HomeMy WebLinkAboutDepartment Head Meetings Minutes 11.14.2006 MINUTES
DEPARTMENT HEAD MEETING
NOVEMBER 14, 2006 1:35 P.M.
COUNCIL CHAMBERS
PRESENT:
Perry Asher
Larry McCann
Mike Zuhoski
Mary Embleton
Jan Faught
John Meeks
Mark Richards
Steve Klotz
Peggy Arnold
Perry ledtheme~g.
Council Workshon A~enda - November 14~ 2006
Plann~.g Board issues:
· Resolution: Notice of intent to vacate a portion of Bernhurdt Road
o Mark stated that the legal requirements are done end the resolution of intent will be on
the council agenda on November 21st.
· Mace Subdivision - Preliminary Plat, zone change, and annexation
o Mark stated that the paperwork is not complete and this item will be rescheduled.
· Resolution: Accepting conveyance of portions of East Maryland and Alder Ave.
o This item will be removed from the council workshop agenda, as a survey needs to be
Clerk/Treasurer:
· Resolution- AAIG Financing Contract
o Mary and Sam will complete the draft resolution today.
o The AAIG contract will provide the funding for the Johnson Controls project.
· Correction of Payroll Register amount for PPE 10/22/06
o Mary explained that the incorrect payroll amount was approved by the council on
November 8t~, and the correct amount needs to be put into the record.
Administrative Assistant:
· Resolution No. R06-116: A resolution of the City Council approving the Performance
Contract by and between the City of Laurel and Johnson Controls, Inc. (Delayed 10/17/2006 and
10/31/2006)
o Perry stated that the issues have been resolved and the contract should be ready for the
council's decision.
· Resolution: Reconciliation Change Order for East 1 ~t St. Project
o The resolution for the change order will be removed l~om the council workshop
agenda.
o Perry has not received the change order yet, as the contractor is still reviewing the
documents.
· Resolution: Declaring trash pump as surplus
o The resolution will be presented at the council workshop.
· Ordinance: Changing the City of Laurel Truck Route
o The ordinance will be presented at the council workshop.
Executive review:
· Park Board Appointments
o Mayor Olson will recommend appointments to the Park Board.
Depat~ent IS~ad Meeting Minutes of November 14, 2006
Discussion:
Mary stated that the change in payroll has been working well so far. There have been some
inconsistencies on reporting time on the time tickets. She asked what would be the best way to
instruct employees on the proper way to fill out the time card. There was a lengthy discussion
regarding saved and used holiday pay, as well as the date of the holiday. Veterans' Day was
Saturday, November 11th, but the federally approved holiday was on Friday, November l0th. There
was further discussion about the union contract as it relates to shift workers (WTP, WWTP, and PD).
Perry will review the union contract and inform the department heads about the issue. Mary will
write a memo about how to fill out time cards.
There was discussion regarding the weekly comp/overtime reports that department heads need to
complete. Mary stated that it is a check and balance issue and the Budget/Finance Committee reviews
the handwritten reports. Larry stated that the computer system should generate that report and the
department heads should not be required to do so. Mary stated that the system does not generate that
report. It was suggested that the Budget/Finance Committee should not need the comp/overtime
report for an individual, but should review the total amount for a department's budget. Perry will ask
the committee regarding this issue.
Peg stated that a couple part-time employees went to the Laurel Clinic to get a flu shot. One
employee does not have insurance and had to pay for the shot. Jan asked if the ambulance volunteers
can get a flee ftu shot. Steve went to the Laurel Medical Center and got a flee flu shot. Perry will
check on it and e-mail Jan.
Jan mentioned that the ambulance has applied for a BLS license with ALS endorsements.
Larry stated that the t~mporary bypass sewer has been started for the sewer trunk line project. The
walkthrough with Gray Construction for the Main Street water line project is scheduled for
Wednesday at 11:00 mm.
Mike said that the new dispatcher worked midnights by herself last night and will continue training
with other dispatchers.
There was discussion regarding the police department's contact list of contractors for projects. Mike
will ask Susan to fax the list to Steve for his review.
Steve mentioned that the phone system is not working correctly and the extensions are not listed in
the right order on the recorded message. Perry said to contact Connect Telephone regarding it.
Perry will complete the cemetery report by November 28* and the Vehicle Use Policy by the
beginning of Decomber. He will finish evaluations before the end of the year.
Perry and Steve will go to Zee Creative on Thursday for training on the city's website.
Perry will complete work on impact fees by the end of this week.
Perry and the department heads will have a CIP meeting following the department head meeting. Peg
could not attend because school was dismissed at noon today and she needed to return to the library.
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D~laartment Head Meeting Minutes of November 14, 2006
Perry stated that the Thomae deal is almost done.
The meeting adjourned at 2:11 p.m~
Respectfully submitted,
Cindy Allen
Council Secretary
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