by Congress so
the entities can begin the preparation work.
Representatives from Mordson-Maierle and Montana Engineering and Administration
also attended.
· Balance of CDBG rehab monies ($30,000) need to be used
o Could be used for ADA compliance
· Discussion regarding using grant monies to demolish buildings
· Discussion regarding using city funds to demolish a building that is not a hazard
· Discussion regarding the grain elevator and surrounding buildings
o Larry will present an update at the November 18th department head meeting.
· Mary, Larry, engineers, and the grant writer will meet soon.
· Engineering will be completed in December 2003.
· Project will go to bid in December 2003.
· Construction will begin in April 2004.
· Larry stated that the work would be finished and paid off promptly in order to apply for
another grant.
o City of Laurel should be in line for grants for the next four years.
· CDBG funds cannot be used to build a city hall, courthouses, or libraries.
o CDBG funds can be used to make those buildings ADA compliant.
Si~n in Firemen's Park · Proposal for a monument sign in Firemen's Park
· Sign will be made from a sheet of plywood that is painted like a flag.
Department Head Meeting Minutes of November 4, 2003
· Sign will list names of Laurel people serving in Afghanistan and Iraq.
· Sign would be located on city property.
o Need to request permission for the sign from the property owner.
· Steve will present at council workshop on November 25th.
Other items · Steve will contact Bruce Barrett regarding dates for discussion of the 8th Avenue Project.
· Steve will inform BFI that their presentation will be scheduled for a council meeting in
the beginning of 2004.
· An energy presentation will be scheduled for the council after the first of the year.
IACP Conference · Rick recently attended the International Association of Chiefs of Police Conference
(IACP) in Philadelphia, Pennsylvania.
· The Montana Association of Chiefs of Police (MACOP) fimded the trip for two Montana
chiefs.
· Located a speaker for the next MACOP annual meeting.
· One of the topics of discussion was how to deal with difficult people.
Police car lease
· Discussion regarding leasing a police car through the City of Billings
· City of Laurel would be required to reimburse the City of Billings for the cost of
insurance.
o Need to quantify the dollar amount with the City of Billings.
· Rick will present at council workshop on November 25th.
Ambulance
· Meeting with AMR representatives is scheduled on November 12th.
FAP Buildine
· Some lights need to be fixed.
· Insulation project
o Jan called seven companies for estimates.
o D's Insulation responded and is preparing a proposal.
Court building · Discussion regarding the options proposed by the State of Montana
· City of Laurel will propose an extension by the November 10th deadline.
· Goal is to provide a safe work environment.
· Jean voiced conccru that the health needs arc addressed promptly.
Voice articles
· Articles need to be given to Cindy.
The meeting adjourned at 4:25 p.m.
Department Head Meeting Minutes of November 4, 2003
Respectfully submitted,
Cindy Allen
Council Secretary
ADA TraininR
December 2nd, 9:00 to 11:30 a.m.
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 fi.om attendance at meetings
Disaster coordination preparedness - Emergency services coordinator replacement needed
Purchasing Policy
City Vehicle Use Policy