HomeMy WebLinkAboutDepartment Head Meetings Minutes 12.06.2004 IVIINUTES
DEPARTMENT HEAD MEETING
DECEMBER 6, 2004 4:15 P.M.
OLD COUNCIL CHAMBERS
PRESENT:
Mayor Ken Olson
Larry McCann
Steve Klotz
Sam Painter
Peggy Amold
Joel Barnhart
Rick Mu~sson
Jan Faught
Gay Easton
Flow chart for council activities · Mayor Olson distributed a flow chart for activities and an explanation of the process for the
council workshop and council meeting agendas.
· A copy of the information is attached to these minutes.
2004-2005 Budget Calendar · Mayor Olson distributed copies of the budget calendar and a copy is attached to these
minutes.
· Worksheets will be distributed to the department heads by Friday, December 10th.
· Discussion regarding a staggered schedule for department heads to submit the worksheets to
Mary.
· Mary will work out the staggered schedule and inform department heads.
Year-End Reports · Department heads need to schedule 2004 year-end reports for council workshops in January
and February 2005.
· Two presentations could be scheduled for each council workshop.
· Department heads need to schedule specific times with Cindy.
· Suggested topics for emergency services include status, manpower, and future options.
· Suggested topic for police chief is school resource officers.
· Mayor suggested having the firemen and police reserves attend the presentation.
· Library will present an annual report to the council.
· Cai will present the subdivision process to the council on December 28th.
Sand house
· Discussion regarding the sand house the Montana Highway Department owns.
· By state law, the property must be sold for fair market value or salvage value.
o Salvage value is $1,800.
· Building needs to be insulated.
· The city's 25-year lease will be released upon purchase of the building.
· Larry will present a resolution at the council workshop on December 14th.
Urban Highway Program
· Larry will present at the council workshop on December 14th.
· Discussion regarding leaks on Locust Avenue
o There have been six leaks in the last two months, and the line needs to be replaced.
o Larry suggested that the city could purchase and install the materials.
Department Head Meeting Minutes of December 6, 2004
Iron Horse Subdivision · Developer has started plowing the roads.
· No request for annexation has been received.
· Larry told the developer that the city will require inspections.
· Larry asked regarding upsizing of lines in this subdivision.
Tree Board
· Sam and Steve will meet regarding the Tree Board.
Park property at school location · The city, the school, and the church will meet on December 28th to discuss the needs of each
entity.
· Gay has compiled information regarding the property.
Montana Department of Transportation meetino
· Highway commissioners response for requests for additional urban funding
Hiring nrocess for police officer · Thirty-five applications were received.
· After thc testing process, five applicants remain.
· The results of the B-PAD process will be available next week, and interviews will then be
scheduled.
Maintenance Worker position
· Applications close on Friday, December 10th.
Insulation for FAP buildina
· Terry is working on the bids for the insulation for the FAP building.
Revised Purchasing Policy · Sam received comments from Larry, Steve, and Mary.
· Sam will integrate the comments into the document, e-mail the revised draft to the
department heads, and review it at the next meeting on December 20th.
· Sam will review the sample bid documents.
December 23ra
· Mayor Olson plans to grill turkeys for the city employees on Thursday, December 23fa, and
asked the department heads for help during the day.
The meeting adjourned at 4:52 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
Depaxtment
Heads
determine
their input
for
workshop
Dmft
O~o~r21,2~3
Council
through the
Mayor
determines
agenda for
workshop
Mayor
facilitates
agenda
Workshop
Mayor
facilitates
age~da
Council
Meeting
Planning
Board
the Cl~y
Council workshop agenda items need to be submitted by the Wednesday
prior to the workshop.
o Mayor reviews the council workshop agenda on Wednesday
evening before distribution on Thursday.
· Council workshop agendas are prepared and distributed on Thursday
morning prior to the workshop.
For council workshop items that will proceed to the next council agenda,
all pertinent information and documents (including resolutions and
ordinances) need to be distributed at the council workshop.
o Resolutions and ordinances will be distributed as drafts for the
council's review.
If the pertinent information and documents (including resolutions and
ordinances) are not distributed at the workshop, the agenda item will be
delayed until the following council agenda.
Requests for appointments should be made prior to the preparation of the
agenda so the position and name can be listed under the Confirmation of
Appoinlrnents under Scheduled Matters.
MayorOlson/Agendaltems
December 10, 2004
January 31, 2005
March 04, 2005
March 15/16, 2005
March 22/23, 2005
April 5/6, 2005
April 12/13, 2005
May 13, 2005
May 19, 2005
June 1, 2005
Jane 19, 2005
July 19, 2005
August 16, 2005
October 1, 2005
CITY OF LAUREL
2005-2006 BUDGET CALENDAR
Budget Worksheets to Department Heads.
Budget Worksheets due in Clerk's Office.
Mayor/AA to determine the cuts in General Fund
AA presents overview; DH's meet with city council
on General Fund budget
DH's meet with city council on General Fund
budgets
DH's meet with city council on all other budgets
DH's meet with city council on all other budgets
Staff Completes Preliminary Budget.
Preliminary Budget to City Council Workshop.
Public notice in Laurel Outlook regarding public
hearing on Preliminary Budget and Tax
Resolutions. (Budget on file for public inspection)
Publish in paper on June 2nd & June 9~.
Council meeting - begin public hearing on
Preliminary Budget (continue to next meeting)
Regular Council meeting - close public hearing a.nd
adopt Final Budget. Set Special Assessment levies.
Set final tax levies for 2004-2005 (Pending release
of taxable value by State Dept. of Revenue)
Copy of 2004-2005 Final Budget to Department of
Admirdstration in Halereu
As of 10/21/04