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HomeMy WebLinkAboutDepartment Head Meetings Minutes 10.19.2010 MINUTES DEPARTMENT HEAD MEETING OCTOBER 19, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Shirley Ewan Rick Musson Bill Sheridan Nancy Schmidt Brent Peters Sam Painter Jan Faught Council Agenda — October 19, 2010 Reports of Boards and Commissions: • 2010 Urban Forestry Excellence Award Scheduled Matters: • Confirmation of Appointments: o Laurel Police Department: Jeffrey Childers o Swearing -in Ceremony Rick and Jeff will recite the Code of Ethics and Judge Kerr will perform the swearing -in ceremony. • Resolution No. R10 -116: A resolution of the City Council approving a Facade Improvement Grant Program proposed by the Laurel Urban Renewal Agency. • Resolution No. R10 -117: A resolution of the City Council authorizing the Mayor to sign a contract with Blair Unlimited, Inc. providing for bus and bench advertising revenue through the City of Laurel's Transit Authority. • Resolution No. R10 -118: A resolution approving Amendment No. 2 to the previously adopted Task Order No. 16 of the Agreement for Professional Services dated June 5, 2007 between the City of Laurel and Great West Engineering, Inc., for identifying the source of high level hydrogen sulfide and investigating concerns regarding inflow and infiltration at the Elm Lift Station as part of the Water System Improvements Project. • Resolution No. R10 -119: A resolution authorizing the Mayor to execute a Sale and Purchase Agreement between the City of Laurel and Yellowstone Bank for a parcel of property located in the Solid Foundations Subdivision in the City of Laurel. • Resolution No. R10 -120: A resolution of the City Council accepting a proposal from CHS Inc. to move its existing sanitary sewer main and abandon the existing easement and accepting a perpetual right -of -way easement for the purpose of constructing and maintaining sewer lines across said easement. • Water rates Draft Council Workshop Agenda — October 26, 2010 General items: • Appointments: o Laurel Ambulance Service: LaVonne Mothershead Jan stated that the appointment can go forward. o Big Sky EDA: Ken Olson, Ex Officio Member Council confirmation is needed for the appointment. Department Head Meeting Minutes of October 19, 2010 • Davis Ditch — Rick Olson Mayor Olson briefly explained Rick Olson's concerns regarding the Davis Ditch. Mr. Olson recently spoke to the Park Board and thought that the City of Laurel would be on his side of the issue. Public Works Department: • Resolution — Engagement Letter with Dorsey & Whitney • Resolution — Intent to create SID for SE 4 Street Mayor Olson stated that Dorsey & Whitney has concerns regarding whether the assessment will be determined by square feet or linear feet. At a recent LURA meeting, some SE 4 Street property owners stated that they could not find a contractor to hook into the storm system for a reasonable cost. The cost might be lower if the property owners had one contractor do all of the connections at the same time. • Resolution — $1,000 Urban Forestry Excellence Award Grant Mayor Olson stated that the grant was received as a result of Emelie Eaton's work. • Discussion — Water line over bridge One line and two heaters will be installed. • Discussion — Water line replacement project on 3' Avenue and 7 Street The water line project is by the Catholic Church. Executive Review: • Laurel Senior Celebration 2011 Mayor Olson received a card requesting donations for the senior celebration and will mention it to the council. Mayor Olson contacted the Local Government Center regarding a council retreat. He stated that a facilitator is needed to figure out the best way to provide funding for the future. Mayor Olson stated that MMIA has scheduled a risk analysis meeting on December 15 in Big Timber. Mayor Olson, Chris Rosenberg and Tom Nelson will probably attend. He would like to schedule risk analysis training in Laurel, as the city's mod factor was high this year. Other items Rick stated that the Phase 2 wireless contract with Qwest needed to be added to the workshop agenda. Department Reports: Clerk/Treasurer There was no discussion. Fire Brent stated that the ordinance regarding fire pits will be effective on Thursday, October 21s He will have information in the Laurel Outlook next week and will inform the dispatchers that the fire pits are legal now. 2 Department Head Meeting Minutes of October 19, 2010 Brent mentioned that a fire evacuation drill is scheduled on Friday, October 29 at The Crossings. There was discussion regarding participation by the fire, ambulance and police departments, the number of residents in the facility, the manpower available to support the drill and/or a specific event, and ways to accommodate the residents. Jan left for an ambulance call at 3:25 p.m. Brent stated that the department received some DNRC Grant monies through the County recently and received 10 new Sage fire shelters, which cost $2,000 each. Fire shelters are required when the department is deployed to DNRC fires. The department now has 25 fire shelters. Brent spoke regarding the workman's comp situation with one of the firemen that lost a day's wages as a result of injuries suffered during a fire. Since workmen's comp does not start until the fourth day, Brent is looking for a way to compensate volunteers in similar cases. There was discussion. Ambulance • Space considerations Bill stated that the city is reviewing the possibility of building an addition at the FAP. Library Nancy has attended meetings four times in the last four weeks. At the meeting in Helena, she was informed that a part-time employee can be hired in December, after the Federal government's requirements are met. Next year, computers will be distributed to libraries as part of a grant. There was discussion regarding the $2 million donation for the Parmly Billings Library. Police Department • Hiring process Rick stated that the hiring process is complete, as Jeff Childers will be sworn in tonight. Shirley asked regarding the $9,000 deficit in the COPS Grant. Rick will check with Monica about this. Rick will be on vacation from October 22 through October 29 and will return to work on November 1 St City Planner There was no discussion. Public Works Department • SE 4 Street SID There was no further discussion. • Water line across the bridge There was no further discussion. • Neptune water meters There was no discussion. • Cast iron pipe 3 Department Head Meeting Minutes of October 19, 2010 Bill stated that the city needs to identify and record the location of the cast iron pipes. City Attorney Sam asked if November 2 °d is a holiday, as the police union requested a meeting that day. The union requested copies of numerous documents, which will be gathered prior to the meeting. Sam will try to schedule the meeting on November 17 or 18 Chief Administrative Officer There was no discussion. Mayor Olson Mayor Olson spoke with Paul Hutter regarding the status of the Personnel Implementation and Instruction Guide. Mayor Olson and Sam will meet with Paul next week and then bring the information back to the department heads. The document needs to be finalized. Other There was no discussion. The meeting adjourned at 3:51 p.m. Respectfully submitted, Cindy Allen Council Secretary 4