HomeMy WebLinkAboutDepartment Head Meetings Minutes 02.03.2004 MINUTES
DEPARTMENT HEAD MEETING
FEBRUARY 3, 2004 4:00 P.M.
OLD COUNCIL CHAMBERS
PRESENT: Mayor Ken Olson Mary Embleton
Steve Klotz Peggy Arnold
Rick Musson Jean Kerr
Jan Faught Joel Bamhart
Sam Painter
Report on the CIP process
· Council discussed the CIP process at a recent workshop with the Local Government
Center.
· The following steps were used to determine the CIP priorities:
o Department heads create a list of needs
o Department heads negotiate a ranked list of needs
o Mayor develops a priority list based on the department head list
o Council discusses the CIP priority list at a council workshop
o Priority list is reviewed and finally approved at a council meeting
· Lists should be developed and organized by cost of the items.
o $5,000to $50,000
o $50,000to $500,000
o More than $500,000
o Items under $5,000 are not eligible for the CIP and should be budgeted as
expenditures.
· Focus is on the General Fund.
· Further review is needed for the Enterprise Funds.
Purchasin~ Policy
· Committee has not met for further review of the policy.
· Additional comments were requested.
· Committee consists off
o Mike Zuhoski, Chairman
o Jan Faught
o Larry McCann
o Steve Klotz
o Mary Embleton
o Neva Hall
· Mayor Olson asked Rick to be the chairman of the committee.
· Committee will present a draft Purchasing Policy at the department head meeting on
February 17th.
Mid-Year Budget Review · Mary will present a preview at the council workshop on February 10th.
· Mid-Year Budget Review will be presented to council on February 17*.
Department Head Meeting Minutes of February 3, 2004
· Mary will schedule quarterly, mid-year, and year-end reviews for next year.
Records Retention Schedule · Council approval is needed for a Records Retention Schedule and Management Plan.
· State law applies to all local governments but allows some flexibility within the
organization.
· Local Government Records Committee reviews the list submitted for disposing of public
records.
· Mary distributed copies of the Contents of the State's Records Retention Schedule and
Management Plan.
· Mary distributed copies of information regarding records management.
· Mary will order copies of a desk top guide to public records.
· Discussion regarding guidelines for access to public records
· City of Laurel's current record retention guidelines were passed in 1986.
· Mary and Cathy recently met with Baker Transfer and Storage.
· Kelly Services and/or community service people could be used during the process.
Water Facilities Plan
Wastewater CDBG Prolect
· Larry was not at the meeting and no discussion was held.
Draft Ci.ty Safe .ty Policy · Any additional comments need to be submitted.
· Discussion regarding OSHA, MOSHA, and the Montana Safety Culture Act
· Policy would set standards for the City of Laurel.
· The State of Montana is the regulatory enforcing agency.
· Sam suggested that the draft policy be submitted to MMIA for review of risk coverage.
Surplus auction · Mayor Olson will get a written protocol from the previous mayor.
· Discussion regarding surplus items and inter-governmental agencies
· Surplus auction item will be on the February 17th department head agenda.
Course on Terrorism
· Terrorism course will be presented at the Holiday Inn on Thursday, February 12th, from
8:00 to 12:00.
· A course on grants is scheduled in the afternoon.
· Let Rick know if interested in attending.
Letters of recommendation
· Discussion regarding the ambulance director writing a letter of recommendation for an
ambulance volunteer who is seeking full-time employment
· City provides employment verification for employees when a written request is submitted
to the clark-treasurer.
o Start date, end date, and position are verified.
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Department Head Meeting Minutes of February 3, 2004
· No current policy on letters of recommendation.
· Sam suggested having Paul Hutter develop a policy for the manual.
Chain of command · Discussion regarding chain of command for issues
· Department heads should be contacted regarding issues relating to their department.
· Council members should contact the mayor, not department heads, regarding issues.
Fire Department
· Fire Department has four new members and is back up to 35 members.
Court
· Court is still looking for building space.
Attorney · Sam has office hours for civil issues on Tuesdays at 3:00 p.m.
· Mayor stated that department heads can contact Sam directly during these office hours.
· Rick voiced his appreciation for the new attorneys.
· Jean agreed and mentioned that the prosecution is prepared and succinct.
MMIA
· Mary reported that the city received Workers' Comp dividends of $25,850 and Liability
Program dividends of $23,064 from MMIA last week.
· MMIA does not provide legal opinions, but they are ready and willing to provide a risk
exposure assessment regarding any issue.
The meeting adjourned at 5:00 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary