HomeMy WebLinkAboutDepartment Head Meetings Minutes 07.06.2004MINUTES
DEPARTMENT HEAD MEETING
JULY 6, 2004 4:15 P.M.
OLD COUNCIL CHAMBERS
PRESENT:
Mayor Ken Olson
LanT McCann
Steve Klotz
Mike Zuhoski
Jan Faught
Mary Embleton
Peggy Amold
Sam Painter
Joel Barnhart
Gay Easton
Presentations to ci,ty council
· Mayor asked department heads to refer to staff, not individuals, in presentations to the
council.
Procurement Policy discussion
· Mayor Olson read a section of the Procurement Policy that Sam prepared:
"Generally, the City must utilize a competitive advertised bidding process for:
I. All contracts for the purchase of any automobile, truck, other vehicle, road
machinery, other machinery, apparatus, appliances, equipment, or materials or
supplies of any kind in excess of $20,000; or,
2. For construction, repair, or maintenance contracts in excess of $25,000.
3. The City is required to let (award) the Contract to the lowest responsible bidder
after advertisement for bids.
· Mayor Olson read the last section of the memo.
"Once again, I recommend thc Department Heads and Staff utilize this memorandum to
determine if competitive bidding is required or excluded. If required, I suggest the usc of
the City Attomey's Office prior to advertisement to avoid any unnecessary litigation or
challenges. In thc meantime, if the City has no formal policy in place, I suggest a
committee be £ormcd to immediately commence work on an acceptable policy to protect
thc City from any potential liability or lawsuits."
· Discussion regarding how the Purchasing Policy fits in with the Procurement Policy.
o Sam stated that the Purchasing Policy is for lesser amounts.
o Procurement Policy is need when using public bidding process.
· Department heads should submit any input regarding the Procurement Policy to Sam.
Personnel Policy Manual
· Paul Hutter has scheduled meetings on Tuesday, July 27th, to review the Personnel Policy
Manual with all employees.
· Employee attendance is mandatory at one of the following times:
o 8:30a.m.; 10:00a.m.; l:00 p.m.; 2:30 p.m.
· Department heads will receive a sign-up sheet for their employees.
· Copies of the Personnel Policy Manual will be distributed to all employees prior to the
meeting.
Department Head Meeting Minutes of July 6, 2004
Laurel Cit~ Voice · Articles due to Cindy on Monday, July 12th
· Need to include recognition for the efforts of the volunteers during the 4th of July
activities
Budget transfers and budget amendments
· Mary is working on year-end and budget transfers.
· Mary needs to know if there is anything substantial that has not been submitted yet, as it
is important to get expenses booked into the 2003-04 fiscal year
· Discussion regarding items that have been bid and accepted, but delivery is delayed for a
substantial mount of time.
o Mary will check with the auditors.
· Budget transfers, budget amendments, and insurance transfers will be on the July 13th
council workshop.
Surplus auction · Get lists to Mary this week.
· Surplus auction set for Saturday, September 1 lth
· Need to advertise on September 1st and 8th
· Surplus list presented at council workshop on August 10th
· Resolution to declare items as surplus on council agenda on August 17th
Waterline project- 1st Avenue and 12th Street
· Project starts on Wednesday, July 7th
· Discussion regarding the detour
o Mike suggested that the detour go to 8th Avenue and back to Maryland
· Larry will have a drawing of the exact detour on Wednesday.
Street closing procedure / authority
Procedure to conduct departmental operations
· Steve explained the confusion regarding the street closing procedure for the 4th of July.
· Discussion regarding the procedure to conduct departmental operations
o Roles need to be defined.
· Department heads have the authority to close streets for the day-to-day operation of the
city.
· Mary stated that the council is charged with the use of the public right-of-way, and any
special event use should require council approval.
o Liability issues
· Sam will prepare a draft of the procedures for council approval.
4th of Julv - fireworks issue · Discussion about the complaints regarding illegal fireworks
· Police department could not answer every call.
· Mayor stated that the Emergency Services Committee needs to address the fireworks
issue.
Department Head Meeting Minutes of July 6, 2004
Repeater Stations
· Repeater stations for the ambulance and fire department went up last week.
Washing Machine · Washing machine has arrived and will be set up next week.
· Freight charges were $248.
Homeland Securi~, Grant · Ambulance was approved for two AED's through this grant.
· Another Homeland Security Grant will be available in September.
Fire Department
· Joel stated that the fire department had a good 4th of July.
Gate installation at the library · Gate needs to be installed at the library.
· Peg and Steve will decide who will install it.
Other
CDBG Grant - sewer line proiect
· Larry stated that $96,000 is still available in the CDBG funds.
· Morrison-Maierle will calculate the cost of an additional block of sewer line.
· Item will be on the council workshop agenda on July 13th.
The meeting adjourned at 5:10 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
Future
Right-of-way fees - solid waste
Bid for material and services - public works
Inclusion of 8t~ Avenue in current residential light district
Feedback from attendance at meetings
Disaster coordination preparedness
4~' of July Committee
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