HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.20.2004 MINUTES
DEPARTMENT HEAD MEETING
JANUARY 20, 2004 4:00 P.M.
OLD COUNCIL CHAMBERS
PRESENT: Mayor Ken Olson Mary Embleton
Larry McC~mn Peggy Arnold
Steve Klotz Jean Kerr
Rick Musson Joel Bamhart
Jan Faught Gay Easton
Keith Molyneaux Jim Yellowtail (4:37 p.m.)
Process for aRenda items
· Department heads submit items for workshop agendas
o Present pertinent information, including resolutions and ordinances, to the council
at the workshop
o Allows time for the council to review the information
o Item will then be placed on the council agenda
· Environmental Assessment regarding the elevator
o Resolution needed to sign the agreement
o On council workshop agenda on January 27th
o On council agenda on February 3rd
Purchasin~ Policy.
· Draft was distributed at a department head meeting in September 2003.
· Mary requested the department heads to review and submit comments.
· Mayor has reviewed and suggested that the policy be revised into two sections.
o Policy
o Procedures
· Committee will meet again and report at the department head meeting on February 3fa.
Purchase order forms/books · Discussion regarding purchase orders in legal size and booklet form.
· Discussion regarding P.O. numbers on invoices.
· Committee will review.
Reimbursements to employees · No formal policy on reimbursements to employees.
· Purchasing Policy could address the issue.
· City should not expect employees to purchase items out of pocket and then get
reimbursement.
· Auditors review policy and practices for purchases.
· Internal controls are needed.
· Encourage department heads to discourage reimbursements to employees
Department Head Meeting Minutes of January 20, 2004
VEBA Workshops · Workshops scheduled for Wednesday, January 21st, at 2:00 p.m., and Thursday, January
22nd, at 10:00 a.m.
· Mayor encouraged department heads to promote attendance at the workshops.
Safety Policy
· Steve requested comments regarding the draft Safety Policy.
o Comments needed by the department head meeting on February 3rd.
· Safety program for the City of Laurel is needed in order to become compliant with State
law.
· Montana Safety Council is working on the policy.
CPR Training for union employees · Steve will contact Jan to schedule the training.
· Discussion regarding the 4-hour course versus the 8-hour course
· One instructor is needed for every six students.
· $5.00 charge for a card
· Suggestion to provide CPR training for non-union employees
· Discussion regarding an AED (Automatic External Defibrillator) for the police
department
Thank you notes for good .iob on the snow removal · No thank you notes have been collected.
· Mayor stated that continuity is needed between meetings in order to complete the items
discussed (i.e. review of manuals and writing of thank you notes).
Relocation of court office · Options are needed to reduce the amount of time employees are in the court building.
· No standards to say what is allowable, but it must be a safe place for employees.
· Options are being reviewed.
· Mayor Olson, Jean, and Steve will meet again on Thursday.
· Suggestions are welcome.
Deoartment Heads/Council Retreat
· Scheduled for Saturday, January 24th, at the Laurel Library
o Breakfast at 8:00 a.m.
o Meeting will begin at 8:30 a.m.
· Topics will be the CIP and the budget process.
BFI · BFI contacted Steve and asked to make a presentation to the council.
· Mayor will review the upcoming workshop agenda schedule.
Police Officer Appointment · Rick will introduce the new officer at the council workshop on January 27th.
· Appointment scheduled for the February 3rd council agenda
Department Head Meeting Minutes of January 20, 2004
Repeater stations for fire and ambulance · Need to apply for a new fi'equency
· Discussion regarding whether items could be paid for separately
· Discussion regarding individual cash line items to pay for the repeater stations
Questions from the press
· Discussion regarding the Gazette reporter's questions about the need for repeater stations
· Mayor stated that, in order to provide continuity, department heads should contact him
when there is an opportunity to discuss issues with the press.
Surplus auction
· Mary requested lists of surplus items several months ago.
· Discussion regarding the process
o Departments prepare list of surplus items
o Set date for an auction
o Council must approve the items as surplus
o Advertise the items and the auction
· Discussion regarding previous auctions and surplus items
· Discussion regarding items not to be sold at public auction
· Mayor stated that a protocol is needed.
o Mary, Steve, and Larry will meet to prepare guidelines for the sale of surplus
items.
· Surplus auction will be on the February 3rd department head agenda.
Library
· Cormmunity Room Policy and Application will be approved at the Library Board meeting
tonight.
Grant files · Discussion regarding the Library's grant files
· All grant files need to be centrally located.
· Mary will dedicate time to this project in February.
Awards · Mayor congratulated Steve Klotz on receiving the Public Official of the Year award.
· Jay Hatton received the Special Service Award.
· Mayor Olson received the Don Lenhardt Award for civic contributions.
The meeting adjourned at 4:55 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary