HomeMy WebLinkAboutDepartment Head Meetings Minutes 02.06.2006 MINUTES
DEPARTMENT HEAD MEETING
FEBRUARY 6, 2006 8:30 A.M.
COUNCIL CHAMBERS
PRESENT:
Perry Asher
Larry McCann
Jan Faught
Rick Musson
Scott Wilm
Mary Embleton
Peggy Arnold
Steve Klotz (8:45 a.m.)
Gay Easton (9:38 a.m.)
Council Workshon Aeenda - February 14~ 2006
· Yellowstone County Terrorism Plan:
o Jim Kraft will give a presentation on the updated plan at the council workshop.
o Resolution to approve the plan is scheduled for the council meeting on February
21st.
· Planning Board issues:
o Recommendation from Planning Board regarding application for conditional use
at 314 Pennsylvania to allow expansion of Smith Funeral Home parking lot
· ' Council needs to set a public hearing for the conditional use request.
o Recommendation fi'om Planning Board regard~ a request to extend the one-year
approval timefi'ame for Laurel Business Park, 2" Filing, Preliminary Plat
· Police Department:
o E-911 presentation - resolution to accept bid
· Bid opening for the E-911 equipment is scheduled for today at 10:00 a.m.
· Industrial Communications will give a presentation at the council
workshop on February 14th.
o Racial Profiling Policy
· Attorney is reviewing the proposed policy.
· Resolution to approve the policy will be on the council agenda on
February 21~t.
· Fire Department:
o Resolution - Community Wildfire Protection Plan
· Presentation of the plan has been rescheduled for the council workshop on
February 28*.
· Public Utilities Department:
c~ Resolution - accept bid for the sewer trunk line pro.~eet
o Bid opening is scheduled for Thursday, February 9u'.
o Resolution to accept the bid will be on the council workshop agenda on February
14'.
· Administrative Assistant:
o Budget amendment for $7,000 for the lobby and $7,000 for the computer
· Discussion:
· Perry needs to get an actual bid for the website development.
· Estimate is less than $3,000 for the firewall
Deparlmmt Head MeCdng Minutes of February 6, 2006
· Website designer recommended by Bart Haskell will prepare a
spec sheet to submit to other interested designers for comparison.
· Funding will come fi.om cash reserves.
· Mary stated that projects include labor and materials.
o Crew is providing the labor for part of the lobby project.
o Discussion of talking points for negotiations with Wal-Mart
· A traffic study will be done.
· .Traffic light will be installed at 4t~ Street and First Avenue South.
· Wal-Mart's parking lot will hold 800 cars, which would have a huge
impact on the amount oftraffc.
· Perry asked that Steve and Gary attend the council workshop on February
14th to provide input to the council.
· Discussion regarding traffic going east to Billings on East Railroad,
Barnhardt Road, and Shannon Road
· The State will also complete a traffic study.
Annexation of cemetery, WTP, WWTP, and Riverside Park
o Perry indicated that the annexation of Riverside Park will pmhably be delayed.
o A task force meeting has been scheduled to discuss lease rates, usage, etc.
o The outdoor shooting range would not be allowed atter the park is annexed into
the city limits.
Executive review:
o The committee list is being reviewed and will be updated soon.
Announcements:
· Web page
o Pictures of the council, mayor, administrative assistant, department heads, and
departments will be taken for the web page.
o Discussion:
· Steve will schedule the pictures.
· Pictures of equipment, employees, etc. could be included.
o Perry has developed a good structure for the updated website.
· Any ideas should be submitted to Perry soon.
· Links to local organizations will be included.
· Proposed schedule for launch is April or May.
· Lobby
o The lobby will be painted this week.
o One of the large cabinets will be removed from the lobby, and the other one is
used for storage.
o Bids for the floor and the drop ceiling will be presented to the Budget/Finance
Committee on Tuesday.
o Steve will try to schedule the flooring project for a weekend.
· David Firehaugh will receive a life saving award from the Montana Highway Patrol in
Billings at 1:00 p.m. today.
o Rick will attend.
· A replacement animal control vehicle will be presented to Budget/Finance tomorrow.
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Depal'tmeot Head Meeting Minutes of February 6, 2006
· Discussion regarding Federal surplus:
o Question about how long an item needs to stay in one department before it can be
transferred to another department.
· Rick will check on this.
o Surplus items can be checked out online, but the items must be picked up fi.om the
original location.
· Lengthy discussion regarding recognition of length of service for employees:
o On Thursday, Cheryll's eighteen years of employment with the city will be
celebrated with a cake in the public works department (recognition of 15 years).
o Need to define a formal and fair policy and get council's approval for recognition
of employment for five-year increments.
o Current policy of recognition for retiring employees is defined by resolution.
o Perry would like to recognize employees that have anniversaries between now
and the end of the fiscal year.
o The 2006-2007 budget would include funding for this purpose.
· ' Funding could come out of the council or mayor's budget.
o Cenex allows employees to choose from items in a catalog, according to years of
service.
o Discussion regarding:
· Cash bonuses - not an option for a public agency
· Suggestion to choose fi.om catalog items
· Gilt to Bill Feller for 35 years of service
· Several employees/volunteers have between fifteen and twenty or twenty
to thirty years of service to the city.
o Perry will draft a policy to present to the council.
· Voice articles are due to Cindy on Friday, February 10th.
· Budgets are due back to Mary on Friday, February 10t~.
· D .e~artment heads will present the mid-year reviews at the council workshop on February
28~.
o Written drafts, which are due to Perry on February 17th, will be compiled into one
narrative for the council's review.
o Verbal presentations should include activities, accomplishments, challenges, and
future goals of each department.
· Discussion regarding truck for fire department:
o Engine to go to Bozeman to be fit with the CAFS (Compressed Air Foam
System).
o Perry talked to Paul Gerber, who indicated that Billings would enter into a mutual
aid agreement.
o Scott explained the conflicts of a mutual aid agreement between a volunteer fire
department and a paid fire department.
o Perry will review it further.
· Scott contacted Industrial Communications about the loss of power issue with the
repeater.
~ A UPS backup system could be installed for $3,000 or the fire department could
install another antenna for $500.
o Police, fire, and ambulance departments could divide the $3,000.
Departm~t Head Meethag Minutes of February 6, 2006
o Rick will see if the backup system could come from 911 funds.
o Scott needs to know as soon as possible.
Bid opening for the sewer trunk line project is scheduled on February 9th at 3:00 p.m.
Mayor's birthday is on Wednesday, February 8th.
Discussion regarding the credit card:
o When Peg used the credit card recently, it was suggested that the city should sign
up for VeriSign for added security.
o Current credit card policy allows use for travel and some convenience needs.
o The council was very cautious with its approval of the credit card policy.
o Rick stated that it has proven to be a viable tool for the City of Lanrel to use under
the specified guidelines.
o Some motels, particularly in Bozemun and Belgrade, will not accept an
employee's signature for the credit card without an official letter authorizing such
use.
o If the policy is too limited, the council will need to review it.
o Council approval would be needed to obtain additional cards.
o Discussion regarding use of the credit card for online purchases and budgeted
purchases
o Perry will review the current policy and the issues.
The meeting adjourned at 9:45 a.m.
Respectfully submitted,
Council Secretary
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