The URL can be used to link to this page

Home My WebLink About1990-01-22 Council MinutesCOMMITTEE MEETING OF COUNCIL MONDAY, JANUARY 22ND, 1990 A committee meeting of Council was held on Monday, January J2NC) 1990 commencing at 9 20 A M The following were present for the meeting J Finlay Code, Otto Hoff, Robert E Boake, Richard A Marz, Harold Mueller, Richard M Vickery and Lawrence Hogg. John C Jeffery was present for the meeting until 11 00 A M Mrs. Jean Wilkinson was present and recorded the minutes Mr Code reported that the Provincial Health Unit appeal board has up -held the local health unit decision that the Potter residence under the Health Act is a non farm residence and therefore no hogs may be housed in the barn which is located adjacent to the Potter residence because of the lack of sufficient separation distance between the two Mr Jeffery discussed with council what his concerns were with the M D operation and the goals which he has in connection with his job. He gave each councillor a copy of what he sees to be the role of council and reviewed same with them He also reviewed the statement prepared by Mr Cunningham in connection with the goals and objectives of his departments The following points were noted Mr Cunningham is responsible for too many departments and he is spreading himself too thin. M D policies should not be changed so often but a system of waivers should be implemented and then once a year the waivers ✓ granted be reviewed and the policy changed if required If being an M D councillor is a full time Job - how much time should council be spending working on M.D. business Council must establish what it sees as the role of council This would also help a person decide if he should run for council or not Council must have a procedurial by -law in place. Council will have to study and establish their long range plans and establish goals for each department of the M D It will take time for a new system to be implemented and job descriptions must be prepared. There was discussion about the concept of minds on, hands off concept for council Role of council must be very carefully defined Mr Jeffery left the meeting at this time 11 05 A.M Oris Rodger entered the meeting and discussed with council his concerns about the M D operation and what he views as job responsiblities for each of the crews He suggested Bud Haskel is spread too thin and if council wish to provide more service to the ratepayers they will have to provide more staff and equipment to do so Suggestion that Bud should be training someone to run his equipment when he is away or on holidays Need to look at seniority of the permanent staff before looking at bringing on temporary staff to fill jobs 4W COMMITTEE MEETING OF COUNCIL MONDAY, JANUARY 22ND, 1990 Sign man position was discussed, perhaps it can work in with other fobs such as running the high hoe Suggestion that all fobs should be posted at the shop to see if there is someone on the crew who might be interested in the position Discussion regarding friction on the gravel crew particularly with regard to the night shifts Suggestion to look at a two week rotation instead of a one week rotation Suggestion to look at a late night shift instead of an afternoon shift Oris Rodger has advised the crew if they wish to take one night off (for holidays or other reasons) they must ensure there is a replacement to run the truck for them. Brief discussion about the need to look at a grade crew foreman V/ soon Should be opened up to the crews again? Discussion about the need to expand the permanent staff by two or three j` The meeting adjourned for dinner between 12 00 Noon and 1 00 P M Mr. Rodger gave each councillor a copy of what he feels are the duties of each crew (a general outline of the crew's job , description) Discussion about the number on permanent staff and the number which are required to run the operation in the summer time Discussion about the number of people who may be planning to retire in the next two years There could be between 5 to 6 people Discussion with Mr. Rodger regarding what he perceives council's role as far as his duties are concerned Does he see the need for a direct line from council to his position or should it be through Mr Jeffery It was suggested council must have free access to Mr Rodger - l meeting with him on council meeting days - to ensure he is aware V sk of what council's direction is Would not like to deal only thorugh the administrator ' Mr Rodger noted he had no problem dealing with the administrator and could see no reason to change line of authority as long as he can meet with council as he is now Discusson regarding better use of administrator s time and superintendent's time Perhaps superintendent could go on road tour with the committee rather than administrator as in most cases he had to follow up on the completion of the jobs Would give him first hand knowledge of the problems. It was suggested there is a need to set up terms of reference for the road committee as too many small items are being referred to the committee It was suggested the superintendent should be involved on the 16 road committee in some manner Mr Rodger discussed with council the motor grader winter time situation Is there merit in having all divisional grader operators on a monthly salary Should they be working on other fobs for the M D Discussion about the need for incentives for grader operators to encourage them to be more efficient and be more available for J COMMITTEE MEETING OF COUNCIL MONDAY, JANUARY 22ND, 1990 other jobs when they are required Discussion regarding a system of incentive pay as the grader operators are not supervised and perhaps this could be recognized i in their pay Suggestion their pay could be comparable to the number of miles in their division It was suggested a Job description n for divisional motor grader operators must be created before a solution to the problem can be found Discussion regarding a possible incentive for the gravel truck drivers tied to the number of yards of gravel hauled Mr Rodger noted he has asked the grader operators to think about some kind of incentive pay system for their positions and this matter will be discussed later Concerns raised by the employees and foremen were discussed 1 Green operators on buggies - must try to ensure there is experienced men running the heavy equipment 2 Suggestion Box - boxes will be installed at the shop and office by the Reeve and Deputy Reeve. They will check the box likely once a month and refer the suggestions made to council Encourage employees to sign their suggestions. Should consider some kind of incentive for good suggestions Some guidelines regarding a reward system will be looked at by council at a later date Wait to see if any suggestions are received. 3 Recognization of Employee Service Suggestion - recognize service earlier starting at 5 years and every 5 years thereafter Consider some recognization in the local paper Consider some recognization at the Christmas party 4 Reward System - tied to Item Number 2 - will look at some some kind of reward system later 5 Machines should not run when temperature is -20 degrees F This policy is presently used this be made a written policy Suggestion and purchase in- door /outdoor temperature gauges for the crews 6. This item will be dealt with later. 7 2nd man on the service crew should be mechanical but does not need to be a mechanic Agreed 2nd man does not need to be a mechanic and a fob description for this position must be created and pay for the position be based on the job description Mr Rodger, Mr Jeffery and Mr Smith are directed to draft a job description. 8 Try to keep senior operators on staff 12 months a year Council must complete its review and no decision will be made on this suggestion at this time. 9 Should do more oil sampling Agreed to review this suggestion later but no change in present system for now 10 Operators should be more responsible for their own equipment. Mr. Code left the meeting at this time 4 00 P M As the system operates now the operator does not service his machine, it is serviced and ready to go when COMMITTEE MEETING OF COUNCIL MONDAY, JANUARY 22ND, 1990 the operator arrives at work so there is no lost operating time Nothing will be done about this suggestion at this time 11 Part of this suggestion has been dealt with, rest will be dealt with at council meeting January 23rd 12 This sugestion will be left until all council is present - 13 Gravel crew need a compressor so they can use air wrenchs out on the job, also require a half inch drive set be on the 1990 capital list Recommend these items placed for further review by the Capital Committee. 14 Night shift on the gravel crew - consider looking at a single shift. Discussion regarding employees taking one day holidays at a time when working on night shift Also possible problem with holidays being cancelled when the holidays had been planned some time in advance and were for 4 to 5 days, not just one day this time Mr Rodger is discussing No decision made at problem with the crew and the foreman 15 Need to move a power pole at the Marshmann stock pile site. Agreed Mr Hoff would ask land owner if he had any problem with having the pole moved. be discussed with Wheatland and If not the matter a cost estimate from Alberta Power be obtained The meeting adjourned at 4 45 P M -- - - - - - - - - - - -- � � -- - - - - - - - - - - - Mrs Jean Wilk nso �A s 6