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Home My WebLink AboutDepartment Head Meetings Minutes 08.17.2010MINUTES DEPARTMENT HEAD MEETING AUGUST 17, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Bill Sheridan Christina Kracher Shirley Ewan Council Agenda — August 17, 2010 Rick Musson Brent Peters Nancy Schmidt Jan Faught Scheduled Matters: • Confirmation of Appointments. • Johnson Controls: Third and Fourth Quarter Report. • Ordinance No. 010-03: An ordinance amending two sections of the Laurel Municipal Code titled "Bonfire Prohibited" and "Smoking in hotel beds prohibited" located at Chapter 8 of the Laurel Municipal Code. First reading. • Resolution No. R10-89: A resolution of the City Council to vacate an alley located between Laurmac Subdivision Lot 1 and Ward Subdivision Lot 13 located within the City of Laurel. • Resolution No. R10-90: A resolution authorizing the Mayor to execute an Employment Contract for a Temporary Clerk/Treasurer between the City of Laurel and Shirley Ewan. • Resolution No. R10-91: A resolution to approve a non-exclusive Franchise Agreement between the City of Laurel and Bresnan Communications, LLC, for installation, construction, reconstruction, operation, and maintenance of a cable communications system within the City of Laurel, Montana. • Resolution No. R10-92: A resolution of the City Council approving the request and recommendation by the Laurel Urban Renewal Agency to utilize a portion of the City's tax increment funds to contribute towards the completion of the Town Square Mural Project located within the Tax Increment District. • Resolution No. R10-93: A resolution of the City Council approving the request and recommendation by the Laurel Urban Renewal Agency to utilize a portion of the City's tax increment funds to pay for costs of survey and title work for the preparation of the application for Laurel's Historic District that is located within the Tax Increment District. The water rate hearing is scheduled on September 21". The resolution of intent to create SID No. 113 is scheduled at the council workshop on August 31" for council consideration on September 7t'. Draft Council Workshop Agenda — August 31, 2010 General items City Court • Resolution — Accept grant for DUI Court Shirley needs information regarding the grant in order to include the revenue and expenditures in the court's budget. Shirley will also ask Jean about the DUI Court. The expenses for the police officer to attend the DUI Court training will be paid out of the grant funds in the court budget. Public Works Department: Department Head Meeting Minutes of August 17, 2010 • Resolution — Engagement Letter with Dorsey & Whitney • Resolution — Intent to create SID for SE 4`h Street Dorsey & Whitney is working on the resolutions for the SID for SE 4' Street. Shirley stated that a conference call with Dorsey & Whitney is scheduled on Wednesday at 11:00 a.m. in her office for discussion regarding the $37,000 for SID No. 112. Clerk/Treasurer: • 2010-2011 Preliminary Budget • 2010 Tax Resolutions Shirley stated that the General Fund reserves are down to 14 percent. She will rework the mills to try to get the reserves up to 30 percent. Fifty percent reserves are allowed. Executive Review: • Resolution — Wage for fire chief Other items There were none. Review of draft council agenda for September 7, 2010 • Public Hearings: o Extension of the temporary moratorium on the opening, operation, and licensing of any establishments that grow, sell, or distribute medical marijuana. o Ordinance No. 010-03: An ordinance amending two sections of the Laurel Municipal Code titled "Bonfire Prohibited" and "Smoking in hotel beds prohibited" located at Chapter 8 of the Laurel Municipal Code. (First reading — 08/17/2010) o Preliminary Budget for Fiscal Year 2010-2011 for all City Budgets Department Reports: Clerk/Treasurer Shirley is working on the budget. Fire Brent will e-mail a list of interview questions for new hires for Sam's review. Brent mentioned that Addison Benson will be at the fire department's meeting at the fire hall on Wednesday. Addison's mother wants to raise awareness regarding safety issues for children. Ambulance Jan said Care 1 was in the shop for a week but Ford could not find the transmission and cruise control issues. Care 1 is back in service today. The Medicare form has been completed and mailed. Jan has no further information regarding a medical director. The ambulance service continues to provide training for attendants in anticipation of getting a medical director. Library 2 Department Head Meeting Minutes of August 17, 2010 • Status of City of Laurel's website Nancy is making progress on the website and will continue to update information. Nancy found new homes for 34 of the fish that were in the library's tank, and they will be replaced by smaller fish. The Bill and Melinda Gates Foundation will reimburse the city for costs for new employees to attend a training session in October. Shirley stated that the library request for shelving has been cut from the preliminary budget, and the $16,000 for new carpet is still in the budget at this point. There was discussion regarding OSHA's recent findings and funding for departments to address the issues. Nancy has requested a small service contract for installation of a new TV in the library. The equipment was purchased with donations and Friends of the Library funds. The Library Board is working on creating a foundation for the library. Police Department There was discussion regarding the fireworks issue at last week's council workshop. The fireworks issue will on the Emergency Services Committee agenda on Monday, August 23x. Rick stated that the two complaints were how late fireworks were set off and the size of the fireworks. Only one hostile person spoke at the workshop. The majority of people support fireworks but expressed concern regarding the size and how late the fireworks were set off. Brent stated that a plan is needed before the next 4`h of July. Rick mentioned that the fireworks issue has been discussed numerous times. The last recommendation was to leave the ordinance like it is. Rick and Brent will contact the local AFT officer. Rick stated that training is needed for the police officers. City Planner • Historic Register Bill stated that the Historic Register will identify buildings that need improvements. • Medical marijuana issue There was no discussion. Public Works Department • Status of Main Street from 1 s` to 80' Avenues (Dorsey & Whitney) o CTEP / billing property owners A conference call is scheduled with Dorsey & Whitney tomorrow. • SE 4`t' Street SID Bill stated that the SID is needed to resurface and improve SE 0' Street. • Status of Wastewater Treatment Plant upgrade (98% complete) Shirley received a close out letter from Morrison-Maierle and everyone signed off on it. Bill will meet with Kurt and Shirley to review the check list. 3 Department Head Meeting Minutes of August 17, 2010 • Water line across the bridge Bill stated that the city still needs the water line. Shirley stated that this water line and the four blocks of water line that need to be replaced will be discussed during tomorrow's conference call. Bill mentioned that the bank at Riverside Park is eroding away. Kurt has researched the history and is working on available stimulus funds ($500,000) that could be used for both projects. • Neptune water meters Thirty-eight meters did not work this month. • Cast iron pipe Bill stated that the water lines in front of the Catholic Church and Evergreen had to be shut down today. The pipes need to be replaced. City Attorney There was no discussion. Mayor Olson • City's lease of railroad property on Main Street for various uses There was no discussion. Chief Administrative Officer • Recycling program Bill stated that recycling needs to be a priority in the city. There was discussion regarding recycling programs in other cities, the possibility of contracting with one of the recycling businesses in Billings to provide containers, and the school recycling program. Other Rick mentioned that the flashing lights have been installed by West School as part of the 8th Avenue project. The other schools will probably want to have flashing lights, too. Rick stated that the flashing lights help keep kids safe. There was discussion regarding the grant writing class offered by MSU -B in September. The cost for the two-day class is $425.00, which is high. Bill stated that BSEDA offers grant writing classes. The meeting adjourned at 4:03 p.m. Respectfully submitted, Cindy Allen Council Secretary 4