HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.04.2011 MINUTES
DEPARTMENT HEAD MEETING
JANUARY 4, 2011 3:00 P.M.
COUNCIL CHAMBERS
PRESENT: Mayor Ken Olson James Caniglia Chris Rosenberg
Sam Painter Kurt Markegard Brent Peters
Shirley Ewan Nancy Schmidt Jan Faught (3:22 p.m.)
Council A2enda — January 4, 2011
Public Hearing:
• Ordinance No. 010 -05: An ordinance amending Section 10.52.020 of the Laurel Municipal
Code titled "Reserved parking at city hall — Parking by non -city employees prohibited" to create
three reserved parking spaces adjacent to the Fire, Ambulance and Police (FAP) building for
EMS employees located at Chapter 10 of the Laurel Municipal Code. (First reading —
12/21 /2010)
Scheduled Matters:
• Confirmation of Appointments:
o Clerk/Treasurer: Shirley Ewan
• Resolution No. R11 -01: Resolution authorizing the collection of the annual service fee for all
water users pursuant to the Public Water Supply Program.
• Resolution No. R11 -02: A resolution accepting the bid for the purchase of a diesel powered
backhoe loader for the City of Laurel and authorizing the Mayor to execute any requisite
documents for such purchase.
• Resolution No. R11 -03: A resolution authorizing the Mayor to sign a Construction Agreement
with the Montana Department of Transportation for the Federal Aid Project No. UPP 6903(1).
• Resolution No. R11 -04: A resolution of the City Council authorizing the Mayor to sign an
agreement with the Montana Department of Transportation for changes to the water and sanitary
sewer facilities for the East Railroad Street Project No. UPP 6903(2).
• Resolution No. R11 -05: A resolution of the City Council to vacate an alley located adjacent to
the 300 block of First Avenue South located within the City of Laurel.
• Resolution No. R11 -06: Resolution of the City Council authorizing the Mayor to sign an
agreement with Yellowstone County to provide office space at city hall for motor vehicle
licensing services for a period of five (5) years.
• Resolution No. R11 -07: A resolution of intent to adopt an official Schedule of Fees and Charges
for the City of Laurel, repealing all previous resolutions that set fees or charges that conflict with
the schedule attached hereto upon its effective date.
The public hearing will be on the next council agenda, and the resolution to adopt the schedule of fees
will be on the following agenda.
• Meeting on January 11, 2011 regarding US Hwy 212 Reconstruction Project
Mayor Olson would like one council member to attend this meeting.
Mayor Olson will inform the council that he will sign a contract for replacement of a fire hydrant.
Draft Council Workshop A2enda — January 11, 2010
Department Head Meeting Minutes of January 4, 2011
General items
Ambulance Department:
• EMS / Ambulance Proposal
Mayor Olson stated that the proposal was presented to the Emergency Services Committee last night.
The Budget/Finance Committee will discuss the proposal tonight, and it will be presented at the council
workshop on January 11 th . Mayor Olson will ask Jan to lead the discussion at the council workshop.
Public Works Department:
• Update on Wastewater Project
• Laurel Lift Station Alternatives
Kurt stated that the cost alternatives are to address the smell at the lift station.
• Waterline across the bridge
Kurt stated that MDT allows work on the bridge between November and March but not between April
and October. Chad Hanson contacted SRF regarding extending the loan. Kurt stated that the project
would not impede the nesting of the eagles and suggested contacting a higher authority at MDT.
According to Chad, the project could be completed by the end of March if the council approved the
change order resolution at the next meeting.
Executive Review:
• Resolution — Adopt Personnel Implementation and Instruction Guide
Mayor Olson stated that this item will be removed, as more review is needed.
Brooke will e-mail the draft document to the council secretary to distribution to the department heads.
She stated that department heads need to review the document as to the day -to -day operation of the city.
There was discussion regarding the committees listed in the Personnel Implementation and Instruction
Guide. The Personnel Committee (also called the Human Resources Committee) meets as required and
includes the council president, council vice - president, and a member -at- large. Mayor Olson mentioned
that Ken Weaver insisted that council members should not be on a personnel committee. The Health
Insurance Committee consists of two representatives from each union, two council members, and two
administration representatives. The Personnel Policy Manual will be reviewed after the Personnel
Implementation and Instruction Guide has been adopted. Sam has drafted medical marijuana and
texting policies, which will be reviewed at next week's department head meeting.
