HomeMy WebLinkAboutDepartment Head Meetings Minutes 11.15.2004 MINUTES
DEPARTMENT HEAD MEETING
NOVEMBER 15, 2004 4:15 P.M.
OLD COUNCIL CHAMBERS
PRESENT:
Sam Painter
Larry McCann
Steve Klotz
Rick Musson
Mary Embleton
Peggy Arnold
Gay Easton
Joel Bamhart
Jan Faught
Jean Kerr (4:30 p.m.)
Mayor Ken Olson (4:42 p.m.)
Mayor Olson was absent and Gay Easton led the department meeting.
Library
· Discussion regarding a release for library volunteers to read bamodes
o Sam stated that a release would not be appropriate.
o Suggestion to contact MMIA regarding the question
o Suggestion to use RSVP volunteers
· RSVP volunteers are covered by workers' comp insurance.
Revised Purchasing Policy
· Discussion regarding the revised purchasing policy
o Sam received comments from Mary, but no other department heads submitted comments.
o Jan questioned the requirements for a second signature and for the PO numbers on each
invoice.
· Ambulance department is a one-man office.
· Jan stated that the ambulance department may need a petty cash fund.
o Discussion regarding:
· Purchase orders
· Auditors look for internal controls, including two signatures on purchase orders, in
order to do everything possible to safeguard the city and the public's money.
· Vendor's list and bidder's list
o Department heads need to e-mail all comments to Sam as soon as possible.
· Sam will present the revised purchasing policy at the department head meeting on December 6th.
· Mayor would like to see this done by the end of the year.
Other
Paul Hntter and the department heads met earlier today to discuss how to use the discipline policy
and procedure and the new internal grievance process.
Mary suggested that the fee schedule for the Public Works Department be added to the future items
on the department head agendas.
The meeting adjourned at 4:46 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary