HomeMy WebLinkAboutDepartment Head Meetings Minutes 06.06.2005PRESENT:
MINUTES
DEPARTMENT HEAD MEETING
JIJNE 6, 2005 4:20 P.M.
COUNCIL CONFERENCE ROOM
Mayor Ken Olson
Sam Painter
Steve Klotz
Mike Zuhoski
Mary Embleton
Jan Faught
Terry Ruff
Gay Easton
4th of July Committee Report
· Mayor Olson scheduled a 4th of July Committee meeting on Monday, June 13th.
· The meeting was originally scheduled for Monday, June 27th, but preparations need to be
finalized sooner.
Changes in Fee Schedules
· Suggestions for fee changes for all departments need to be submitted.
· Mayor scheduled the fee schedules for the department head meeting on July 18th.
Website Page Development
· Discussion regarding development of the website.
o Department heads need to browse other cities' websites to get ideas and submit
expectations and ideas to Mary and Steve.
o Jane Jelinski is the coordinator for the grant and project.
o The City ofLaurel's website needs to be reviewed and updated whether or not the
grant is received.
o The website, which is currently at mylaurel.com, needs to be a more user-friendly
site.
· Mayor Olson tentatively set the timeline for the project for the fall.
Phishing/Spam Warning
· Mary explained Technical Edge's concern regarding phishing and spam on the Internet.
o Identity stealing is a concern.
· Employees need to nm SpyBot regularly to clean up computers.
Other items
· E-mail problems
o Mary explained the recent problem with e-mail.
o Any further problems should be reported to Mary, who will contact the county or
Technical Edge.
· Policy Manual revisions
o Mayor and Mary will meet with Paul Hutter on Tuesday, June 28th, at 2:00 p.m.
o Department heads should submit suggested revisions to Mary prior to that meeting.
o Discussion regarding MMIA:
· John Cummings contacted the city regarding EPLI recently.
Department Head Meeting Minutes of June 6, 2005
· MMIA has a boilerplate policy manual available.
· John told Ken that smaller communities usually do better with one policy
document.
· Administrative Assistant
o Mary mentioned that there is no closing date in the advertisement.
o The ad will be published for two more weeks.
o AEM will begin phone interviews on June 28th.
o September 1st is the target date for employment of the administrative assistant.
· Franchise application
o Sam added the requirement to attach proof of insurance and the signature lines to the
application.
o Application will be sent to MDU soon.
· Request for street closures
o Discussion regarding requests for street closures
· Request was presented at the May 16th department head meeting, and Steve
was the contact person for that request.
o Ken would like the city council to approve a process to allow staff to review and
grant/deny permission for the requests.
o Mary mentioned that MMIA should be consulted.
o Discussion regarding a sign-off sheet to allow street closures
· Fire, ambulance, police, public works, and public utilities need to be involved.
· Form needs to include signature of mayor or council president, council vice-
president, etc., in order to put the line of responsibility back to the elected
official.
o Sam will prepare a draft resolution for the next council workshop.
o Discussion regarding the circus on June 12th
· Steve will call the Chamber regarding street closures for the circus.
· Parking
o Discussion regarding parking at the FAP building.
· Draft ordinance was e-mailed to Rick, Terry, and Jan.
· The problem occurs on the east side of the building when people park there
during church services.
· Sam will revise the draft ordinance, which will be presented at the council
workshop on June 14th.
o Discussion regarding parking at the Chamber of Commerce building
· Two-hour parking signs and one reserved space sign need to be designated in
the parking lot.
· Door to council chambers building
o Jan mentioned that the far door of the council chambers has been unlocked.
o Mayor told Cindy to e-mail all department heads of their responsibility to make sure
the door is secure after the room has been used.
· Ambulance
o Coffee mugs left in the ambulance room next to the council chambers will be thrown
away.
o Jan recently required a pregnant ambulance attendant have her physician sign a copy
of the job description to verify that she is able to meet the requirements.
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Department Head Meeting Minutes of June 6, 2005
· Sam stated that Jan should keep a documented file for this volunteer.
The meeting adjourned at 5:08 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
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