Jan arrived at 3:22 p.m. Mayor Olson asked Jan to present the EMS /Ambulance proposal at next
Tuesday's council workshop.
• Council Retreat
Mayor Olson will contact the Local Government Center regarding possible dates.
• Council e-mail
Shirley will contact Technical Edge regarding council e-mail addresses after the discussion at next
week's council workshop. Nancy does not have a city e-mail address.
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• Department Head Meeting Minutes of January 4, 2011
There was further discussion regarding setting up e-mail addresses, changing passwords, the need to
address the timeframe for retention of city e-mails in the city's records retention policy or the e-mail
policy, activation of the city's server to copy and retain e-mails for three years, and how to address the
city planner's e-mail while the position is vacant.
Review of draft council agenda for January 18, 2011
• Ordinance No. 010 -05: An ordinance amending Section 10.52.020 of the Laurel Municipal
Code titled "Reserved parking at city hall — Parking by non -city employees prohibited" to create
four reserved parking spaces adjacent to the Fire, Ambulance and Police (FAP) building for
EMS employees located at Chapter 10 of the Laurel Municipal Code. (First reading —
12/21 /2010; PH — 01/04/2011)
• Public Hearing: Intent to adopt an official Schedule of Fees and Charges.
Department Reports:
Clerk/Treasurer
Shirley distributed copies of MMIA's News and Views. The council and some department heads
already get copies, and the attorney, library and safety officer would also like to receive copies.
Fire
Brent and Jan will meet to discuss response protocols.
Brent asked if there is a line item for monies the fire department receives from fires. Shirley stated that
the money goes into the revenues. The city pays the wages and considers the money to be a revenue
reimbursement, not additional funds.
Ambulance
There was no discussion.
Library
Nancy stated that the library will give up the funding for carpet replacement in the CIP and keep the
current carpeting for a couple more years.
Nancy is working on an issue with the BTOP Grant. She needs to find out if the part-time person can
do circulation and not just technology implementation.
Brent presented some fire department issues at this time. He wants to get bids to purchase a second
thermal imager, which would cost about $8,000. The batteries in the current thermal imager need to be
replaced at a cost of $146 each. Mayor Olson and Brent will discuss this further.
Brent will meet with Duane Winslow and the Billings and Molt fire chiefs on Thursday at 1:30 p.m. to
discuss the fire coverage issues in the Homeward Park Subdivision off Grand Avenue. There was
discussion. The City of Laurel does not want to get involved.
Police Department
There was no discussion.
City Planner
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Department Head Meeting Minutes of January 4, 2011
James will make pasta for lunch for everyone at noon next Tuesday. Mayor Olson will provide the
dessert.
Public Works Department
• SE 4 Street SID
Mayor Olson moved this item to future discussion.
• Water line across the bridge
Great West Engineering is working on this project.
• Neptune water meters
Kurt explained that Neptune claims that 22 meters were frozen, but 21 meters are located in basements
or businesses and one is in a trailer. Kurt is researching the statistics from the National Weather Service
for October, November and December to prove that the meters could not have frozen inside the homes
or businesses. Brooke will write a letter to Neptune soon.
Kurt stated that a fire hydrant on Railroad Street has to be replaced. Mayor Olson will sign a small
services contract.
City Attorney
Brooke will include specific questions when she e-mails the Personnel Implementation and Instruction
Guide.
Mayor Olson
• Personnel Implementation and Instruction Guide
Mayor Olson stated that the Personnel Implementation and Instruction will be on the January 26
council workshop agenda.
• Laurel City Voice — set date
Mayor Olson stated that articles are due on February 7 Credit card payments, dog licenses, and
cemetery information were suggested items for the newsletter.
Other
Mayor Olson welcomed Chris Rosenberg to the meeting. Safety will be added to the department head
agenda.
Chris spoke regarding some safety issues, including first aid kits, job hazard assessments, and training
needs. The safety budget will be split throughout the departments this year. There was discussion
regarding first aid kits. Jan said the ambulance department orders supplies in bulk and could provide
what is needed for first aid kits.
The meeting adjourned at 4:03 p.m.
Respectfully submitted,
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Cindy Allen
Council Secretary
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