HomeMy WebLinkAboutDepartment Head Meetings Minutes 08.29.2005 MINUTES
DEPARTMENT HEAD MEETING
AUGUST 29, 2005 8:00 A.M.
COUNCIL CONFERENCE ROOM
PRESENT:
Perry Asher
Larry McCarm
Steve Klotz
Rick Musson
Jan Faught
Mary Embleton
Peggy Arnold
Scott Wilm
Keith Molyneaux
Gay Easton
Introduction:
· Meetings will be scheduled every Monday at 8:00 a.m.; however, Perry is open to
suggestions or changes.
· Goals of the meetings:
o To provide better lines of communication between department heads
o To plan and review the next council workshop agenda
o To provide an opportunity for department heads to update issues that affect other
department heads
Five-Step Plan:
Perry's mandate from the Mayor is to create a team atmosphere.
Perry referred to an article, "Culture of Dialog, which he read recently.
Perry's five-step plan is:
· Council goals and objectives based upon their vision for the community and upon their vision
for the operation of the City of Laurel.
· Department heads develop goals and objective for each department based on those developed
by the City Council.
· Each Department Head develops personal goals and objectives based on those of the Council
and those of their department.
· Department Heads and AA work together to form a "culture of dialogue" to facilitate a free
flow of information for the purpose of providing the citizens of Laurel the best municipal
services that our commitment and our resources possibly can.
· Move forward with performance appraisals.
Discussion:
· Peg explained the Library Board's plan to approach community members about their
objectives for the community.
o Library Board will develop specific tasks and objectives from that information.
· Council should understand the financial aspects and restraints of its proposed goals and
objectives.
· Scheduling a goai-setting session with the council and department heads
o In past years, the retreats have been held in January or February.
· Rick mentioned that the department head meetings were originally started to bring the
department heads together, but the goals were set for them.
Department Head Meeting Minutes of August 29, 2005
o Perry stated that he will not set the goals for the department heads; his goal is to help
the department heads facilitate their goals.
o Perry described his position as the "stage director", with the staff and council being
the individuals on "the stage."
· Mary mentioned that there has been visioning and planning, but implementation has not
taken place and the coordination of the action plan has failed.
· Larry stated that the water and sewer plans are in place, but projects are determined by the
funding that is available.
o Public Utilities Department should set internal goals on actual activities.
· Steve mentioned that the goals need to stay focused longer, as the support of the council and
community sometimes fades before the goals can be reached.
· Keith stated that the attorneys are available for legal review.
· Rick emphasized that the council needs input from the department heads in the goal-setting
process so the goals are not just the council's or Mayor's checklist.
o Perry agreed that the vision for the city would develop from dialog between the staff
and council.
o An outside facilitator is often an asset for this process.
· Perry could facilitate this while he is learning about the projects.
· Since Terry Ruff will not be able to attend Monday morning meetings, another representative
from the Fire Department will be present.
· Mary stated that some projects, such as the CIP, still need to be finished.
o Perry agreed and stated that completion of the CIP is one of his goals.
Council Agenda Discussion:
· Council agendas are usually set by the previous council workshop agenda.
· The September 6th council agenda will be set after the council workshop Tuesday night.
· The agenda for the council workshop on September 13th wilt be discussed at the department
head meeting on Tuesday, September 6th (Labor Day is on Monday, September 5th.)
o When Monday is a holiday, department head meetings will be scheduled on Tuesday
mornings at 8:00 a.m.
Departmental Issues:
· The water and sewer line portion of the East 1 st Street project will begin on September 12th.
o Contractors will start potholing on Main Street this week.
o Valves will be installed in Montana and Colorado Avenues to provide temporary
water.
o Dispatch will be notified when intersections are closed.
o COP Construction is the contractor.
· The main sewer line project is scheduled to start in November.
o Cenex is requiring the city to relocate the line, which will be installed in the existing
easement.
o Larry will talk to Cenex about moving the line at their expense.
· Eagle Scouts are working on the outside of the library building.
· Mary will work on the annual report after she catches up from vacation.
· Rick explained the animal control issue.
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Department Head Meeting Minutes of August 29, 2005
o A letter was received from the City of Billings regarding a change to the way dogs are
housed.
o Rick explained concerns about dogs getting out of the gate at the shop.
o City of Laurel needs to find an indoor space to house dogs.
· Gay stated his appreciation for more communication through the weekly department head
meetings.
· Scott questioned whether the fire contract for the Yellowstone Boys and Girls Ranch had
been found.
o The contract needs to be sent to YBGR again for signatures and then presented to the
council for approval.
o Discussion regarding preparation of the contracts
· Cheryll has prepared the contracts in the past.
· Steve will have Cheryll e-mail the contracts to Cindy, who will prepare them
from now on.
· Steve explained that the sidewalks need to be installed around the playground equipment in
the park.
· Steve asked the police department for assistance with the garbage issue in the park.
· Public Works will be working on the city parking lot this week.
· Discussion regarding striping the library and police department parking lots
o Public Works will stripe those parking lots this fail.
· Discussion regarding outside maintenance of buildings
o Rick thanked Steve and Kurt for having the crew complete some work around the
police department.
~ Perry stated that the CIP should include projections of maintenance costs/needs for
the buildings.
The next meeting is scheduled for Tuesday, September 6th, at 8:00 a.m.
The meeting adjourned at 8:55 a.m.
Respectfully submitted,
Cindy Allen
Council Secretary
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