HomeMy WebLinkAboutDepartment Head Meetings Minutes 09.12.2005 MINUTES
DEPARTMENT HEAD MEETING
SEPTEMBER 12, 2005 8:00 A.M.
COUNCIL CHAMBERS
PRESENT:
Perry Asher
Larry McCann
Steve Klotz
Mary Embleton
Peggy Arnold
Joel Bamhart
Rick Musson
Cai Cumin
Gay Easton
September 13th Council Workshop agenda items
· Fire contract with Yellowstone Boys & Girls Ranch
o Fire Department representative will present it to council.
· Personnel Policy Manual
o Perry will present the latest draft of the Personnel Policy Manual to the council.
o Perry will contact Paul Hutter regarding the Implementation and Instruction Guide and the
Wage Classification.
· Planning Board items:
o Ordinance - eliminate off-street parking requirements in the central business district
o Ordinance - repeal the Board of Adjustment
o Eastlick variance - request to build a larger garage than allowed on the property
· Planning Board recommends denial.
· Hardship is for physical problems.
· Discussion regarding presenting an ordinance or resolution for the variance request.
· Cal drafted an ordinance for the attorney's review; attorney could change to a
resolution.
· Perry and Cai will discuss this with Sam.
o Resolution - Mullaney annexation
· Annexation of two tracts off Montana Avenue - north of Maryland Lane, 1 ½
blocks east of First Avenue behind the condos
· Annexation is by petition of the landowner and will be annexed as R7500.
· Executive review:
o Resolution - Alderwoman Stevenson's absence from the City of Laurel
o Committee list - appoint Norm Stamper to the Public Works Committee and the Cemetery
Commission
· Draft council agenda for September 20th
o Second reading of speed zone ordinance
· Rick needs to review the final draft of the ordinance.
Announcements:
· Video conferencing
a Discussion regarding dividing the costs between departments/budgets
o Need recommendations for funding mechanism
Perry stated that the costs should come from court, police department, and the General
Fund, as it would benefit the whole city and provide training capabilities.
Mary stated that the video confarencing was not budgeted, so a budget amendment would
be needed.
o Rick mentioned Llmt video conferencing is the second item on the CIP list.
o Discussion regarding transferring each department's year-end savings to the CIP for
projects
Department Head Meeting Minutes of September 12, 2005
Perry stated that there would have to be a finance policy indicating that a portion of the
savings a department realizes would be used to offset a portion of the costs of CIP projects.
o Police department saved $34,000 in last year's budget, so Rick thinks there should be
$12,000 to purchase the video conferencing equipment.
o Mary explained last year's deficit budget.
o Perry stated that reserves should not be used for operating expenses, but could be used for
one-time only expenses.
o Perry will ask the Budget/Finance Committee to recommend approval of purchasing the
video conferencing equipment from reserves.
(> Discussion regarding the VisionNet monthly fees and the dedicated T-1 line
· Dedicated T-1 line would provide a clearer picture.
o Department heads should find ways to use the video conferencing equipment for training
purposes.
· The VisionNet system is currently tied into the universities and county
governments.
· Animal control issue
o Mark Mace contacted Veto Manley regarding use of his facility for animal control.
o Rick and Perry will contact Vern today.
o Use of this facility would eliminate problems with keeping animals at the shop.
o The Billings shelter gave Laurel a deal for their services.
· Leave request forms
o Mary distributed copies of the current forms and a proposed update.
o Form needs to be standardized and updated.
o Department heads should give Mary input this week, and a final draft will be presented at
the next meeting.
· Budget books will be distributed on Tuesday.
o Financial statements will be distributed today.
· Council/department head retreat
o Discussion regarding the dates for the retreat
o Memo suggested November 18, 19, 20th for the retreat, but that is during hunting season.
o Perry would like to schedule it prior to distribution of the budget worksheets.
o Perry will discuss the dates of the first weekend in December with the mayor.
· Discussion regarding the janitor's contract
o Mary would like to RFP at the end of their contract.
o Rick wants the police department to stay with the current contracted company due to
security reasons.
· Homecoming parade
o Parade is scheduled for Friday, September 25th.
· East First Street project was delayed for a week and will start on September 19th.
o Work on the temporary water will be done this week.
The meeting adjourned at 8:40 a.m.
Respectfully submitted,
Cindy Allen
Council Secretary
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