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HomeMy WebLinkAboutDepartment Head Meetings Minutes 12.14.2010 MINUTES DEPARTMENT HEAD MEETING DECEMBER 14, 2010 3:00 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 Workshop Agenda — December 14, 2010 General items: • Appointments: o Laurel Ambulance Service: • Heather Crockett and Wendy Wong Jan stated that the two individuals cannot attend tonight's meeting but should be able to attend next week's council meeting. o Park Board: • Kate Hart, Amy Pollock, LuAnne Engh and Hazel Storck to 4 -year terms ending December 31, 2014 o Laurel Urban Renewal Agency • Shirley McDermott to a 4 -year term ending December 31, 2014 • Janice Lehman as an Advisory Member for a 4 -year term ending December 31, 2014 Public Works Department: • Resolution — Change Order No. 1 with Williams Civil Division The change order would add four additional days to the contract. City Planner: • Resolution — Intent to vacate alley in 300 block of First Avenue South James stated that the alley is located by Town Pump and there is no reason for the city to have access. Executive Review: • Resolution — Contract with Technical Edge Consulting Mayor Olson stated that the contract price will increase from $120 /hour to $131.13/hour. Sam requested a new contract from Bart. • Ordinance — Parking at the FAP building Two proposed parking spaces are on West 2' Street, near the intersection of West 2" Street and 3` Avenue, and the other two spaces are on 3` Avenue near the intersection of 3 Avenue and West rd Street. The parking spaces will be posted with appropriate signs. The council will be informed that this is a joint request from the fire, ambulance and police departments. Other items The Arbor Day Proclamation will be on the December 21st council agenda. There was a lengthy discussion regarding the change order for the water line across the bridge. The project would have to be completed by March 30, before the bald eagles start nesting from April to Department Head Meeting Minutes of December 14, 2010 September. The funding mechanism, grant forgiveness, and other options were discussed. The options include: a drip system to keep the lines from freezing at a cost of $800 - $1,000 per year; having the city purchase the materials and then go out for bid for a contractor to install the materials; and shutting off the water line to Riverside Park for four months. Mayor Olson stated that the change order would not be presented to the council tonight as more information is needed regarding the funding issues. Mayor Olson will speak about the DMV agreement at tonight's council workshop. The verbiage in the agreement will remain the same and the DMV office will not be moved at this time. The County Commissioners are receptive to signing the agreement. The Army Corps of Engineers denied the city's request for assistance with the riverbank erosion issues. There was discussion. Kurt asked the County Commissioners who he could contact at Senators Baucus and Tester's offices. Mayor Olson will see Commissioner Kennedy at the BSEDA meeting on Thursday morning. Department Reports: Clerk/Treasurer There was no discussion. Fire Brent stated that the Polar Plunge for Special Olympics went well. Brent will be working on some staffing shift issues. The fire department will advertise for four positions, which will bring the number to 45 firefighters. Brent stated that work is still being done on the FAP lights. Brent asked regarding the city's newsletter. There was discussion regarding the need to publish a City Voice, the budget and cost for the newsletter, and ideas for articles. Shirley mentioned that someone suggested that the city provide a drive -up box for water bills. There was discussion. Ambulance There was no discussion. Library Nancy stated that the Montana State Library will send out the contract for a part-time library employee and the city needs to sign it by December 31 A webinar regarding funding is scheduled on December 27 Nancy suggested that Shirley might want to attend it. There was discussion regarding: the County Commissioners' letter suggesting that Nancy, Bill Cochrane and two board members from each library work together; funding sources for the libraries in Billings and Laurel; and the county mill levy for the Parmly - Billings Library. Police Department 2 Department Head Meeting Minutes of December 14, 2010 Rick mentioned that the deadline for the medical marijuana issue is approaching and discussion is needed. The city cannot extend the moratorium. The Planning Board already reviewed the issue and made its recommendation for the council. There was discussion regarding: the timeframe for the council's decision; the suggestion to have the Emergency Services Committee review the issue; the city's response to employees that have a medical marijuana card; the need for the Mayor to issue a notice to city employees; the need to provide a safe work environment; and who should fill in the blanks in the proposed medical marijuana documents. The appropriate department heads and staff will meet next Tuesday after the regular department head meeting to do this. City Planner There was no discussion. Public Works Department • SE 4 Street SID • Water line across the bridge • Neptune water meters Kurt stated that work is still being done on these issues. Neptune will respond to the city attorney's letter by December 16 Kurt stated that the Public Works Committee discussed diagonal parking last night. In researching the issue, Kurt found that the resolution for diagonal parking on Montana Avenue was for six -month trial period. An ordinance is needed to establish diagonal parking. Regarding the parking issue in front of the new bakery, Kurt had informed the owners that diagonal parking was not allowed before they received parking tickets. City Attorney There was no discussion. Mayor Olson • Schedule of Fees and Charges Jan submitted the changes for the ambulance charges. Mayor Olson asked department heads to help distribute food plates to city hall, FAP, city shop, WTP, WWTP and the library on Thursday morning. City hall will provide rolls and sheet cake. Mayor Olson stated that the city's cell phone costs have increased. There was discussion regarding the need to get plans to meet the usage needs. Kurt forwards his city cell phone to his personal phone so he does not have to carry two phones. He suggested that the city offer a stipend for employees to use their personal phones, which would save the city money. Sam cautioned that, in the case of a lawsuit, all personal texts could be made public when a personal phone is used for city business. This item will be discussed further at the next department head meeting. The meeting adjourned at 4:43 p.m. Respectfully submitted, --fie Cindy Allen Council Secretary 3