HomeMy WebLinkAboutDepartment Head Meetings Minutes 03.16.2004 MINUTES
DEPARTMENT HEAD MEETING
MARCH 16, 2004 4:00 P.M.
OLD COUNCIL CHAMBERS
PRESENT:
Mayor Ken Olson
Larry McCarm
Steve Klotz
Rick Musson
Mary Embleton
Peggy Amold
Jan Faught
Sam Painter
Joel Bamhart
Rob Harris
Scott Wilm
Proposal from Fire Department for 4th of July vendors
· Fire department proposal to take over the vendor process at Thomson Park on the 4th of
July
o 6:00 a.m. on the 4th until 6:00 a.m. on the 5th
~ Would help organize the vendors
~ Would have strict guidelines to follow
· Vendors would be required to be set up by 11:00 a.m.
a Would still need the city to provide:
· Electricity
· Garbage collection
· Port-a-pots
· Barricades
· Discussion regarding:
o Reimbursement to the city for costs
· Steve stated that the only difference to the Public Works Department would be that the
vendors would sign up with the fire department.
o The city would pay the costs if the vendors signed up with the PWD.
· Fire department would have identified personnel on site to handle issues.
· Discussion regarding a vendor fee rather than requiring a $60 business license
· If the fire department did not do the vendor process, the City of Laurel would incur the
same exact costs.
· Fire department will present the proposal at the council workshop on March 30th.
· Mary questioned whether the MMIA had been contacted.
o Fire department secures a special event insurance policy for the holiday.
· Discussion regarding meters for electricity.
· Police department incurs large amount of overtime on the 4th of July.
Montana State Fire Alliance Conference · City of Laurel has been selected for the parade and BBQ on June 1 lth.
· Groundbreaking ceremony for the park
· Request for permission to display fireworks on June 1 lth will be presented at the council
workshop on March 30th.
Performance evaluation training · Mayor will schedule a training session with Paul Hutter.
· Department heads to give copy of any current evaluation sheets to Ken, Mar-y, or Cindy.
Department Head Meeting Minutes of March 16, 2004
Budget nreparations
· Mary distributed budgets to several department heads.
· Mary distributed budget presentation schedule to the department heads.
o Schedule can be changed if needed.
o Meetings are scheduled for 5:30 p.m.
· Disenssion regarding budget presentations:
o Review budget line by line.
o Lump O&M items together
· Mary will distribute the remaining budgets this week.
Review
of final draft of personnel manual
· Discussion regarding the manual
· Final draft contains the changes as recommended and discussed by the department heads.
· Question whether the manuals are in one book or remain as two separate manuals
· Paul Hutter will e-mail the draft for distribution.
· Mayor asked department heads to review the draft.
· An abbreviated department head meeting could be scheduled on Tuesday, March 23fa, at
4:15 p.m., if needed, to review any questions with Paul Hutter.
Wastewater rates
· Agenda item for council workshop on March 30th
CDBG Project bid · Pm-bid process begins April 15th
· Bid opening on April 22"d
· Presentation at council workshop on April 27th
· City council agenda item on May 4th
Draft City Auction Policv for City Surplus · Discussion regarding draft policy.
· Steve will make changes and distribute draft to department heads for further review.
· Draft policy will be on April 6th department head agenda
· Need to submit lists of surplus items
Aviation & Technology Week
· Resolution and memo regarding costs for the City will be distributed at the council
workshop on March 30th.
· Presentation regarding Aviation & Technology Week was made at the March 9th council
workshop.
· Resolution approving costs will be on the April 6th council agenda.
Building Codes
· State is adopting the 2003 International Building Codes.
Department Head Meeting Minutes of March 16, 2004
· Council adopted an ordinance in 2002 that provided that the procedure for adopting
building and technical codes and their revisions shall be by administrative order.
Steve's schedule
· 8:30 a.m. to 5:00 p.m., with a half hour lunch
Grant for equipment · Rick will present a grant for $12,300 for equipment at the council workshop on March
30t~.
· Equipment includes radar guns, video cameras, and portable breath testers.
Other items
· Memorandum of Understanding with the School District for SRO Officer at the Middle
School
o Rick will meet with Josh Middleton on Wednesday.
o MOU to be presented at the council workshop on March 30th.
o Received 1999 Ford Expedition from military surplus for the new SRO Officer
· AED - Automatic External Defibrillator
o Dr. Richardson contacted Dr. Bush regarding AED's for the police cars.
o Contacted State people regarding grants
o Police would need to receive training in basic first aid and CPR.
· Tabletop Terrorism Exercise - simulated terrorist gas release
o Scheduled for Sunday, March 21st, and Monday, March 22nd
o Discussion regarding attendance and the events
o Reservations have been made for Ken, Rick, Steve; reservations will be made for
John Meeks.
· Sidewalk at the Library
o Merle Cherry will submit a bid this week.
· Laurel City Voice
o Mayor thanked everyone for their participation.
· SEG Federal Credit Union community project
o Collected stuffed animals for the ambulance to use
o Picture will be in the newspaper on Wednesday
· Time change for department head meetings
o Mayor will schedule department head meetings at 4:15 p.m.
· City of Laurel application form
o Discussion regarding concerns with volunteer portion
o Police department uses State law enforcement application format.
o On April 6th department head agenda
· Discussion regarding signing contracts
o Larry has resolution coming forward for the cleaning of the contact basin.
o Company had opportunity to clean the tank one day when they had a cancellation.
o Would have saved the city $1,000 if it could have been authorized quickly.
o Discussion regarding need for process to fred level of understanding to allow
small contracts to be signed by the Mayor.
· 12th Street and 1st Avenue waterline
Department Head Meeting Minutes of March 16, 2004
o On private property
o Put on council workshop agenda on March 30m
o Task Order for Morrison-Maierle
Tentative department head meeting on March 23ra for review of the draft personnel
manual
The meeting adjourned at 5:00 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
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