HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.24.2006 MINUTES
DEPARTMENT HEAD MEETING
APRIL 24, 2006 8:30 A.M.
COUNCIL CHAMBERS
PRESENT:
Perry Asher
Larry McCann
Jan Faught
Gay Easton
Mary Embleton
Peggy Arnold
Rick Musson
Steve Klotz (8:46 a.n~)
Council Workshoo A~enda - April 25, 2006
Fire Department:
Chief Scoa Wilm and Jason Ness
o Jason recently returned from military service and will serve on the fire department
and ambulance service again.
Police Deoartment:
· Resolution - Contract for phone system for the FAP
o Rick received quotes from Connect Telephone and ABTelcom.
o The ABTelcom quote will be presented to the council at tho council workshop.
Clerk-Treasurer:
* Budget amendment resolution- Building Department
o Building Department will be transferred to special revenue fund #2394.
o Mary needs Steve's input regarding allocation of individual employee's time.
o When Rick asked if tho city can sustain this fund, Mary explained the requirement to
track revenues in excess of expenses to determine if fees for building permits need to
increase or decrease.
o In a special revenue fund, the money is held over from year to year.
· Resolution- E-911 equipment
o The serial numbers for the E-911 equipment should be available today.
o The timing of tho resolution will depend on when Intercap can prepare the document.
o Rick mentioned that installation of the equipment should begin in about a month.
Administrative Assistant:
· Resolution- Contract with KC Interiors for carpeting in the council chambers
o Resolution will be presented at the council workshop on April 25t~.
· Resolution - Development Agreement with School District No. 7
o Development Agreement will be presented to the council.
o Discussion regarding annexation:
· County is asking for clarification whether one-half or all of Alder Avenue
was annexed.
· Statute requires that streets be wholly annexed, not half ora street.
· A meeting will be scheduled with the county.
· Resolution - Project Development Agreement with Johnson Controls for the automated
meter reading system and facilities analysis
D~artme~t FIe~ad Meeting Minutes of April 24, 2006
o Perry said that information regarding the funding mechanism will be presented at the
council workshop.
· Resolution - Storm water preliminary engineering contract
o Larry and Perry will make a decision regarding which bid to recommend to the
council.
· Ordinance - No skateboarding in city park picnic shelters and at the library
· Park issues
o Perry stated that the attorney prefers to bring the park issues, including closure time
and skateboarding, forward at the same time.
· Cost Allocation System
o Perry presented this at the end of the department heed meeting.
· Funding alternatives for East First Street project
o Perry presented this at the end of the department head meeting.
Executive review:
· Project HELP - scheduled for May 1-6, 2006
o Meeting is scheduled for tonight to finalize plans.
o Rick mentioned that LuAnne Engh contacted him about security during that week.
· The police department will increase patrol in the area.
· Resolution - City attorney contract extension
o A short-t,rm contract extension is needed until the contract provisions are worked
out.
· Approval of funding for new planner position
o Information will be presented at the council workshop.
Steve Klotz arrived at this time.
Review of draft council a~,enda for May 2~ 2006:
· Public hearing - Ordinance No. O06-04 (First reading - 04/18/2006)
Discussion:
· Mary asked Steve to meet regarding allocation of employees' time for the building fund.
· Mary mentioned an article about Health Savings Accounts (HRA) in the MMIA newsletter.
o The health insurance renewal will increase 9.8 percent.
o The Insurance Committee may want to look at alternate plans.
· Mary had tentatively scheduled May 15th for Bob Worthington to meet with the department
heads.
o Since May 15th is not good for Rick or Jean, Mary will reschedule the meeting.
o Mary asked department heads to inform her of dates that would not work for them.
o Mary suggested scheduling the meeting during the week of Clerks Institute.
· Discussion regarding MDT's Comprehensive Highway Safety Plan Hazard Elimination
Program
o Program funds safety improvements at high-hazard accident locations.
o Mary gave the information to Steve.
· Rick stated that one of his employees would be interested in the Health Savings Account.
o MMIA plans to provide four plans in 2007.
Departmeat Head Meeting Minutes of April 24, 2006
o The Blue Select plan's determination of older dependents will probably change at
renewal.
o Discussion:
· Premiums will increase; no out-of-pocket for couples and singles.
· City has a five-year commitment to the program and is able to keep the
current plan until MMIA provides its own plans.
· City's renewal date is July l't.
· Larry stated that a selection needs to be made for the storm water preliminary engineering
contract.
· Johnson Controls did a walk-through at the Ibrary recently.
· Friends of the Library will hold a book sale on May 5th and 6th.
o Peg will be in Missoula on Monday through Wednesday next week.
o She asked if a city vehicle was available for use next week; she will contact Steve
later this week.
· Jan mentioned two typographical errors on the Schedule of Fees and Charges.
o Advanced Life Support (/kBS) should read Advanced Life Support (ALS).
· Jan has not received new iusumnce cards.
o Larry mentioned that Nathan Herman has not received new cards.
o Mary will check on this.
· Jan did not receive the department head minutes from last week and asked if there were
minutes from the 4th of July Committee meeting.
· Discussion regarding the 4th of July Committee meeting and the parade route
o The next meeting is scheduled for May 18th at 7:00 p.m.
· Jan asked where to get an updated map of Laurel.
o Larry said that a map is available from the county GIS Department, but the map is
not completely updated as discussion continues regarding recent annexations.
o Woods Way is now called Northwest Maryland Lane.
· May 21st is Jody Smith's last day of work, and Rick and Perry will meet regarding the
process to fill the police officer position.
· Perry presented the cost allocation system to the department heads.
o Perry explained the method for allocating the cost of overhead functions among the
direct service depamnents.
o The council, mayor, financial, and legal are overhead departments, and police, fire,
streets, etc., are included in the direct service departments.
o There would bo a difference of $155,875 with the cost allocation system.
o Mayor wants to implement the system next year after completion of the sewer rate
study.
o Auditors recommended that the system be based on actuals and not budget
o The presentation will be made at the council workshop tomorrow night.
· Perry explained the funding alternatives for the East First Street project.
o General Fund loan versus Intercap loan
· Rick asked the status of the space issue for the ambulance.
o Mayor is still considering the proposal.
o Perry will contact Scott Atwood.
· Steve will advertise for summer help this week.
· Jan was contacted regarding supplying first aid during the week Project HELP installs the
playground equipment and at the Peaks to Prairie event on April 30th.
Department He, ad Meeting Minut¢8 of April 24, 2006
· Rick will attend the Law Enforcement Memorial activities in Great Falls on Monday, May
15t~.
The me~ting adjoum~ at 9:44 ~
Re~pect fully submitted,
Cindy Allen
Council Secretary
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