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HomeMy WebLinkAboutDepartment Head Meetings Minutes 01.18.2011 MINUTES DEPARTMENT HEAD MEETING JANUARY 18, 2011 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Chris Rosenberg Rick Musson Sam Painter Kurt Markegard Gary Colley Shirley Ewan Nancy Schmidt Jan Faught Council Agenda — January 18, 2011 Public Hearing: • Intent to adopt an official Schedule of Fees and Charges. Mayor Olson will introduce the issue to the council at the public hearing. Scheduled Matters: • Confirmation of Appointments: o Laurel Police Reserves: Daniel Shreffler, Anthony Tabadisto, Aleesha Chaney, Zechariah Roth, Christopher Baldwin, Tom Becker, Michael Colvin After Rick introduces the police reserves at the council meeting, they will leave and start classes tonight. • 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. Second reading. The council needs to amend the ordinance to approve "four" parking spaces instead of three. Draft Council Workshop Agenda — January 25, 2011 General items Public Works Department: • Great West Engineering — Wastewater project presentation A meeting is scheduled with Great West Engineering on Wednesday. Executive Review: • Ordinance — Medical marijuana Sam, James, and Rick reviewed the proposed ordinance recently. Sam explained that the language has been changed to be "pursuant to Montana law." The item should be listed as business licensing/medical marijuana. The zoning/medical marijuana ordinance needs to be added to the council workshop agenda. There was some discussion regarding the legislature and the medical marijuana issue. • Resolution — Memorandum of Understanding with Beartooth RC &D The Memorandum of Understanding with Beartooth RC &D is presented annually. • Resolution — Adopt official Schedule of Fees and Charges The resolution will be on the council workshop agenda. Department Head Meeting Minutes of January 18, 2011 • FAP contractor selection process Mayor Olson explained the architect's suggestion for the city to hire a contractor, who would hire the subcontractors for the FAP project, instead of going out to bid for the project over $50,000. Sam stated that an exception in statute would allow this and would require the council to make some decisions regarding the project. This could save time and money. • Council Retreat The Local Government Center has submitted possible dates of February 24 -25` March 4 -5` or March 20-25 . There was discussion regarding the Personnel Policy Manual and the Personnel Implementation and Instruction Guide. • Council e-mail There was discussion regarding the requirement to save e-mails on the server for three years and the process of logging in to a city e-mail account from a different computer. • Council Issues: o Plans for sheds by FAP building (Chuck Dickerson) There was discussion. The sheds will be relocated and used. Department Reports: Clerk/Treasurer • Budget calendar Shirley stated that the auditors are here this week. Shirley and Jan will meet on Wednesday to discuss the process for ambulance calls. Shirley will prepare the budget calendar next week. The mid -year budget report is not ready for tonight, since Shirley has been working with the auditors. Fire There was no discussion. Ambulance Jan stated that a refresher class is scheduled on January 28 29 and 30` Jan spoke regarding the suction machine that quit working and needs to be replaced, the need for Mayor Olson's approval for purchases over $300, and her frustration with the process. There was a lengthy discussion regarding the $300 purchasing limit, the responsibility for department heads to control their budgets, the percentage in the city's reserves, the need to monitor expenditures, and how to contact Mayor Olson. Library There was no discussion. 2 Department Head Meeting Minutes of January 18, 2011 Police Department There was no discussion. City Planner The interview committee interviewed the first applicant today, and four more interviews are scheduled on Monday, January 24 Mayor Olson expects the position to be filled by March P Safety • Safety Program update Chris will attend OSHA training in Billings next Thursday. The Safety Advisory Committee (Rick, Kurt and Chris) met last week. Public Works Department • Neptune water meters Kurt stated that 20 water meters failed last month. Public Works is now taking pictures of the failed meters along with a thermometer showing the temperature inside the residences. A Local Emergency Responder lunch is scheduled on February 10 at 12:00 noon. The discussion topic will be pipeline safety. Rick stated that a Safety Conference is scheduled in March. At a recent LEPC meeting, there was discussion regarding riverbank erosion and the pipeline issue. The City of Billings is getting concerned about this issue. The public works department is working on the ice concerns on the streets. There was further discussion regarding the magnet and shaft issues with the water meters. All information will be given to the attorneys for review. Sam will attend the council retreat, but other staff members will not be required to attend. Shirley and Kurt will attend the Rural Water Conference on February 24 and 25 City Attorney Mayor Olson • Personnel Implementation & Instruction Guide There was discussion regarding the Personnel Implementation and Instruction Guide. Draft copies were distributed for the department heads to review. Changes should be e- mailed to Sam, and there will be further discussion at the next meeting. Sam stated that MMIA needs to review the fmal drafts prior to council approval. • Laurel City Voice — articles due February 18 The articles are due on February 18 Other Gary asked regarding administrative orders to adopt the building and fire codes. 3 Department Head Meeting Minutes of January 18, 2011 Gary would like to be included in the FAP addition process, as design and setbacks need to be discussed. There was discussion regarding a sprinkling system for fire protection and the location of the gas line under the building. The meeting adjourned at 4:23 p.m. Respectfully submitted, Cindy Allen Council Secretary 4