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HomeMy WebLinkAboutDepartment Head Meetings Minutes 11.01.2010 MINUTES DEPARTMENT HEAD MEETING NOVEMBER 1, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Rick Musson Shirley Ewan Sam Painter Jan Faught Nancy Schmidt Council Agenda — November 2, 2010 Scheduled Matters: • Confirmation of Appointments: o Laurel Ambulance Service: LaVonne Mothershead Jan and Lavonne will attend tomorrow's council meeting. o Big Sky EDA: Ken Olson, Ex Officio Member for term ending December 31, 2013 • 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. • Resolution No. R10 -121: A resolution approving an agreement between the City of Laurel and Qwest Corporation relating to the provision of Enhanced 9 -1 -1 services for the City of Laurel. • Resolution No. RIO -122: A resolution of the City Council to accept an Urban Forestry Grant from the Department of Natural Resources and Conservation (DNRC) and authorizing the City's Tree Board to approve the use of the grant on the City's behalf. • Resolution No. R10 -123: A resolution authorizing the Mayor to sign an Engagement Letter with Dorsey & Whitney, LLP as bond counsel for the issuance of Water System Revenue Bonds for the Water Main Replacement Project on Third Avenue and Seventh Street. • Resolution No. R10 -124: Resolution relating to $376,000 Water System Revenue Bonds (DNRC Drinking Water State Revolving Loan Program), consisting of $188,000 Subordinate Lien Taxable Series 2010B Bond, and $188,000 Series 2010C Bond; authorizing the issuance and fixing the terms and conditions thereof. • Resolution No. R10 -125: A resolution awarding the bid and authorizing the Mayor to sign a contract with Stevens Brothers Mechanical for the City Hall Energy Improvement Retrofit Project. • Ordinance No. 010 -04: An ordinance amending Section 12.08.070 of the Laurel Municipal Code titled "curb cut lengths" located at Chapter 12 of the Laurel Municipal Code. First reading. Draft Council Workshop Agenda — November 9, 2010 Clerk/Treasurer: • Resolution — Budget amendments for FY 2009 -2010 Sam will prepare the resolution for the budget amendments. Public Works Department: • Resolution — Task Order No. 19 for Pavement Management System with Great West Engineering Department Head Meeting Minutes of November 1, 2010 The task order has been submitted. • Resolution — Task Order No. for water rate study with Great West Engineering Great West Engineering will prepare the task order. Executive Review: • Council Retreat Mayor Olson stated that January 29 or February 12 are the dates available for the council retreat. Department heads should submit suggested agenda items to Cindy. Other items None. Review of draft council agenda for November 16, 2010 • Public Hearing: o Ordinance No. 010 -04: An ordinance amending Section 12.08.070 of the Laurel Municipal Code titled "Curb Cut Lengths" located at Chapter 12 of the Laurel Municipal Code. (First reading — 11/02/2010) Department Reports: Clerk/Treasurer Shirley stated that Nick Hill, the AFLAC representative, wants to meet with the city employees in November. He will schedule two to three hours a day for two days at the police department, the city shop, city hall, and the library. There was discussion regarding the week of November 15 except on Tuesday, November 16 as there will be a meeting with the police union that day. Shirley will set the dates with Nick. Fire There was no discussion. Ambulance • Space considerations Jan will attend a conference on Friday and Saturday, November 5 and 6 but will have her phone and radio with her. Jan is trying to get the information regarding infectious diseases and is trying to find out which agency is in charge of this. The city's files are only current to 1995. Jan stated that volunteers are not required to have evaluations, so she would rather not have an ambulance evaluation form in the Personnel Implementation & Instruction Guide now. There was discussion regarding the evacuation exercise at The Crossings last week. Library The book sale is scheduled on Friday and Saturday, November 5 and 6th Police Department 2 Department Head Meeting Minutes of November 1, 2010 Rick spoke regarding some RFP's that were submitted to the Yellowstone County DUI Task Force. The police department was awarded $5,500 for an ICOP camera system, $2,000 for a radar gun, $3,900 for overtime shifts, and $381.84 in retroactive overtime pay. The department did not receive $2,500 requested for blood testing. Rick stated that it costs $196 for each drug test, so the department might need to be trained to draw blood. In the past, the department purchased the items and sent the bill to Yellowstone County, so Rick will see if that will work with these items. Rick will leave for a meeting Great Falls on Tuesday afternoon and will return Wednesday night. City Planner There was no discussion. Public Works Department • SE 4 Street SID Mayor Olson stated that the storm sewer cuts need to be completed prior to the street project. • Water line across the bridge Jackie Kuhl recently sent an e -mail regarding an environmental assessment from the state. The project will be included in the loan for the water project. • Neptune water meters Neptune representatives met with the city last week. The city will receive $35 for each meter that has to be replaced. If the trend continues, Neptune will replace all of the meters at no cost to the city. About 125 meters have quit so far, and 15 percent have to quit before Neptune will replace all the meters. • Cast iron pipe There was a brief discussion regarding locations of cast iron pipe. This item will be removed from the department head agenda. City Attorney Sam received an e -mail from Paul Hutter regarding dates to meet for discussion regarding the Personnel Implementation & Instruction Guide. There was discussion regarding the documents needed. Mayor Olson Mayor Olson will schedule a meeting for the fire, ambulance and police departments. Other Jan mentioned that the HELP Flight pilots do not want to land in front of the fire station. There was discussion regarding using Mogan Field, Ponderosa Park or a landing zone on the other side of the interstate for the HELP Flight. Jan will contact the HELP Flight pilots regarding possible locations. The meeting adjourned at 2:37 p.m. Respectfully submitted, L-t-4_ - Cindy Allen Council Secretary 3