HomeMy WebLinkAboutDepartment Head Meetings Minutes 02.17.2004 MINUTES
DEPARTMENT HEAD MEETING
FEBRUARY 17, 2004 4:10 P.M.
OLI) COUNCIL CHAMBERS
PRESENT: Mayor Ken Olson Mary Embleton Jan Faught
Larry McCann Peggy Arnold Sam Painter
Steve Klotz Jean Kerr Gay Easton
Rick Musson Joel Bamhart
Schedule for Laurel City Voice
Mayor Olson emphasized the importance of continuing the newsletter.
Department heads need to submit articles to Cindy by Monday, March 8th.
o Newsletter will be mailed around March 24th.
· Future schedule:
o Articles due by July 12th for distribution around July 28th.
o Articles due by November 8th for distribution around November 24th.
Chain of command · Each department head is in charge of his/her department/employees.
· If there is an issue regarding another employee/department, department head must go
through the proper department head.
· If the issue is not resolved, the department head should contact the mayor.
· Because the mayor is available on a limited basis, the issue needs to be presented
precisely in order to address it in a timely manner.
Budget sheets · Budget sheets are due to Mary on Wednesday, February 18t~.
· Calendar for budget presentations to the council needs to be scheduled.
Distribution of portions of the records management schedule
· Mary distributed the applicable portions of the records management schedule to each
department head.
· The court's schedule is in Courts of Limited Jurisdiction Schedule No. 10, which is
referenced in Schedule No. 8, the Municipal Records Schedules.
· No listings in the schedule regarding the Ambulance records.
o Mary will continue to review.
· Mayor stated that a records management schedule would free up some space and allow
the city to become more efficient.
· Discussion regarding keeping records of complaints.
· The State of Montana's guidelines will become the City of Laurel's policy with council
approval at tonight's meeting.
· Discussion regarding backup o£ e-mail.
o City has not yet been charged for the e-mail services received from the State of
Montana; State of Montana will start submitting a bill soon.
Department Head Meeting Minutes of February 17, 2004
Environmental study for the elevator · Environmental assessment came back clean.
· Assessment found asbestos in the floor tile and the roof, which will need to be addressed
if and when the building was demolished.
· The environmental assessment is a large document, and a shorter two-page executive
summary is available for review.
Rates for sewer
· Ken Weaver recently suggested that an engineer review the sewer rate projections for the
next five, ten, fifteen, and twenty years.
· Morrison-Maierle is completing the review as part of the Wastewater Facilities Plan.
· Proposal will be completed early in March.
Chan~e Order No. 9 for thc water intake
· Change order is for electrical power to the old intake structure and installation of wire
glass in the door.
· Discussion regarding final submittal for drawdown.
o Mary was instructed to submit the current draw request.
o Larry stated that the £mal submittal would not be made until spring.
Surl~lus auction
· Discussion regarding a surplus auction.
· Steve will prepare a draft policy for review at the March 2na department head meeting.
o Sam will review the policy.
· Discussion regarding used computers, disposal methods for critical information on old
computers, old library books, definition of junk.
· Mary stated that used supply items should be disposed of, but depreciated out assets
should be auctioned.
Draft Purchasin~ Policy · Purchasing Policy Committee met twice last week.
· Draft policy was distributed to the department heads for review and comments at the
March 2na department head meeting.
Other
· Discussion regarding budget questions.
o Changes of health insurance status for employees
o Explanation of budget amendments.
o Discussion regarding capital outlay and CIP requests.
· Recommended CIP list is for the General Fund.
· Council will review the list at the council workshop on February 24~.
· Work will begin on the CIP for the Enterprise Funds soon.
· Court
o MMIA approved SheWs workman's comp claim.
2
Department Head Meeting Minutes of February 17, 2004
o MMIA wants to know the city's future plan for the court employees.
· Ambulance
o Discussion regarding petty cash fund for ambulance department.
o Mary will check with the auditors.
· Discussion regarding installing a stair lift in city hall.
o Would not be legal in this building because the width of the stairway would be
too nm'row.
o Cost of $4,000 without installation Could not handle a wheelchair
A one-person ADA elevator would cost $14,000, plus contractor preparation and
installation.
The meeting adjourned at 4:55 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary