HomeMy WebLinkAboutDepartment Head Meetings Minutes 11.16.2010 MINUTES
DEPARTMENT HEAD MEETING
NOVEMBER 16, 2010 3:04 P.M.
COUNCIL CHAMBERS
PRESENT: Mayor Ken Olson James Caniglia Rick Musson
Sam Painter Kurt Markegard Brent Peters
Shirley Ewan Nancy Schmidt Jan Faught
Council Agenda — November 16, 2010
Public Hearing:
• 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)
Kurt will be at the council meeting.
Scheduled Matters:
• Confirmation of Appointments:
o Public Works Committee: Dan Koch and Tom Nelson
o Emergency Services Committee: Tom Nelson
• Beartooth RC &D: Project Summary and Memorandum of Understanding
Representatives from Beartooth RC &D and Marvin Carter will attend tonight's meeting.
• Resolution No. R10 -126: A resolution approving the attached Task Order No. 19 authorizing
Great West Engineering to update the City's Pavement Management System.
• Resolution No. R10 -127: A resolution approving the attached Task Order No 20 authorizing
Great West Engineering to prepare a study of the City's existing water rate structure and
preparing recommendations for any necessary modifications to the existing rate structure.
• Resolution No. R10 -128: Budget amendment resolution amending appropriations and reserves
for various funds for fiscal year 2009 -2010.
Shirley and Rick will attend tonight's council meeting to answer any questions.
Draft Council Workshop Agenda — November 30. 2010
General items:
• Appointments:
o ADA Coordinator: Chris Rosenberg
Mayor Olson will talk to Chris.
Planning:
• Resolution — Tractor Supply plat
James explained that Sanderson - Stewart has to redo the plat because County GIS found a slight mistake
in the dimensions of the lots.
Executive Review:
Department Head Meeting Minutes of November 16, 2010
• Discussion regarding enclosing ditches in Laurel (Emelie Eaton)
Mayor Olson stated that Cenex, Bill Bernhardt and Bill Strauch need to be involved in this issue.
Other items
There were none.
Review of draft council agenda for December 7, 2010
• 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. Second
reading.
Mayor Olson stated that no council workshop is scheduled next week, since there are five Tuesdays in
November. There will be a department head meeting next Tuesday. On November 30 Paul Huffer
will meet with department heads to review the Personnel Implementation & Instruction Guide. The
court will be using the council chambers on November 30
Department Reports:
Clerk/Treasurer
Norm Klein will help Shirley close the city's books on Wednesday and Thursday.
Fire
Brent stated the need to have the city's fire hydrants tested. Insurance rates are formed from ISO rates,
and in order to keep low ISO rates, flow testing needs to be done. There was discussion regarding flow
models done by Great West Engineering, concerns with the 2001 data, and the need to account for the
height of the reservoir.
Mayor Olson asked Brent to find out what a contract would cost for next year's budget.
Ambulance
• Space considerations
There was no discussion.
Jan asked regarding the feasibility for each department to have a credit card. Shirley stated that it would
be hard to control. Mayor Olson stated that the previous clerk had expressed concern about losing
accountability with credit cards. Jan and Brent stated that money could be saved if their departments
could purchase items via credit card instead of with purchase orders. Shirley stated that each
department in the City of Livingston had a credit card, but the cards were kept in the main office, had to
be checked out for use, and had to be returned within two days. Mayor Olson asked Shirley to explore
this more.
There was discussion regarding the $100 limit policy. Some department heads thought that policy had
ended on June 30 Mayor Olson stated that this is a tight budget cycle for the city and the state. He
asked the department heads to continue to get his authorization for expenditures until the end of 2010 so
he can see the expenditures for the next two months. Mayor Olson agreed to increase the limit so
expenditures over $300 need to be reviewed prior to purchase. It is not necessary for department heads
to get two quotes.
Library
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Department Head Meeting Minutes of November 16, 2010
Nancy stated that the library made $962 in sales from the book sale.
Nancy will be in Absarokee all day on Thursday.
Mayor Olson asked if Nancy had spoken to Bill Cochrane. Nancy explained that she will present the
issue to the Library Board in December, since there was not a quorum at the November meeting. The
library will not be an agenda item at the joint meeting with the County Commissioners.
Mayor Olson spoke regarding the proposed agenda items for the joint meeting. There was a lengthy
discussion regarding the need for a planning agreement, which is in the audit findings every year, and
the funding for planning. Sam will review the language in the draft agreement in order to finalize an
agreement with the County Commissioners. Proposed agenda items include: fireworks; signage on
Buffalo Trail, West Railroad, and East Railroad; Riverside Park erosion and impact to Yellowstone
County; and relocation of the DMV office.
Police Department
There was no discussion.
City Planner
James stated that the contractor will put new insulation in city hall next Wednesday, and the trenching
should start this week. Window replacement should begin in about a month.
Public Works Department
• SE 4 Street SID
Kurt e- mailed the as builts and a letter for the contractors to Dean Rankin recently. The letter explains
that the contractors must follow Montana Public Works Standards to connect the properties to the storm
water system. United Bank, McDonald's, Best Western, Fox Lumber and SEG Credit Union still need
to tie in to the storm water system.
Kurt stated that leveling was done on a section of SE 4 Street by Fichtner Chevrolet in order to address
the water issues underneath the asphalt.
• Water line across the bridge
The city is still waiting for a response from the DOT. Kurt has asked Jackie to put a rush on it.
• Neptune water meters
Kurt stated that 35 -40 meters failed this month. Randy at Northwest Pipe agrees that Neptune needs to
replace all of the meters in the city, but Neptune wants to review the figures for two months. About
2,000 meters would have to be replaced. Kurt will request that all meters are replaced.
The main water line on Fifth Avenue will be shut down for eight hours on Thursday.
Public Works will send letters to residents, especially in Village Subdivision, that have problems with
freezing water meters to remind them to check their heat tape and insulation.
If the weather permits, the contractor will try to pave Third Avenue on Thursday. If not, they will use
gravel and millings on the street for the winter and do the paving next year. Mayor Olson asked Kurt to
explain this to the council tonight.
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Department Head Meeting Minutes of November 16, 2010
Kurt stated that Public Works is ready for snow. A new truck could be used to plow snow away from
the stop signs instead of just melting the snow.
City Attorney
There was no discussion.
Mayor Olson
• Schedule of Fees and Charges — Proposed changes due November 30, 2010
Mayor Olson stated that proposed changes should be submitted by the end of the month so the process
can start at the beginning of the year.
Other
There were none.
The meeting adjourned at 4:00 p.m.
Respectfully submitted,
Cindy Allen
Council Secretary
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